draft organisational services - monthly review report- february … · 2019. 6. 25. ·...

Organisational ServicesMonthly Review

> February 2019

Organisational Services Monthly Review > February 2019

Contents 1. EXECUTIVE SUMMARY ..................................................................................................................................... 1

2. SAFETY ............................................................................................................................................................ 2 2.1 Incidents and Injuries ....................................................................................................................................... 2 2.2 Key Activities ................................................................................................................................................... 3

3. CUSTOMER SERVICE ....................................................................................................................................... 4 3.1 External Customer Services ............................................................................................................................. 4 3.2 Aquatic Facilities .............................................................................................................................................. 7 3.3 IT Support ...................................................................................................................................................... 12 3.4 Key Activities ................................................................................................................................................. 14 3.5 Procurement Services .................................................................................................................................... 15 3.6 Property Services ........................................................................................................................................... 16

4. PEOPLE AND CULTURE ................................................................................................................................. 17 4.1 Key Activities ................................................................................................................................................. 17 4.2 Staff Contingent ............................................................................................................................................. 18

5. FINANCIAL PERFORMANCE ........................................................................................................................... 21 5.1 Key Activities ................................................................................................................................................. 21 5.2 Program Financial Position ............................................................................................................................. 22

6. BUSINESS IMPROVEMENT ............................................................................................................................. 24 6.1 Business Improvements ................................................................................................................................. 24

7. PROJECTS ..................................................................................................................................................... 25 7.1 Internal Projects ............................................................................................................................................. 25 7.2 Capital Projects .............................................................................................................................................. 25

8. REGULATORY COMPLIANCE .......................................................................................................................... 26 8.1 Financial Compliance ..................................................................................................................................... 26 8.2 Corporate Governance ................................................................................................................................... 26 8.3 Internal Audit ................................................................................................................................................. 29

9. LAND & BUILDINGS ....................................................................................................................................... 29 9.1 Building Maintenance ..................................................................................................................................... 29 9.2 Land & Tenure ................................................................................................................................................ 30


1

1. EXECUTIVE SUMMARYThis report is for the Organisational Services Department for the month of February 2019.

It is pleasing to advise that Organisational Services continues to report no major injuries orincidents for our staff for the year. The review and amendment of WHS procedures is continuing,as part of ‘THE HUB’ project.

Our customer service standards are being met, and a majority of our targets being exceeded.

The People and Culture team are progressing well on a number of strategies and initiatives.These include workforce planning, health and wellbeing and volunteer strategies.

The MRC-RIN mentoring program commenced, and feedback has been excellent thus far. Thiscohort is due to end in June and a new cohort commences in July.

Significant progress has been made on the 2019/20 budget with the initial drafts ready for reviewby the Strategy Leadership and Performance Team. Discussions with Council commence inApril.

It is satisfying to see physical work commence on the Paget Workshop Extension project and thatthe capital project remains on track for delivery.

February also saw the completion of the foyer refurbishment in Council's administration building.

Kylie Lamb Director Organisational Services


2

2. SAFETY 2.1 Incidents and Injuries

One injury to a MRC employee was reported in February:

A worker cut their fingertip while re-installing a bolt on a piece of plant.

One injury to a member of the public was reported in February:

A student suffered a suspected dislocated shoulder on a water slide during a school carnival. Each incident is investigated, and appropriate corrective measures implemented to reduce future risks.


3

Department 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19

LTI Days Lost LTI Days Lost LTI

Days Lost LTI

Days Lost

LTI Days Lost LTI

Days Lost

Assets

Finance 1 4

SSC 1 4

Procurement & Plant 1 17

Property Services

Governance & Safety 1 8

Office of the Mayor & CEO

Organisational Services 1 4 0 0 1 4 0 0 2 25 0 0

2.2 Key Activities The review and amendment of WHS procedures is continuing, as part of ‘THE HUB’ project.

The review of WHS aspects of contractor management continues; with legal opinion provided to ensure MRC is meeting is WHS legal duties to all workers.

Provided support to WHSQ Inspector as they conducted audits of MRC swimming pools, conducted as part of a QLD wide compliance campaign.

Arrangements were made for MRC to host the next Regional Safety Exchange (RSX) meeting over two half-days on 3 and 4 April at our Paget Depot. This is a gathering of safety teams from the councils in our immediate and wider region. The RSX enables teams to provide updates on what each are doing, to network, and to work through specific challenges and emergent issues being faced.

Investigated and reported on critical incidents – including identifying appropriate corrective actions for implementation.

Other activities include procedure reviews, safety observations and interactions, and attendance at pre-start meetings and toolbox talks

Glossary Incident Any unplanned event resulting in or having a potential for injury or ill health. Lost Time Injury (LTI) Incidents that resulted in a fatality, permanent disability or time lost from work of one day / part of

a day or more Total Recordable Injuries (TRI) Incidents that result in a Lost Time Injury (LTI), Suitable Duties Injury (SDI) and Medical

Treatment Injury (MTI)


4

3. CUSTOMER SERVICE 3.1 External Customer Services

KPI KPI Description Target

Result Red (Under KPI)

Green (Met KPI)

Blue (Exceed KPI)

First Contact Resolution (FCR)

The percentage of external customer enquiries that are resolved at the first point of

contact.

60% 55%

Grade of Service (GOS)

The percentage of customer calls that are answered

within 60 seconds across the SSC team.

85% 89%

Abandoned Calls The percentage of customers that abandon their call before

being served. > 6% 4.5‐6%


5

First Contact Resolution: FCR results remained consistent with 55% of customer queries resolved at first contact in February, and 53% in January.

Grade of Service: A total of 8145 calls were received in February reporting period, averaging 407 calls per day, a slight increase from January's average of 366 per day.

40%

45%

50%

55%

60%

65%

70%

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

First Contact Resolution

FY18‐19 3 year av Satisfactory Exceeded

60%

65%

70%

75%

80%

85%

90%

95%


Grade of Service

3 year av Satisfactory Exceeded FY18‐19


6

Abandoned Calls: Abandoned calls decreased from 3% in January to 2.3% (190 calls) in February across the combined queues. For the main MRC queue, the abandoned call rate was 1.3% (35 calls). The call back take-up rate continues to remain low at 0.04%, with an Average Speed of Answer at 93 seconds.

External Customer Satisfaction: Survey volumes represent 3.8% of the overall contact centre calls received for the month of February (272 surveys).

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%


Abandoned Calls


70%

75%

80%

85%

90%

95%

100%


Customer Satisfaction Survey



7

Customer Request Completion: Lodged requests for SSC remain consistent averaging 37 per day and resolve times continue to exceed targets at 92% resolved within standard timeframes. Lodged requests for MRC have increased from 175 in January to 177 in February and with on-time resolution remained consistent at 73% in January and 73% in the February reporting period.

MRC Top 5 Pathway requests Lodged February 2019

Volume % of total requests

Replace Wheelie Bin 247 6.7%

Change of mailing address 230 6.2%

Repair Wheelie Bin 189 5.1%

Roads – General 150 4.1%

Water – Leak (Public Area) 147 4.0%

3.2 Aquatic Facilities

Attendance Figures:

Note:

All attendance figures are provided by operators except Bluewater Lagoon Bluewater Lagoon attendances in January were provided by the operator, attendances in February

were extracted from the People Counter. The People Counter figures count persons entering the facility only.

Lodged Resolved within SLA

MRC Total 3536 73%

SSC 735 90%

Facility January 2019 February 2019

Bluewater Lagoon 32878 26008

Memorial Pool 3084 5220

Pioneer Pool 3850 6487

Mirani Pool 1551 3994

Sarina Pool 3330 3072


8

Annual Attendances (Calendar Year) by Facility

Attendances September to February, Monthly and Yearly Attendance Comparison

Note:

There were 23 wet days in December which may explain the fall in attendance between 2017 and 2018 Prior to February figures were supplied by operator. February figures have been obtained from the

“People Counter”.


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Note:

Closed in September 2018 12 wet days in February resulted in reduced school swimming attendances


10

Note:

Active growth of squad and club training driven by operators leading to higher facility use.

Note:

Facility closed Sept-Oct 2017 and September 2018


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Number of Wet Days per Month

September October November December January February 2017‐2018 0 10 8 5 6 112018‐2019 0 0 0 23 6 12 Mirani Pool News (supplied by Operator)

Mirani Swimming Club recently travelled to the Championships in Brisbane on 16 -17 February 2019 with swimmers achieving personal bests and making the finals for 50 metre backstroke.

Mackay Triathlon Club held the Annual Sonya Brazil Memorial Women’s only Triathlon at Mirani Swimming Centre on Sunday the 17 February.


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3.3 IT Support Internal Service Metrics



Green (Met KPI)

Blue (Exceed KPI)

Incident Resolution Percentage of incidents

resolved within corporate standard timeframes

80% 80‐85% 85% 77%

Service Request Resolution

Percentage of service requests resolved within

corporate standard timeframes

80% 80‐85% 85% 80%

Internal Customer Satisfaction Survey

IT email survey - % of customers whose experience met or

exceeded expectations

75% 75‐84% 85% 97%

Note: Resourcing levels within Information Services in support of service and incident requests are short of key resources and service desk skill sets due to natural attrition. Well established plans have halted slightly from unexpected challenges during the recruitment process. Despite these challenges backlog and WIP continues to be well maintained.

Internal Customer Satisfaction: A total of 393 surveys completed in the month of February, achieving an overall rating of 97.2% that either met or exceeded expectation and representing 46% of the overall requests received.

Information Services Satisfaction Survey – February 2019

February 2019 Survey Rating %

1 How would you rate the level of customer service received? (Timely updates, follow through, helpfulness, communication skills) 88%

2 Was your request completed within a reasonable timeframe? (If not please state expectation in comments section please.) 85%

3 Was your support request completed to your satisfaction? 84%

February 2019 Survey Results

Below Expectations

Met Expectations

Exceeded Expectations

Not Assigned* Totals

# of Responses 11 147 236 0 394

* Not assignedexcluded

Overall Rating 2.8% 37.4% 59.8% N/A 97.2%


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Applications Availability



Green (Met KPI)

Blue (Exceed KPI)

Tier 1 Systems Refer to the table under ‘KPI Commentary’

section below for detail on which systems are included in each tier.

99% 99.92%

Tier 2 Systems 99% 100%

Tier 3 Systems 99% 100%

KPI Commentary

Incident and Service Request Metrics: The volume of incidents raised increased slightly this month, from 713 in January to 861 in February.

The ICT Operations team continue to achieve good closure rates with 79% of service requests closed in February.

The below graph identifies the Raised Vs Closed and Pending requests, along with WIP and backlog.

Definitions:

WIP – complex support requests that are within service level agreements and simple support requests open on day of raising.

Backlog – complex support requests that have exceeded service level agreements and simple support requests remaining unresolved after day of raising.


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Applications Availability: The below table shows which corporate applications are considered tier 1 and 2. All other systems not specifically noted are considered tier 3.

Tier 1 Tier 2 Tier 3

ECM Finance One

Email GIS

Internet

Kiosk_Chris21

Pathway

Assetic

Aurora Bruce Mandalay

Manage Engine

3.4 Key Activities

Activity Program Comments

Productivity SSC 1. Virtual Documents: plans to convert existing physical files for initial licence types by end of March. 2. Regulated dog licence renewals workflow – On track for completion prior to renewal period.

3. Online payment for drainage plan applications: On track

Business Process Management

SSC Process Governance Officer undertook expert training certification.

BPM team attended regional user group.

Both opportunities allowed the team to expand their network base and provided insight into how other councils are progressing and were able to share MRC journey to date.


15

3.5 Procurement Services Activity February 2018 February 2019

Purchase Orders (PO) Raised 690 607

Line Items in POs 1831 1654

POs Received 802 735

Line Items in POs Received 3304 2823

Invoices Processed 3419 2908

Request for Quotes Issued 15 9

Tenders Issued 4 6

Tenders Awarded 4 4

Quotes Awarded 6 11

Area Monthly Amount February 2019 Monthly %

February 2019 FYTD Amount FYTD %

Local Spend (Mackay region) $3,365,579 61% $103,613,833 79%

Regional Spend (WROC area) $19,220 1% 278,510 1%

External Spend $2,140,301 38% 26,541,173 20%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Jul‐18 Aug‐18 Sep‐18 Oct‐18 Nov‐18 Dec‐18 Jan‐19 Feb‐19

73% 72%82%

87% 91%80% 81%

61%

26% 27%17% 12%

8%19% 18%

38%

1% 1% 1% 1% 1% 1% 1% 1%

Area Monthly Spend %

Regional Spend(WROC Area)

External Spend %

Local Spend(Mackay Region)


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3.6 Property Services

Breakdown of Building Maintenance Requests Actioned – February 2019

Volume % of total requests

Miscellaneous 53 28.19%

Electrical 44 23.40%

Repairs 43 22.87%

Plumbing 35 18.62%

Air Conditioning 8 4.26%

Safety & Legislation 5 2.66%

0

50

100

150

200

250

300

350

400

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

Pathways Requests

Key & Padlock Requests

Security Access Requests

Building Maintenance Requests

Actioned Property Services Requests

Of the total number of Building Maintenance Requests received for the month of February (188), the top 3 requests related to; Miscellaneous (majority relating

to cleaning, consumables and security)

Electrical Repairs (majority relating to

fixtures, fittings, doors, locks andhardware)


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4. PEOPLE AND CULTURE4.1 Key Activities

Activity Comments

Organisational Culture

Employee Engagement Survey results were presented to SLPT and for Directors topresent to Program Managers. Overall, engagement results improved however there areclear areas of the workforce where issues remain. Program Managers have until the endof April to present their Program results to their work groups and complete their actionplanning.

Formal unconscious bias training was introduced for the first time in MRC. Feedback fromthe workshops was positive, in particular the interactive discussions between participants.Further information will be provided to Program Managers from the workshops. Theseworkshops will be an annual activity.

The White Ribbon Violence Against Women baseline survey data was presented to SLPT.Directors and Program managers are delivering the results to their work groups by theend of March 2019. The results are informing specific actions in the accreditation projectplan.

Health and Wellbeing

The Fitness Passport program has been opened for registration. MRC needs ~290primary registrations for the program to be activated. Registrations close in late March2019.

The focus of February was on physical health which is concluding with free physical healthchecks under a Queensland Government initiative. The focus for March is on social health.

Diversity and Inclusion

SLPT approved the Inclusive Leadership workshop series for MRC leaders as an annualactivity commencing in April 2019.

Harmony Day is planned for 21 March 2019 across Council with a focus on the Value forthe month of March, which is Teamwork and is a great way to “appreciate our differences”.

MRC participated in Australian Workplace Equity Index survey for the first time. Whilst itis expected that the rating will be low, it will set a baseline for further work in the diversityand inclusion initiatives.

Workforce Relations

P&C staff and HR staff from the Whitsunday and Isaac Regional Councils participated ina free IR update on general protection claims delivered by McCullough Robertsonlawyers.

Learning and Development

The 2019 primary intake of apprentices and trainees was booked for Monday 11 March. SLPT approved a number of nominations, both individual and collective, for the 2019

Queensland Training Awards.

Leadership Development

The Elev8 Leadership Series – Module Two – Operational Leadership has had anexternal provider selected.

The MRC-RIN mentoring program commenced, and feedback has been excellent thusfar. This cohort is due to end in June and a new cohort commences in July.


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4.2 Staff Contingent

OMC ECI DS CCS OS CW TOTALPrev. Month

Full Time 7 287 167 110 168 83 822 810 Part Time 0 5 5 33 39 0 82 81

Apprentice/Trainees 1 0 4 2 9 0 16 26 Temp 0 10 10 13 21 9 63 64

Casual 1 4 12 83 2 3 105 102 TOTAL EMPLOYED 9 306 198 241 239 95 1088 1083 Active Recruitment 1 26 25 18 20 8 98 93

TOTAL 10 332 223 259 259 103 1186 1176

*Stats current as of 28 February 2019

Workforce Capability

The PILOT for workforce capability framework was delivered for P&C, Transport and Drainage Planning, and Health and Regulatory Services Programs. All other Program Managers have now been scheduled for the roll out to their Programs.

Volunteers The DRAFT Volunteer Management Strategy is scheduled to be briefed to Council on 27 March.

PROJECT: Mackay Regional Skills Investment Strategy

Project on schedule and meeting KPIs. RSIS Performance meeting held 25 February with DESBT. Positive feedback received on project progress.

Key feedback from local businesses (RSIS relevance): o Employers in the region are having difficulty focusing on Vocational Education

and Training (VET) as immediate solution to the skills shortage. Their ability to workforce plan greater than 6-12 months is lacking.

o Small business find understanding and accessing VET funding difficult. o RTO capability to meet local industry need is lacking.

Key feedback from local businesses (Councillor relevance):

o Businesses setting the path for innovation expect more support from Local and State government to promote their achievements, i.e. Linked Group Services -off grid energy consumption).

o RTO capability to meet local industry need is lacking (scope offered and flexibility to support business delivery needs). Consistent message of local business not utilising CQU for these reasons.


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Total vacant positions: 110 Total number of positions filled in February 14.

As of 28 February, there were 98 positions across Council that were actively being recruited to eitherthrough external or internal recruitment and selection processes. The total current vacant positions are110. Total vacant positions may differ from active vacancies due to positions on hold, higherduties/secondments or requisitions yet to be received by Recruitment.

0

20

40

60

80

100

120

140

Jul 18 Aug 18 Sep 18 Oct 18 Nov 18 Dec 18 Jan 19 Feb 19

Monthly Recruitment Statistics

Total Vacant Positions Positions Filled Departures

67

78

91

122

39

89

105110

39

58

76 7669

93 9398

3643

63

39 36 3645 44

16 1928

16 14 14 14 170

20

40

60

80

100

120

140

July August September October November December January February

Monthly Position Occupancy

Total Vacancies Advertised Vacancies Secondment Higher Duties


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12 month moving average turnover was 17.91% as at 28 February 2019.

Monthly turnover 1.15% as at 28 February 2019

A total of 13 employees departed MRC in the month of February 2019.

Jul Aug Sept Oct Nov Dec Jan Feb2018‐2019 0.94% 1.90% 1.60% 1.61% 1.60% 1.23% 2.63% 1.15%12 month moving average 14.85% 16.17% 16.63% 17.32% 17.80% 17.56% 18.60% 17.91%

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

18.00%

20.00%

% Tu

rnover Rate

76

SEPERATIONS FOR FEBRUARY 2019

Resignations (incl left withoutnotice)

Contract Finished

Retired

Death / Invalidity

Termination of Employment


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5. FINANCIAL PERFORMANCE5.1 Key Activities

Activity Program Timeframe Comments

Budgets & LTFF Finance The 2019/20 budget and long term financial forecast processes are proceeding in accordance with planned timelines.

Statutory Reporting Finance The monthly Strategic Financial Report for January was presented to Council in February.

Valuations Asset Management Valuation Inspections Complete. Report due to be finished in March.

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6. BUSINESS IMPROVEMENT 6.1 Business Improvements

Description Program Comments

Enterprise Risk Management (ERM) Review

G&S Consideration of operational risks and how these are managed across Council is progressing. A review will be underway in the coming months.

Corporate Performance Planning Project

G&S Draft Business Plans for 2019-2021 were reviewed by SLPT this month. A key outcome of the review is the development of corporate priorities for the key functions of Safety, Finance and People. These priorities will be placed in all Business Plans with supporting actions developed for inclusion in each Action Plan.

Councillors will be provided an opportunity to review Business Plans and Action Plans in March, prior to being presented with the draft 19/20 Operational Plan.

This month SLPT undertook a further review of the draft policy and supporting decision tree for the corporate approach to the development, implementation, monitoring and review of strategies. An outcome of the review is to include in both the Policy and Decision Tree, steps that will engage council in all phases of Council Strategy development and implementation.

Safety Systems Streamlining Project G&S

Loading of safety documents to The Hub from individual work areas continues.

IS have engaged with Governance & Safety this month to discuss the transition of The Hub from the existing Bruce site to Share point online. The intended outcome is improved accessibility to safety information in the field from a mobile device.

Contractors’ safety performance monitoring and reporting

G&S Research into current contractor safety performance monitoring and reporting and industry benchmarking was complete this month.

In acknowledgement of the organisations desire to improve contractor safety performance monitoring and reporting, gaps are being considered as are the likely resource implications.

It is anticipated that an approach for the way forward will be discussed at SLPT next month.

Insurance Review Project G&S

The evaluation of tenders for MRC’s Insurance Coverage (except workers compensation) has now been completed with discussions being held with tenderers.

Authorised Persons Project G&S

Corporate Governance identified a business improvement option in relation to the processing of Authorised Persons. A full review of the current process is being undertaken with improvements identified in the authorised persons register and processing of applications. The project is expected to be finalised by the end of the current year.


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7. PROJECTS 7.1 Internal Projects OPEX Projects

7.2 Capital Projects

Refurbished Foyer Level 1 ‐ Administration Building

Project Program Comments

Maintenance Management System

AM Maintenance Workshops were held with Civil Operations to understand the operational needs to inform configuration.

Project Phase Project % Completion Comments

Plant Replacement Program

Construction 64% On target for ordering all items requiring replacement. Figure includes committals.

Paget Depot Workshop Extension

Construction 20% This project commenced mid-February with the installation of drainage and pouring of the footings. All steel scheduled to arrive 11 March. Concrete pad pouring during the same week. Part A – New Shed to be completed end of March.

Bluewater Quay Café- new amenities and storage.

Construction 100% The new toilets were handed over for use on the 21

December 2018. The variation works (extra storage and grow wall) were completed on the 7 March 2019.

Administration Building Refurbishment

Construction 100% The foyer works were completed on the 22 February except for some signage. The signage (MRC logo) is in the process of being designed.


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\C

8. REGULATORY COMPLIANCE 8.1 Financial Compliance Description Program Timeframe

Manage capital and operational budgets to achieve the benchmark Local Government financial sustainability ratios, including the operating surplus, net financial liabilities, and asset sustainability ratios.

Measure: Completion of Long Term Financial Forecast including applicable ratios

Finance

Provide relevant and useful information to Council, stakeholders and clients. Measure: Production of monthly strategic financial reports

Finance

Provide relevant and useful information to Council, stakeholders and clients. Measure: Number of high risk audit issues

Finance

8.2 Corporate Governance

Renewable Energy – Small Scale Solar

Installation 35% Six (6) sites are fully connected, with some minor details due to weather for some others which were to be connected in February but will be finalised in March.

MECC Fire Panel Integration

Completed 100% Fire Panel integration is completed which passed testing. As built drawing submitted. Certification documents to be provided mid-March.

MECC Lighting Upgrade

Completed 100% New lights fitted and in operation.

Dome Chiller Replacement

Construction 90% Chiller is operational. Some minor pipe lagging works required once weather clears.

Activity Program Comments


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Policies New Policy’s Processed for February 2019

Existing Policies Reviewed and Processed for February 2019

Council Policy Policies will be presented to Council for Adoption in March.

099 - Sponsorship Policy

005 - Procurement Policy

Administrative Policies Policies will be presented to SLPT on 13 March for approval.

003 - Recruitment and Selection Policy

069 - Security Requirements for Afterhours Meeting Functions

083 - Asset Disposal Policy.

10

72

9

0 0 02

0

Insurance Claims Received ‐February 2019

Motor Vehicle ‐ 10 Public Liability Personal Injury ‐ 7 Public Liability Plant ‐ 2

Public Liability ‐ 9 Theft ‐ 0 Professional Indemnity ‐ 0

Malicious Damage ‐ 0 Other ‐ 2 Water Damage ‐ 0

Corporate Governance Investigations G&S

8 administrative action complaints were received and forwarded to the relevant programs for investigation in February;

Corporate Governance undertook 2 PIN Reviews in February and 1 second review administrative action complaint.


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69

4

17

19

0 02

0

Governance General Inquiries ‐February 2019

Insurance Advice ‐ 69

Policies ‐ 4

General Governance Advice ‐ 17

Delegation Requests/Authorised Persons ‐ 19

SAI Global Standards Requests ‐ 0

Administrative Action Complaints ‐ 0

RTI/IP General Inquiries ‐ 2

Local Laws ‐ 0


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8.3 Internal Audit

Internal Audit Reviews Underway Status Comments

Water Charges Concessions for Concealed Leaks

In Progress Fieldwork complete – report being drafted.

Cyber Security – Follow Up Review In Progress This review is ongoing during 2018/19 in that a periodic check is undertaken during the year to monitor progress to address audit recommendations.

Electronic Signatures Scoping Scoping stage has commenced.

Other Internal Audit Activity Comments

Audit Committee The next Audit Committee is scheduled for 11 April 2019.

Preparation of Internal Audit Plan for 2019/2020

Work is progressing to assess and identify reviews for next year’s plan.

9. LAND & BUILDINGS 9.1 Building Maintenance

Description

Pump out of septic tank at Calen Depot completed.

Sarina Depot Workshop burst poly pipe repairs, 4 meters in length.

Foot valve repair on Calen Depot bore pump.

New toilet suite installed at Mirani Administration Building.

Burst gal pipe repaired at Ness Street Depot.

Willis Street council house has received a new 7kw split system installed into lounge room.

Zip filter replacement completed for Jubilee Community Centre staff kitchen.

Insurance work relating to Tenancy 9 at The Dome is now complete following the water leak over the Christmas break.

Scheduled gutter cleans due in February were completed by contract plumbers.

Ceiling tile replacement at Mirani Museum completed.

Various carpark and depot lights have been replaced at Paget Depot.


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9.2 Land & Tenure

Description

Available tenure for community organisations: -

Promotion of sharing facilities and grounds with likeminded organisations are always recommended in the first instance.

Vacant Land: -

o Bovey Street, North Mackay o Heaths Road, Glenella (low lying)

Rural land of various sizes, average of 20kms distance from Mackay city centre.

Encroachments:

Agreements being negotiated: -

Ocean Avenue, Slade Point

Edmunds Avenue, Bucasia

Grasstree Beach Road, Grasstree Beach

Investigation into new encroachment identified in North Mackay

Freehold properties currently listed for sale, as a result of the freehold land investigations:

Lot 1 Vellas Road, Mirani - in negotiation

Lot 3 Vellas Road, Mirani - in negotiation

Weekly meetings established with The Dome Property Managers to discuss marketing, prospective tenants and maintenance issues.

Current Status:

Tenancies occupied – 2, 5, 6, 8, 11,12,13 and 14

Tenancies that have proposals by interested parties – 4, 9, 10 & 6c

Tenancies vacant – 3 and 7

Temporary agreement put in place for Tenancy 3.

As the management agreement for the current Property Owners will cease on 13 March, staff are preparing for the hand-over.

The Land & Road Use Committee agenda included the following requests for comments -

3 x road issues

3 x land issues.

Property Matters

Working with Finance in relation to lease information due to change in accounting standard. Discussions commenced with related programs regarding Delachantos Road Park Hampton. Native Title - commencing discussions regarding the possible conversion of USL to Reserve.

Lease Matters


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Interviews held for Commercial Lease & Property Officer, with new staff member commencing 18 March.

Council approved a new lease for Mackay & District Senior Citizens Association

Grazing lease enquiry received

Enquiry received regarding possible lease on Temple Island

Telecommunication enquiries:

o No new enquiries, dealing with existing queries