Highlights and Significant Issues Report · general careers in council, the continuing Apprentice...

Organisational Services

Organisational Services Monthly Review > August 2018

Contents

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

2. SAFETY ............................................................................................................................................................ 2

2.1 Incidents and Injuries ....................................................................................................................................... 2

2.2 Key Activities ................................................................................................................................................... 3

3. CUSTOMER SERVICE ....................................................................................................................................... 3

3.1 External Customer Services ............................................................................................................................. 3

3.2 Aquatic Facilities .............................................................................................................................................. 6

3.3 IT Support ........................................................................................................................................................ 7

3.4 Key Activities ................................................................................................................................................... 9

3.5 Procurement Services .................................................................................................................................... 10

3.6 Property Services........................................................................................................................................... 12

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

4.1 Key Activities ................................................................................................................................................. 13

4.2 Staff Contingent ............................................................................................................................................. 15

5. FINANCIAL PERFORMANCE ........................................................................................................................... 18

5.1 Summary Financial Position ............................................................................................................................ 18

5.2 Financial Ratios .............................................................................................................................................. 18

5.3 Key Activities ................................................................................................................................................. 18

5.4 Program Financial Position ............................................................................................................................. 19

6. BUSINESS IMPROVEMENT ............................................................................................................................. 21

6.1 Business Improvements ................................................................................................................................. 21

7. PROJECTS ..................................................................................................................................................... 21

7.1 Internal Projects ............................................................................................................................................. 21

7.2 Capital Projects .............................................................................................................................................. 22

8. REGULATORY COMPLIANCE.......................................................................................................................... 23

8.1 Financial Compliance ..................................................................................................................................... 23

8.2 Corporate Governance ................................................................................................................................... 23

8.3 Internal Audit ................................................................................................................................................. 25

9. LAND & BUILDINGS ....................................................................................................................................... 26

9.1 Building Maintenance ..................................................................................................................................... 26

9.2 Land & Tenure ................................................................................................................................................ 27


1

1. EXECUTIVE SUMMARY

Safety continues to be a focus for the organisation this month with numerous key activities conducted including procedure reviews, site visits, safety observations and interactions etc being completed.

August has been a busy time for our Contact Centre with an average of 412 calls per day, with a record number of 73 calls being received in just one hour. Customer satisfaction remains high at 93% which is well above the target of 85%.

Key initiatives in the People and Culture area are progressing well with a focus on organisational culture, health and wellbeing, diversity and inclusion and leadership development. The 2018 Mackay Career Expo showcased general careers in council, the continuing Apprentice and Trainee program and another Design cadetship.

Amendments to the 2018/19 original budget were approved by council in August to account for carryover projects from 2017/18. A review of the budget will be undertaken during September and following finalisation of the 2017/18 financial statements.

Kylie Lamb Acting Director Organisational Services


2

2. SAFETY

2.1 Incidents and Injuries

Two incidents were reported in August:

• A MRC vehicle windscreen was damaged by an object flicked up by a passing non-staff member vehicle.

• A contractor installing wiring in a ceiling space damaged a roof sheet.

Each incident is investigated and appropriate corrective measures implemented, to reduce future risks.

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

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)


3

2.2 Key Activities

• Undertook risk assessments for a number of upcoming events.

• Undertook site visits and WHS hazard inspections of water facilities at Proserpine and Cannonvale. Future visits are planned to facilities at Bucasia (Mackay North) and Bakers Creek (Mackay South). These visits will be ongoing over the coming months. MRC is working closely with the Whitsunday Regional Council safety team to share knowledge and learnings.

• Undertook reviews, in collaboration with other teams, of a number of MRC policies.

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

• Developed the implementation plan for the recommendations of the external safety audit undertaken by LGW.

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.

< 50% 50-60% > 60% 58%

Grade of Service

(GOS)

The percentage of customer

calls that are answered

within 60 seconds across the

SSC team.

< 80% 80-85% > 85% 77%

Abandoned Calls

The percentage of customers

that abandon their call before

being served.

> 6% 4.5-6% < 4.5% 4.62%

External

Customer

Satisfaction

A measure of customer

satisfaction as reported by

the end of call survey

< 80% 80-85% > 85% 93%

Customer

Request

Completion

Service requests resolved

within corporate standard

timeframes

< 80% 80-85% > 85% 89%


4

KPI Graphs and Commentary

First Contact Resolution: FCR results remained consistent with 58% of customer queries resolved at first contact in August, and 57% in July.

Grade of Service: August figure is just under KPI, however showing continuing improvement from previous month. August in particular was impacted by rates enquiries, one of the busiest enquiry periods of the year. Whilst staffing levels are maintained, with existing experienced staff undertaking secondment and other positions within SSC and other areas, new staff are quickly coming up to speed. September figures are expected to further improve.

A total of 9,474 calls were received in the August reporting period, averaging 412 calls per day, which is an increase from 384 per day in July. The busiest week for the whole past quarter fell within August, being 14 – 20 August with rates enquiries, where an average of 443 calls were received per day (or 49 per hour). This period also had the highest number of calls per hour of 73, between 10 – 11am on 16 August.

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

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

First Contact Resolution

Exceeded Target 18/19 FY 17/18 FCR Satisfactory Target

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

0

2000

4000

6000

8000

10000

12000

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

Grade of Service

Calls Received 17/18 Calls Received 18/19 GOS 17/18

Satisfactory Exceeded GOS 18/19


5

Abandoned Calls: Abandoned calls decreased from 5.53% in July to 4.62% in August across the combined

queues. For the main MRC queue, the abandoned call rate was 4% (302 calls). The call back take-up rate

continues to remain low at 1.80%, with an Average Speed of Answer at 1 minute 54 seconds.

External Customer Satisfaction: Consistent with July's performance, 361 surveys completed in the month of

August represented 5% of the overall call volume.

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%

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

Abandoned Calls

17/18 18/19 Exceeded Satisfactory

50%

55%

60%

65%

70%

75%

80%

85%

90%

95%

100%

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

External Customer Satisfaction - End of call survey

17/18 18/19 Satisfactory Exceeded


6

Customer Request Completion: Lodged requests for SSC remain consistent averaging 32 per day and resolve times continue to exceed targets at 89% resolved within standard timeframes. Lodged requests for MRC have decreased from 162 in July to 153 in August and with on-time resolution remaining steady at 76%.

3.2 Aquatic Facilities

Attendance Figures:

Pioneer, Mirani & Sarina are currently closed for the cooler months.

Pool tenders for Mirani, Pioneer, Memorial & the Mackay Regional Sports Precinct were awarded in August with the contract to commence on the 1 October.

The Mirani Pool & Caravan Park tender was awarded as a Venue Management Agreement to the current operator for the next 3 years with an extension option of 1 year + 1 year.

Pioneer Pool is scheduled to re-open with the new operators on 1 October. As the weather starts to heat up, gas deliveries to heat the Memorial pool ceased at the end of August.

Sarina Pool - The Department of Education has received funding for pool repairs with works commencing at the start of August. Works consist of the complete coping and inner tile band replacement and repainting of the pool shell.

The works were expected to take approximately 4 to 6 weeks to complete and once the paint is cured the pool can be filled and placed back into operation which will hopefully be in late September.

Lodged Resolved within SLA

MRC Total 3514 76%

SSC 733 89%

MRC Top 5 Pathway requests Lodged August 2018

Volume

% of total

requests

Change of mailing address 226 6.4%

Replace Wheelie Bin 217 6.2%

Repair Wheelie Bin 147 4.2%

Water – Leak (Public Area) 143 4.1%

Planning Advice Enquiries 137 3.9%

Facility Attendance Figures - August 18

Bluewater Lagoon Closed for maintenance

Memorial Pool 1,984


7

3.3 IT Support

Internal Service Metrics

KPI KPI Description

Target

Result Red

(Under KPI)

Green

(Met KPI)

Blue

(Exceed KPI)

Incident Resolution

Percentage of incidents

resolved within corporate

standard timeframes

80% 80-85% 85% 79%

Service Request

Resolution

Percentage of service

requests resolved within

corporate standard

timeframes

80% 80-85% 85% 81%

Internal Customer

Satisfaction Survey

IT email survey - % of

customers whose

experience met or

exceeded expectations

75% 75-84% 85% NA**

Note: Work continues in the IT program to address backlog and work in progress (WIP). Increased rates of closure in these areas has impacted the KPI of meeting resolution timeframes. This was an expected outcome as generally old requests are in a breach status.

Internal Customer Satisfaction: **A recent upgrade of the Manage Engine system has impacted the accuracy of the internal reporting system. The team are working closely with the vendor to rectify this issue as quickly as possible.

Applications Availability

KPI KPI Description

Target

Result Red

(Under KPI)

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.

< 98% 98-99% > 99% 99.96%

Tier 2 Systems < 98% 98-99% > 99% 100%

Tier 3 Systems < 98% 98-99% > 99% 100%


8

KPI Commentary Incident and Service Request Metrics: The volume of incidents raised increased this month, from 862 in July to 872 in August.

The ICT Operations team continue to achieve good closure rates with 81% of service requests closed in August. 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.

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

Aurora Bruce Mandalay

Manage Engine


9

3.4 Key Activities

Activity Program Comments

Productivity SSC The productivity initiative has now implemented 73 improvement ideas within SSC and has 22 in progress with 37 new ideas raised for the month of August. The mid-initiative review is nearing completion resulting in the ideas register being cleansed, the implementation process ready for piloting, implementation plan and project charter templates have been created and are currently being tested. Two projects have commenced – Refund of Animal Related Fees and Waste Water Reports.

Business Process Management

SSC Editor training completed with Development Engineering and Corporate Communications, the sessions went well and the Corp. Comms. team enjoyed the new approach to hands on training activities. Work continues with the other programs in Stage 3 and initial meetings with Stage 4 programs have commenced. Post request from the Capital Works Directorate, the team have engaged with program managers and are planning an early roll out commencing November this year. Auditing processes have commenced to ensure standardisation and consistent approaches are being maintained.

Information Services Projects

SSC Works for EndPoint Device Replacement and Disaster Management Communication Hub to commence soon.

Electronic Payslips

Earlier in the year a pilot to trial electronic payslips was run with teams from the water and civil projects area. Post the success of the pilot the option for electronic payslips has been extended to the entire organisation. The business improvement team have been busily promoting the initiative which has resulted in 133 employees opting to make the switch so far. The team will continue to focus on providing information and education at tool box talks and assist any staff wishing to make the transition.


10

3.5 Procurement Services

Activity August 2017 August 2018

Purchase Orders (PO) Raised 539 748

Line Items in POs 1369 1907

POs Received 726 900

Line Items in POs Received 2863 3474

Invoices Processed 3596 3231

Request for Quotes Issued 12 13

Tenders Issued 7 6

Tenders Awarded 4 8

Quotes Awarded 14 14

Area Monthly Amount

August 2018

Monthly % August 2018

FYTD Amount FYTD %

Local Spend (Mackay region) 5,419,970 72 18,138,122 71

Regional Spend (WROC area) 53,220 1 93,957 1

External Spend 3,067,701 27 7,224,332 28

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18

71%

87% 85%78%

89%

73% 73% 72%

28%

12% 14%21%

10%

26% 26% 27%

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

Area Monthly Spend %

Regional Spend(WROC Area)

External Spend %

Local Spend(Mackay Region)


11

Deliveries for the 18/19 Plant Replacement program commenced. August saw the delivery of two new water trucks built by local truck body builders.


12

3.6 Property Services

Breakdown of Building Maintenance Requests Actioned - August 2018

Volume % of total

requests

Miscellaneous 89 37.87%

Plumbing 39 16.60%

Repairs 39 16.60%

Electrical 32 13.62%

Safety & Legislation 25 10.64%

Air Conditioning 11 4.68%

0

50

100

150

200

250

300

350

400

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

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 August (235), the top 3 requests related to Miscellaneous (majority being cleaning, consumables and furniture), Plumbing and Repairs (including pool requests, painting, fixtures & fittings, doors, lock and hardware).


13

4. PEOPLE AND CULTURE 4.1 Key Activities

Activity Comments

Organisational Culture

• Civil Ops culture session facilitated by Avril Curtis and Lauren Rovelli with 140 staff in attendance.

• TUF (Think, Understand, Flourish) Minds Pilot with CQUniversity, aimed at increasing mental resilience and positive mindfulness, and boosting mental wellbeing. The “TUF Minds - Life Rescue” is an innovative mental wellbeing and suicide prevention program being released free as a smartphone app to save lives in every community!

• Suicide Assist – free training offered to leaders – one employee has taken up the offer.

• Avril Curtis has started her new role as the RSIS Project Coordinator which is a

Queensland Government funded project on VET skills strategy in the Mackay LGA. The

appointment of the temporary replacement for two years will be announced shortly.

Health and Wellbeing

• Suicide assist training conducted on 25 & 26 August.

• H&WB committee established and planning underway for 2018-19 initiatives.

• Membership completed for White Ribbon. Formal notifications and announcements will follow once the accreditation induction process is completed.

Diversity and Inclusion

• Membership completed for the Diversity Council of Australia and the Pride in Diversity organisations. Both memberships provide significant resources for developing and implementing D&I initiatives including discounted training services.

• RAP initiatives have commenced being planned for implementation in FY18-19.

Leadership Development

• Leadership Traits being mapped against Capability Framework in preparation for Elev8 series.

• The coaching services panel has been completed for the senior leadership team as a follow up to the 360-degree feedback process.

• The mentoring program for 2019 has been approved by SLPT.


14

Learning and Development

2018 Mackay Career Expo – 9 August where the Employee Services Team promoted general careers in Council, the continuing Apprentice & Trainee Program, and another Design Cadetship.

Workforce Capability

• Work Experience – 10 requests received during August resulting in five facilitated

placements during this month.

• Jade Sharman - Apprentice Arborist receiving The National Council of Women

Queensland Inc., 2018 Helen Ovens Memorial Bursary


15

4.2 Staff Contingent

Status OMC ECI DS CCS OS CW TOTAL Prev.

Month

Full Time 8 291 163 106 167 66 801 813

Part Time 0 7 7 29 34 0 77 71

Apprentice/Trainees 1 6 11 4 10 1 33 33

Temp 0 9 10 16 14 8 57 55

Casual 0 5 12 79 2 2 100 107

TOTAL EMPLOYED 9 318 203 234 227 77 1068 1079

Active Recruitment 0 12 7 18 17 4 58 39

TOTAL 9 330 210 252 244 81 1126 1118

*Stats current as of 31/08/2018

• Total vacant positions: 78

• Total number of positions filled in August: 58

0

10

20

30

40

50

60

70

80

90

Apr 18 May 18 Jun 18 Jul 18 Aug 18 Sep 18 Oct 18 Nov 18 Dec 18 Jan 19 Feb 19 Mar 19

Monthly Recruitment Statistics

Total Vacant Positions Positions Filled Departures


16

• As of 31 August, there were 58 positions across Council that were actively being recruited to either through external or internal recruitment and selection processes. The total current vacant positions are 78. Total vacant positions may differ from active vacancies due to positions on hold, higher duties/secondments or requisitions yet to be received by Recruitment.

• 12 month moving average turnover was 14.48% as at 31 August 2018.

• Monthly turnover 1.9% as at 31 August 2018

0

10

20

30

40

50

60

70

80

90

March April May June July August

Monthly Position Occupancy

Total Vacancies Advertised Vacancies Secondment Higher Duties

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

12 month moving average 12.92% 12.80% 12.96% 13.41% 13.84% 14.20% 13.90% 14.36% 13.92% 14.38% 14.09% 14.48%

2017-2018 1.13% 0.93% 1.12% 1.51% 2.25% 1.12% 1.13% 1.32% 0.56% 1.51% 0.94% 1.90%

0.00%

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% T

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17

• A total of 20 employees departed MRC in the month of August 10 in July 2018.

Resignations (Inc left without notice), 15

Termination of Employment, 4

Contract Finished, 1

SEPARATIONS FOR AUGUST 2018

Resignations (Inc left without notice) Retired

Termination of Employment Contract Finished

Death / Invalidity


18

5. FINANCIAL PERFORMANCE

5.1 Summary Financial Position

(in $ ‘000) YTD Budget YTD Actual Variance

Total Revenue 110,427 112,284 1,857

Total Expenses 29,597 29,044 (553)

Operating Surplus (BID) 80,830 83,240 2,410

Depreciation 12,793 12,679 (114)

Interest 27 9 (18)

Net Operating Surplus 68,010 70,552 2,542

Council has forecast an operational surplus of $439K for the FY2019, following adoption of prior year project carryovers in August. As it is early in the financial year, no significant risks have been identified.

5.2 Financial Ratios

YTD Target

Operating Surplus % 62.8% 0% - 10%

Interest coverage % -0.7% 0% - 5%

Net financial liabilities % -40.7% < 60%

Current ratio 4.0 Between 1 and 4

Asset sustainability % 42.3% > 90%

Capital expenditure ratio 1.28 > 1.1 times

As it is early in the financial year, the ratios are distorted due to timing of payments and in particular recognition of rates revenue for the first half year. These ratios will adjust during the financial year to better reflect targets as delivery of the budget occurs.

5.3 Key Activities

Activity Program Timeframe Comments

Budgets & LTFF Finance Amendment of the FY2019 budget to allow for

prior year carryovers was adopted by Council in August. The September operational and capital budget reviews has commenced during the month.

Statutory Reporting Finance The monthly Strategic Financial Report for July was presented to Council in August.

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21

6. BUSINESS IMPROVEMENT

6.1 Business Improvements

7. PROJECTS

7.1 Internal Projects

OPEX Projects

Description Program Comments

Enterprise Risk Management (ERM) Review

G&S The new ERM Framework (ERMF) and policy have been endorsed by SLPT this month and will be presented to the Audit Committee in September.

The new ERM Policy will then go to Council for adoption.

The focus will then turn to operational risks and how these are managed across MRC.

Corporate Performance Planning Project

G&S A Corporate Register of Strategies was endorsed this month and made available organisation-wide.

Additionally, the Corporate Register of Council Strategies was also endorsed and made available to members of the public via Council's website.

The framework and supporting tools for the development, implementation, monitoring and review of strategies is being progressed.

Progress reporting on each of the strategies identified in the Corporate Register of Strategies will commence in the first quarter of the 18/19FY.

Safety Systems Streamlining Project

G&S The Hub is now embedded in day to day operations with a project closure report currently being prepared.

Insurance Review Project

G&S Insurance and Asset staff met with Council's insurers JLT to discuss trends and improvement matters for consideration before renewal for the next financial year.

Project Program Comments

Valuation for FY2019

AM Buildings and Land will be valued this year. Work to commence in October.

Maintenance Management System

AM Civil Operations to commence in September.

Asset Capitalisation

AM 2019FY will have monthly capitalisation targets. They are currently being developed and will be communicated in September.


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7.2 Capital Projects

Mirani Depot Wash Bay open for use

\C

Project Phase Project %

Completion Comments

Mirani depot wash bay Finalisation 95%

Depot training completed 30 August. Apart from some minor fine tuning, the facility is open for use.

Plant Replacement Program

Construction 4% The majority of items that attract a long lead time have now been quoted. Heavy and light fleet have commenced deliveries.

Paget Depot Workshop Extension

Awarded 0% Prestart with contractor 30 August. Expected start date is 8 October.

Bluewater Quay Café- new amenities and storage.

Awarded 25% A contractor has been appointed and works are expected to start mid to late September. A pre-start meeting has been held and once their program has been received, it will be shared with the new Tenant to ensure as little disruption to their trading as possible.

Administration Building Refurbishment

Awarded 20% A contractor has been awarded the works. Property Services are organising a pre- start meeting.

Animal Management Centre

Design 15% Continued consultation with Stakeholders and design teams.

Renewable Energy – Small Scale Solar

Procurement 10% Inverter & Solar Panels on order, due end of September with installation of Stage 1 to start October.


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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

Activity Program Comments

Policy Reviews

G&S

Twelve policies were progressed in Aug; four presented to Council for adoption; four processed for SLPT; and four circulated for management consultation.

Corporate Governance Investigations G&S

No internal review complaints were investigated by Corporate Governance during August.

10 administrative actions were received and forwarded to relevant programs for investigation.

Cyclone Debbie Insurance Claim G&S

Contractors appointed for the repairs to the Park's shade sails will be on site in the first week September.


24

5

3

1

2

0 01

0

Insurance Claims Received -August 2018

Motor Vehicle - 5 Public Liability Personal Injury - 3 Public Liability Plant - 1

Public Liability - 2 Theft - 0 Professional Indemnity - 0

Malicious Damage - 1 Other -0

31

58

19

12

4

0

Governance General Inquiries -August 2018

Insurance Advice -31

Policies - 5

General Governance Advice - 8

Delegation Requests/AuthorisedPersons - 19SAI Global Standards Requests - 1

Administrative Action Complaints -2RTI/IP General Inquiries - 4

Local Laws - 0


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8.3 Internal Audit

Internal Audit Reviews Underway Status Comments

Assets Sales & Disposals

Assess adequacy and effectiveness of governance and control processes regarding disposal of assets include delegated and regulatory compliance

Completed Final report drafted

Cyber Security

Following the 2017 review; a review of the work completed towards implementing the recommendations and penetration testing of an additional council application system.

Completed Final report submitted CEO and tabled at Audit Committee 6 September

RMPC (Roads Maintenance Performance Contract) Compliance

In Progress Scoping stage in progress

Other Internal Audit Activity Comments

Audit Committee The next meeting is scheduled for 6 September 2018.


26

9. LAND & BUILDINGS

9.1 Building Maintenance

Description

Replaced 4 broken plastic irrigation valve box lids with 150mm concrete surrounds at Mirani Caravan Park.

Major service of Paget Depot Workshop oil separator including full clean of filter banks.

Install lever ball isolation valve in supply line prior to new water hose reel at Mirani Depot machinery shed.

Installation of 4 double fluoro LED lights to vehicle bay shed wall at Mirani SES shed.

Electric security gates installed and programmed in conjunction with Mirani Wash bay project.

Garden tidy up completed at Pioneer Pool during shutdown period in preparation for new pool operator.

During works

Completion of Works


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Replacement of damaged stairs to Gloria’s residence at Greenmount Homestead. Final painting works to be completed.

Installation of 6 LED high bay lights to the Paget Depot Workshop shed.

New ballast controller for the lights in Hall A and B at the MECC convention centre.

Ceiling rectification works in the foyer of Tenancy 9 at The Dome complex complete including electrical, plastering and painting.

New poly water service line has been run to a Council leased property at 104 Juliet St.

Security lighting upgrade at Sarina Depot.

Plant room servicing and pipe upgrades for Mirani Pool.


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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.

• Buildings or storage space - Nil

• 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.

Encroachment agreements reached and being rectified: -

• 444 Mt Vince-Newbury Road

• 2 Ocean Avenue, Slade Point

• Edmunds Avenue, Bucasia

• 318 Grasstree Beach Road, Grasstree Beach

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

• Lot 5 Bruce Hwy, Kuttabul - contract in place, settlement to take place in September

• 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, 7, 8, 11,12,13 and 14 Tenancies that have proposals by interested parties – 9, 10.

Tenancies vacant – 3, 4, 6c.

Knight Frank have implemented a new maintenance system (FRC) with tenants including the library to assist with the lodging process for maintenance issues.

Temporary agreement put in place for Tenancy 3 - Activate our Space Artist Agreement - Boomerang Bags Inc

Connect Housing officially moved into tenancy 13

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

• 2 x road issues

• 5 x land issues.


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Lease Matters

• Agreement to lease awarded to VMX Whitsunday for land at Benholme, subject to conditions

• Surrender of lease for Rotary - Pioneer Valley

• Lease renewal for Mackay Woodturners

• Lease awarded to Crediton Hall Recreation Club Inc

• Optus lease at Slade Point - Minister's consent received

• Tenders went out for the sale of land at Bucas Drive, Bucasia and the lease of shop 3/4, 18 Victoria St Mirani - no tenders were received for either tender

• Several fencing matters being investigated

• Ongoing discussions with Licensee of Bluewater Quay Restaurant

• Investigations into the land on Bedford Road, Andergrove

• Assisted with the move for Mackay Family History Society into 1st Floor Town Hall

• Working together with Legal Counsel on the agreement for Sarina Pool

• Working with PVTDA and Vintage Kiss for a sublease at Melba House

• Commenced work into Mirani Historical Precinct

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