Highlights and Significant Issues Report - Mackay Council€¦ · KPI Graphs and Commentary First...

Organisational Services

Organisational Services Monthly Review > November 2017

Contents

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

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

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

2.2 Lost Time Injuries & Days Lost .......................................................................................................................... 2

2.3 Key Activities ................................................................................................................................................... 3

3. CUSTOMER SERVICE ....................................................................................................................................... 4

3.1 External Customer Services ............................................................................................................................. 4

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

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

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

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

3.6 Property Services........................................................................................................................................... 11

4. PEOPLE AND CULTURE ................................................................................................................................. 12

4.1 Key Activities ................................................................................................................................................. 12

4.2 Staff Contingent ............................................................................................................................................. 13

5. FINANCIAL PERFORMANCE ........................................................................................................................... 16

5.1 Summary Financial Position ............................................................................................................................ 16

5.2 Financial Ratios .............................................................................................................................................. 16

5.3 Key Activities ................................................................................................................................................. 16

5.4 Program Financial Position ............................................................................................................................. 17

6. BUSINESS IMPROVEMENT ............................................................................................................................. 19

6.1 Business Improvements ................................................................................................................................. 19

7. PROJECTS ..................................................................................................................................................... 20

7.1 Internal Projects ............................................................................................................................................. 20

7.2 Capital Projects .............................................................................................................................................. 20

8. REGULATORY COMPLIANCE.......................................................................................................................... 22

8.1 Financial Compliance ..................................................................................................................................... 22

8.2 Corporate Governance ................................................................................................................................... 22

8.3 Internal Audit ................................................................................................................................................. 24

9. LAND & BUILDINGS ....................................................................................................................................... 25

9.1 Building Maintenance ..................................................................................................................................... 25

9.2 Land & Tenure ................................................................................................................................................ 26


1

1. EXECUTIVE SUMMARY

As summer approaches, patronage at Council’s aquatic facilities has increased. Our Mirani Pool operations were challenged by some equipment failures, and Sarina activities constrained as negotiations with Education Queensland continued, however both of these issues are now resolved, all facilities are ready for the influx of patrons. Various shade sails damaged by Cyclone Debbie are in production with a local supplier and will be installed as soon as possible.

The former City Library building has been repurposed as the Jubilee Community Centre and now serves dual purposes as staff accommodation and meeting rooms, also available for Community use. The facility is a great example of utilising existing infrastructure and revitalising an older facility, and the project was completed by a local building firm.

Council’s 2018 Apprentice and Trainee intake was successfully launched in mid-November. Early applicant numbers indicate a strong interest in these opportunities and that the demographic profile of applicants is different to previous years, as planned and expected.

Due to an earlier December meeting, financial and other statistical data is somewhat skewed as cut off dates were prior to month end. A verbal update of the final November financial result will be provided.

Andrew Knight

Director Organisational Services


2

2. SAFETY

2.1 Incidents and Injuries

Lost Time Injuries & Days Lost

There has been 1 LTI recorded for the 2017-18 financial year.

Three incidents were reported in November:

• A worker injured his knee when stepping up into a truck.

• A MRC vehicle was stopped at an intersection when a non-staff member’s vehicle collided the rear of MRC vehicle.

• A contractor hit his head on a wall-mounted switchboard when rising from a kneeling position.


3

Department

2013-14 2014-15 2015-16 2016-17 2017-18

LTI Days Lost LTI

Days Lost LTI

Days Lost LTI

Days Lost

LTI

Days Lost

Assets

Finance 1 4

SSC 1 4

Procurement & Plant

Property Services

Governance & Safety 1 8

Office of the Mayor & CEO

Organisational Services 1 4 0 0 1 4 0 0 1 8

2.2 Key Activities

• With key stakeholders, facilitated the development of a risk assessment, knowledge review, and pre-start checklist for the Argo amphibious all-terrain vehicle. This will ensure that all operators are competent in the safe use of the vehicle.

• Assisted Parks crews in identifying and implementing permanent work at heights solutions when working on picnic shelters.

• Attended local doctors with injured workers to assist in development of suitable work duties.

• Team members attended the Central Queensland Regional Safety Exchange – a grouping of WHS staff from the regions – to discuss safety matters and learnings.

• Arranged a representative from Ergon to attend and present sessions to staff on safe work around overhead powerlines.

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.

< 50% 50-60% > 60% 53%

Grade of Service

(GOS)

The percentage of customer

calls that are answered

within 60 seconds across the

NAS team.

< 80% 80-85% > 85% 92%

Abandoned Calls

The percentage of customers

that abandon their call before

being served.

> 6% 4.5-6% < 4.5% 1.92%

External

Customer

Satisfaction

A measure of customer

satisfaction as reported by

the end of call survey

< 80% 80-85% > 85% 95%

Customer

Request

Completion

Service requests resolved

within corporate standard

timeframes

< 80% 80-85% > 85% 92%

KPI Graphs and Commentary

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

0%

10%

20%

30%

40%

50%

60%

70%

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

First Contact Resolution

15/16

16/17

17/18

FY17/18 Satisfactory Target

FY17/18 Exceeded Target


5

Grade of Service: A total of 6,775 calls were received in the November reporting period, averaging 399 calls per day, compared with 384 per day in October.

Abandoned Calls: Abandoned calls again decreased from 2.44% in October to 1.92% in November across the

combined queues. For the main MRC queue the abandoned call rate was just 1.6% (88 calls). The call back take-

up rate continues to remain low at 0.78%, with an Average Speed of Answer at 1 minute 28 seconds.

External Customer Satisfaction: Consistent with October performance, 523 surveys were completed in the month

of November representing 8% of the overall call volume.

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

0

2000

4000

6000

8000

10000

12000


Grade of Service

Calls Received 15/16



Grade of Service 15/16



0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%

8.00%


Abandoned Calls

Satisfactory

Exceeded

15/16

16/17

17/18


6

Customer Request Completion: Lodged requests for SSC remain consistent for the past 5 months averaging 26 per day and resolve times continue to exceed targets at 92% resolved within standard timeframes. Lodged requests for MRC remained consistent at 155 per day and with on-time resolution increasing from 76% to 78%.

Lodged Resolved within SLA

MRC Total 2629 78%

SSC 443 92%

MRC Top 5 Pathway requests Lodged November 2017

Volume

% of total

requests

Replace wheelie bin 215 8.1%

Change of mailing address 133 5.0%

Repair wheelie bin 129 4.9%

Water - Leak (Public Area) 123 4.6%

Roads - General 121 4.6%

3.2 Aquatic Facilities

Bluewater Lagoon patronage started to rise on previous months as weather conditions continue to improve and temperatures warm up. End of year bookings for educational institutions and Christmas functions indicate a busy December and festive season ahead. Mirani Pool operations challenged by sporadic power supply issues and potentially related plant failure. Sarina pool general patronage and activities provided was constrained as consultation with Queensland Education continued over head-lease arrangements.

Aquatic facility shade sails are in production with a local supplier currently fabricating like for like replacements.

50%

60%

70%

80%

90%

100%

110%


External Customer Satisfaction - End of call survey

Satisfactory

Exceeded

16/17

17/18

Requests where a SCC officer is responsible for actioning the request made up 17% of all requests in November.


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% 81%

Service Request

Resolution

Percentage of service

requests resolved within

corporate standard

timeframes

80% 80-85% 85% 86%

Internal Customer

Satisfaction Survey

IT email survey - % of

customers whose

experience met or

exceeded expectations

75% 75-84% 85% 96%

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% 99.99%

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

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

KPI Commentary Incident and Service Request Metrics: The volume of incidents raised reduced further in November, however the shorter reporting period of 1-24 November has contributed to this, as the projection of the number of incidents being raised would indicate that we will be at approximately a similar number for previous full periods by 30 November.

It is worth noting that the ICT Operations team have again achieved a good closure rate despite the resource pool contributing to this closure activity being hit by a total of 28 days unplanned leave in the November reporting period.


8

The below graph identifies the Raised Vs Closed and Pending requests, along with WIP and backlog. As can be seen below, the overall volume of backlog is the lowest it has been since this measurement began back in May.

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.

Internal Customer Satisfaction: During the month of November 353 survey responses were received, which represents 53% of the requests and incidents lodged. 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 Email

Finance One GIS

Internet Kiosk_Chris21

Pathway

Aurora Bruce

Mandalay

Manage Engine


9

3.4 Key Activities

Activity Program Comments

WHS Milestone SSC The team have achieved a Workplace Health & Safety milestone having maintained zero Lost Time Injuries over two consecutive years. Site specific celebrations are currently in the planning process and scheduled to occur in the first week of December.

Water Notices SSC 41,715 water notices were issued in November, with a due date of 13 December 2017.

Quarterly SSC staff update and awards

SSC The quarterly business update and awards was held in early November, and whilst the team appreciated the update of SSC's progress in achieving our business plan priorities, the resounding highlight was guest speaker Mick St Clair from Economic Development. This was an opportunity for our team to hear of achievements in this space over the past year, to gain an understanding of the economic impacts of the varying strategies in place and to assist the team in sharing the indicators that Mackay is heading in the right direction post the 2014/2015 downturn.

Continuous Improvement Program

SSC The second round of training workshops to support the continuous improvement program were completed in November. The team is at varying stages of their learning journey and we continue to work at all levels to embed these tools and practices.

Apprentice and Trainee Recruitment

SSC Advertising of 20 Apprentice and Trainee positions commenced from 10 November, running through until 15 December. Following this, Assessment Centres and interviews will be occurring in January, with induction late February.


10

3.5 Procurement Services

Activity 30 November 2016 23 November

2017

Purchase Orders (PO) Raised 692 404

Line Items in POs 2008 1030

POs Received 775 745

Line Items in POs Received 2782 3035

Invoices Processed 3678 3074

Request for Quotes Issued 9 17

Tenders Issued 8 2

Tenders Awarded 2 7

Quotes Awarded - 11

Area Monthly Amount November 2017

Monthly %

FYTD Amount FYTD %

Local Spend (Mackay region) $3,198,891 63% $48,962,294 74%

Regional Spend (WROC area) $17,066 1% $203,119 1%

External Spend $1,840,115 36% $17,391,359 25%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Jul-17 Aug-17 Sep-17 Oct-17 Nov-17

75% 73%80% 77%

63%

25% 27%19% 22%

36%

0% 0% 1% 1% 1%

Area Monthly Spend %

Regional Spend(WROC Area)

External Spend %

Local Spend (MackayRegion)


11

3.6 Property Services

Note – the above figures only represent figures as at 23/11/2017 due to reporting requirements.

Breakdown of Building Maintenance Requests Actioned - November 2017

Volume

% of total

requests

Miscellaneous 54 29.35%

Repairs 46 25.00%

Plumbing 37 20.11%

Electrical 30 16.30%

Air Conditioning 13 7.07%

Safety & Legislation 4 2.17%

0

50

100

150

200

250

300

350

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

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 November (219), the top 3 requests related to Miscellaneous (including consumables, furniture, cleaning, security), Repairs (including doors, locks & hardware, fixtures & fittings, walls/floors/ceiling) and Plumbing.


12

4. PEOPLE AND CULTURE 4.1 Key Activities

Activity Timeframe Comments

Industrial Relations

The 2017 MRC CA has been submitted for lodgement through the LGAQ who will complete the administrative process on behalf of MRC. Approval is expected before mid-December 2017.

The 2% remuneration increase has been actioned and back pay completed.

Organisational Culture

The 2017 Employee Engagement Survey will be a pulse survey focused on the six key questions of engagement. The survey will be completed in late November/early December with results disseminated in January 2018.

The staff Christmas Party is on Thursday 7 December and the Children’s Christmas party on Sunday 10 December 2017.

Health and Wellbeing Strategy

The Healthy Lifestyle Committee will be re-established in February 2018 as part of Healthy Living month.

The DFV Leave Policy is in FINAL DRAFT and will be submitted to JCC and SLPT for review then approval.

Leadership Development

The SUPERvisor Program revision was approved by SLPT and will be implemented in 2018 with a focus on leadership.

A DRAFT Leadership Model will be presented to SLPT in November that ties together all aspects of leadership development across MRC and sets a framework for the workforce planning aspects of leadership capability.

Learning and Development

The 2018 Apprentice and Trainee intake was successfully launched in mid-November. Early applicant numbers indicate a strong interest in these opportunities and that the demographic profile of applicants is different to previous years, as planned and expected. The new intake was a successful collaboration between P&C and SSC ES.

Diversity and Inclusion

P&C are engaged with several community initiatives, as a large local employer, on diversity and inclusion including the George Street Neighbourhood Centre sponsored “Cultural Diversity in the Workplace” forum.

Two limited tenure part-time roles have been approved for people with disabilities as a PILOT program in 2018. The PILOT program engages with the disability services providers and specific work groups within MRC to re-establish the most appropriate processes for enabling people with disabilities to be successfully employed by MRC.

People and Culture

The Workforce Planning framework will be presented to the SLPT on 5 December 2017.

The P&C team continues to support the SSC ES team whilst it recruits for the L5 ES Coordinator role.

P&C is leading the review of the HRIS system requirements in support of the SSC ES team enacting the P&C led process improvements.


13

4.2 Staff Contingent

Status OMC ECI DS CCS OS TOTAL Prev. Mth.

Full Time 7 374 170 110 173 834 835

Part Time 0 5 6 28 37 76 76

Apprentice/Trainees 0 3 9 8 10 30 31

Temp 0 8 9 8 8 33 31

Casual 0 7 12 94 3 116 119

TOTAL EMPLOYED 7 397 206 248 231 1089 1092

Vacant 1 16 7 15 17 56 57

TOTAL 8 413 213 263 248 1145 1149

• Total vacant positions: 56

• Total number of positions filled in November: 11

*Note: 20 x Apprentice and Trainee positions have not been included in the above numbers

0

10

20

30

40

50

60

70

Jun 17 Jul 17 Aug 17 Sep 17 Oct 17 Nov 17

Monthly Recruitment Statistics

Total Vacant Positions Positions Filled Departures


14

• As of 30 November, there were 56* positions across Council that were actively being recruited to either through external or internal recruitment and selection processes. The total current vacant positions are 35 and the remainder of those roles are filled via secondments, higher duties or pending decisions on whether to fill or not.

*Note: 20 x Apprentice and Trainee positions have not been included in the above numbers

• Monthly moving average turnover was 1.12 % as at 30 November 2017.

• Annual turnover 12.96% as at 30 November 2017

6057 56

43 41

35

1215 17

2529

25

0

10

20

30

40

50

60

70

September October November

Position Occupancy November 2017

Total Vacancies Advertised Vacancies Secondment Higher Duties

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

12 Month Moving Average 14.66% 14.95% 14.85% 15.31% 15.23% 15.00% 14.51% 13.80% 13.03% 12.92% 12.80% 12.96%

Monthly Turnover Rate 1.06% 1.82% 0.76% 1.43% 0.86% 1.00% 1.05% 1.23% 0.57% 1.13% 0.93% 1.12%

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

18.00%

% T

urn

ove

r R

ate


15

• A total of 12 employees departed MRC in the month of November.

12

Seperations for November 2017

Resignations (incl left without notice) Contract Finished

Retired Death / Invalidity

Termination of Employment


16

5. FINANCIAL PERFORMANCE

5.1 Summary Financial Position

(in $ ‘000) YTD Budget YTD Actual Variance

Total Revenue 124,238 126,278 2,040

Total Expenses 68,421 67,811 (610)

Operating Surplus (BID) 55,817 58,467 2,650

Depreciation 31,934 31,934 0

Interest 2,863 2,970 107

Net Operating Surplus 21,020 23,563 2,543

Council is predicting an operational surplus at year end of $18K. Council is currently reporting an operating surplus $2.5M above YTD budget noting these figures are as at 24 November, so further expenditure and revenue will be recorded against year to date budget for the month of November. The largest variance is in relation to grant revenue which is largely attributable to the timing of receipt of grant funding particularly in relation to NDRRA. The recognition of this additional revenue and any associated expenditure will be included in the December budget review.

5.2 Financial Ratios

YTD Target

Operating Surplus % 18.7% 0% - 10%

Interest coverage % 0.33% 0% - 5%

Net financial liabilities % -0.6% < 60%

Current ratio 4.0 Between 1 and 4

Asset sustainability % 41.2% > 90%

Capital expenditure ratio 0.83 times > 1.1 times

The ratios are distorted during the financial year due to the timing of payments and the recognition of revenue. These ratios will adjust during the financial year to better reflect targets.

5.3 Key Activities

Activity Program Timeframe Comments

Budgets & LTFF Finance

Further adjustments to the capital budget were approved by Council in November. Planning is underway for the 2018/19 LTFF and budget.

Statutory Reporting Finance

The monthly Strategic Financial Report for October was presented to council in November.

Org

an

isati

on

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s

Month

ly R

evie

w >

No

vem

ber

201

7

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ari

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Bu

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more

than 1

0%

ove

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TD

Bu

dg

et

Actu

als

betw

een 5

% a

nd 1

0%

ove

r Y

TD

Budget

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als

betw

een 5

% o

ve

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0%

un

de

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Bu

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et

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betw

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0%

and 5

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un

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more

than 5

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un

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Bu

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5.4

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%

3.0

1 -

Org

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erv

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anagem

ent

447,6

14

144,0

20

149,1

42

5,1

22

104%

3.0

2 -

People

& C

ulture

1,6

92,6

98

658,8

56

422,4

69

(2

36,3

87)

64%

3.0

3 -

Fin

ancia

l S

erv

ices

2,7

08,1

34

781,3

03

762,9

32

(1

8,3

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98%

3.0

4 -

Pro

cure

ment

& P

lant

(4,4

84,5

65)

(1,8

45,2

71)

(1,9

00,8

13)

(55,5

41)

103%

3.0

6 -

Gove

rnance &

Safe

ty3,3

70,4

11

2,1

60,8

97

2,1

93,6

66

32,7

69

102%

3.0

7 -

Asset

Managem

ent

1,1

08,6

71

378,7

52

330,4

38

(4

8,3

14)

87%

3.1

1 -

Pro

pert

y S

erv

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8,0

51,7

53

3,0

78,2

59

2,6

09,0

45

(4

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85%

3.1

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(434,2

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748,0

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1,4

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3.1

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Queensla

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ound 2

Fundin

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- (3

50,0

00)

(350,0

00)

- 100%

7.0

1 -

Share

d S

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entr

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anagem

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2,5

91,6

56

1,5

37,5

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1,3

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(2

28,9

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85%

7.0

2 -

Share

d S

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entr

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mplo

yees

9,2

61,7

81

3,7

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3,1

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(5

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7.0

3 -

Share

d S

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rmation S

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3,8

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TO

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60,7

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12,6

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(8

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94%

Reve

nue (

fundin

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was h

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than e

xpecte

d.

Tw

o

causes:

reschedulin

g o

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hen fundin

g is d

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changed

schedule

fro

m A

G a

nd Q

G d

epart

ments

; and c

hanged

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ent

to s

om

e A

G fundin

g (

unpla

nned).

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ckin

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lose t

o b

udget

expecta

tions

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ckin

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ell

and c

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o b

udget.

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ble

issues

to d

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rack

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(m

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will

be a

ctu

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econd h

alf

of th

e

year.

These c

osts

are

hig

her

than a

norm

al year

and

refle

ct

the a

mount

of w

ork

that

is p

lanned.

Futu

re

fore

casts

will

be a

dju

ste

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s w

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eceiv

e q

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s a

nd

aw

ard

the w

ork

.

On t

rack -

due t

o e

arly m

onth

end c

lose c

ontr

act

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ents

have

not

been p

rocessed.

Refe

r to

CE

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eport

for

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. O

rg S

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eport

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are

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als

o h

igher

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.

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ts

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etu

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positio

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rack.

Org

an

isati

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s

Month

ly R

evie

w >

No

vem

ber

201

7

18


19

6. BUSINESS IMPROVEMENT

6.1 Business Improvements

Description Program Timeframe Comments

Enterprise Risk Management (ERM) Review

G&S

Process development and compilation of the supporting policy, framework and documentation continued to be a focus. A draft framework will be presented to the Audit Committee in December 2017.

This month the annual review of strategic risks has been completed in consultation with Risk Sponsors, Risk Owners and Risk Managers.

Safety Systems Streamlining Project

G&S

Compilation of the current state report and design of the approach to the future state remains in progress. It is anticipated that the current state report and design activities for a proposed future state will be compiled next month.

Strategic plans driving Council business – data capture exercise

G&S

Definitions and refinement of the list of strategic plans is underway as required by SLPT. Findings will be reported to SLPT and captured within the broader corporate performance planning processes.

Corporate Performance Planning

G&S

This month the working group have:

• Reported to SLPT on progress of this initiative with a sample Business Plan and supporting Action Plan. As a result, an example Business Plan is to be completed per Department for SLPT to further consider in December, prior to organisation-wide rollout.

• Provided an update on this initiative at the Management Forum.

Legislative Compliance Review

G&S

Benchmarking being undertaken with other Councils. Technical requirements have been received and referred to Information Services.

Apprentice and Trainee Recruitment

SSC

A new webpage dedicated to apprentice and trainees has been added to the Council website, which includes information on: Apprentice and Trainee pathways, recruitment process, tips for jobseekers, and FAQs. The website will soon include videos with Apprentices and Trainees, which provide a brief overview of the apprentice/trainee experience.


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7. PROJECTS

7.1 Internal Projects

OPEX Projects

7.2 Capital Projects

Project Program Budget Timeframe Comments

Valuation for FY2018

AM

The valuation methodologies went to the Audit Committee and their input included in the final draft that was sent to suppliers for request to quote.

Asset Management Working Group

AM

The Asset Management Working Group has now met 3 times and has identified Data as a key focus area. Strategic Risk has also been reviewed by this group.

Asset Data Workgroups

AM

Every asset class has been involved in a half day workshop to address each asset classes’ needs for data improvement. Scoping documents and timelines are being developed.

Capitalisation Process Review

AM

Improved reporting and capitalisation processes will be implemented in January 2018.

Cleaning Tenders review

PS

All Cleaning Tenders have been awarded. Changeover to new supplier will take place at the end of January.

Project Phase Project %

Completion Comments

City Library re-development.

Construction 100% QFES conducted final inspection on the 22 November. Waiting on final paperwork from Building Certifier. Community Development moved in on the 18

November, Corp Comms on the 25 November and Emergency Management, Library Management, Director and Manager Community Lifestyle will be moving in on the 2 December.

SES Facility at Ness Street

Construction 80% Fit out of the internal building is well underway with painting and floor coverings done. Completion date of 30 November 2017 still on track.

Sarina depot wash bay Evaluation -

Project on hold due to funding

Mirani depot wash bay Evaluation 10%

Technical specifications are being revised following submission variations.

Plant Replacement Program

Ongoing 57% This percentage includes committed figures.


21

Project Phase Project %

Completion Comments

Paget Depot Workshop Extension

Evaluation 10% Successful contractor identified – appointment to be confirmed contractually.

Administration Building Refurbishment

Consultation 5% Project commencement on hold until Jubilee Community Centre completion.

Goldsmith Street, No. 5 & 7 Council Houses

Construction 60% Steel sub frame has been installed and all other preparation works are well on the way. Mackay House Removals is still waiting on the engineers report necessary for the moving of the houses. Estimated removal date to be late November, weather permitting.

Windows 10 Standard Operating Environment

Movement to industry standard provision and improvements in security and corporate application integration.

In Progress / Construction

24% Pre-pilot testing currently underway and expanded to include selected users from pilot. 27 users in test group.

Endpoint Protection Management

Convergence of endpoint device security and enhancements in our endpoint configuration management.

In Design/Planning

15% RFQ will close 27 November 2017. Preferred vendor evaluation to be completed by 1 December 2017.

Intranet and Customer Portal

Hybrid delivery utilising SharePoint online to achieve intranet and extranet (portal) capabilities to our organisation and patrons.

In Design/Planning

25% RFQ complete, preferred partner identified. Report to be presented to Corporate Services Committee 6 December 2017.


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8. REGULATORY COMPLIANCE

8.1 Financial Compliance

Description Program Timefra

me

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

Right to Information

G&S • One RTI Application was received during November in relation to a

building file.

Policy reviews

G&S • Three Administrative Policies were presented to SLPT in November

for approval.

• Two Policies were circulated to the Management Team for consultation in November.

Corporate Governance Investigations G&S

• One internal review was received for investigation during November. The complaint was in relation to intellectual property.

Cyclone Debbie Insurance Claim G&S

• Most insurance claims have been finalised and payments received from the insurer. Some payments are awaiting the provision of invoices, whist the claim for damages to shade sails is still in negotiation as the settlement offer has not been agreed to by MRC. The procurement of replacement shade sails to key sites has commenced to ensure appropriate sun protection coming into Summer.


23

2

0

2

1

0 0 0 0

Insurance Claims Received - Up to 20 November 2017

Motor Vehicle Public Liability Personal Injury Public Liability Plant

Public Liability Theft Professional Indemnity

Malicious Damage Other

4

4

12

3

0

4

Governance General Inquiries - Up to 20 November 2017

Insurance Advice PoliciesGeneral Governance Advice Delegation Requests/Authorised PersonsSAI Global Standards Requests Administrative Action ComplaintsLocal Laws


24

8.3 Internal Audit

Internal Audit Reviews Underway Status Time Comments

Corporate Card

Assess and report on corporate card expenditure and related processes and management

Completed Report submitted to CEO and Audit Committee

Payroll

To evaluate the internal and business environment to ensure that internal controls are in place and operating effectively

Completed Report submitted to CEO and Audit Committee

Audit Actions Register Recommendation Follow Up

In Progress Time has been allocated in the 2017/18 Plan to identify past audits where issues allocated of Medium of higher risk have been raised in the last few years to validate that action taken to address recommendations is still effective.

Consultancies In Progress Underway.

Other Internal Audit Activity Comments

Audit Committee The Audit Committee is scheduled to next meet 7 December 2017


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9. LAND & BUILDINGS

9.1 Building Maintenance

Description Budget Timeframe

Andergrove Community Hall and Bakers Creek Community Hall have both received LED lighting upgrades to the external of the buildings.

A duress alarm system has been installed at the Mackay Animal Pound to assist with the safety of the Health & Regulatory staff following a review of processes.

New dressing room lights have been installed in dressing room 7 at the MECC.

Rectification works in preparation for painting has been completed at various Community Halls in relation to Works for Queensland Projects.

The first stage of LED lighting has been installed at the Pioneer Swim Centre.

Artspace gallery floor has been refurbished and repolished.

Property Services maintenance team members have completed a refresher course in Working at Heights.

Various buildings have received roof and gutter cleans in preparation for the upcoming cyclone season.

Generator servicing has been completed in preparation for the upcoming cyclone season.


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9.2 Land & Tenure

Description Program

Available tenure for community organisations: -

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

• Buildings or storage space - Nil

• Vacant Land: -

o Bovey Street, North Mackay

o Bucas Drive, Bucasia

o Heaths Road, Glenella (low lying)

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

PS

Encroachment agreements reached and being rectified: -

• Kataryn Street, Grasstree Beach

• Grasstree Beach Road, Grasstree Beach

• Lot 9 Cape Hillsborough Road, Cape Hillsborough

• Lot 1 Vellas Road, Marian

PS

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

• Lot 9 Cape Hillsborough Rd, Cape Hillsborough. Sold - with contract being prepared.

• Lot 3 Chelmans Road, Dalrymple Heights - Sold - contract signed.

• 29, 51 and 51 Bucas Drive, Bucasia - being marketed.

• Mapalo Road, The Leap - in negotiation.

• Lot 5 Bruce Hwy, Kuttabul - being marketed.

• Lot 1 Vellas Road, Mirani - in negotiation

• Lot 3 Vellas Road, Mirani - in negotiation

PS

Revision being undertaken on all telecommunication lease documentation, including freestanding and on water reservoirs.

PS

Identification of all State Reserve with Council as trustee's project:

• Total Reserves investigated: 749

• Reserves identified not required and could be revoked (2nd list): 49 (referred to Council Programs for comment)

• Reserves for further investigation: 219

• Reserves to be retained: Total – 449

Total Freehold Land being investigated: 661 (485 reviewed)

Total encroachments identified: Freehold (86) Reserves (218)

PS


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

Current Status: Tenancies occupied – 2, 5, 7, 8, 11 (Project Team) and 12. Tenancies that have proposals by interested parties – 6, 13 and 11. Tenancies vacant – 3, 4 (currently being used by Fergus Builders for Works for Qld Project), 6, 9, 10 and 13.

PS

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

• 1 x Temporary road closure applications.

PS

1 x new leasing enquiry by community groups for land/premises PS

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