Monthly Review > July 2019 - Mackay Council...Organisational Services Monthly Review > July 2019 1...

Organisational Services Monthly Review

> July 2019

Organisational Services Monthly Review > July 2019

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

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

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

2.2 Lost Time Injuries & Days Lost .......................................................................................................................... 3

2.3 Key Activities ................................................................................................................................................... 4

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

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

3.2 Aquatic Facilities .............................................................................................................................................. 8

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 ............................................................................................................................................. 19

5. FINANCIAL PERFORMANCE ........................................................................................................................... 21

5.1 Key Activities ................................................................................................................................................. 21

5.2 Program Financial Position ............................................................................................................................. 22

6. BUSINESS IMPROVEMENT ............................................................................................................................. 25

6.1 Business Improvements .................................................................................................................................... 25

7. REGULATORY COMPLIANCE.......................................................................................................................... 25

7.1 Financial Compliance ..................................................................................................................................... 25

7.2 Corporate Governance ................................................................................................................................... 26

7.3 Internal Audit ................................................................................................................................................. 27

8. LAND & BUILDINGS ....................................................................................................................................... 28

9.1 Building Maintenance ..................................................................................................................................... 28

9.2 Land & Tenure ................................................................................................................................................ 29


1

1. EXECUTIVE SUMMARY

This report is for the Organisational Services Department for the month of July 2019. • Safety continues to be a focus with no LTI’s reported in July 2019.

• The SMS initiative to remind rate payers that payment is due continues to produce excellent results. This

month 90 text messages were sent to remind pensioners that payment was due. This resulted in 36% (19) less assessments being sent to collection house. An additional 17 notices were paid in full and 26 payment plans were arranged.

• I was pleased to represent Mackay Regional Council (MRC) at the Central Queensland Regional Training

Awards in Rockhampton on 20 July. MRC was nominated in the Large Employer of the Year category. Also, Jeanette Timor (who completed a Conservation and Land Management traineeship with MRC) was nominated for 2 categories – ATSI Student of the Year and Trainee of the Year. Jeanette won the ATSI Student of the Year Award and now progresses to the State Training Awards which will be held in Brisbane.

• Cohort 2 of the Mackay Mentoring Network was launched on 16 July with a group of 40 participants from MRC and the Resource Industry Network (RIN). They will be supported through an 18-week structured program to develop their leadership capabilities and build networks across the region with other managers and leaders.

• Corporate Governance Officers finalised the 2019/20 insurance renewal process and the 2019/20 Fraud and

Corruption Prevention Plan. • Property Services Officers installed new identifying signage to the sheds at Paget Depot replacing the original

faded signs.

Kylie Lamb Director Organisational Services


2

2. SAFETY 2.1 Incidents and Injuries

The following injuries to MRC employees were reported:

• Injured finger after tripping and landing on hands.

The following near miss incident was reported:

• MRC vehicle driver took evasive action on a roundabout to avoid a bicycle rider.

The following incident involving a contractor was reported:

• Handling chemicals without adequate safety documentation.

The following incident involving a member of the public was reported:

• Entering shop parking area via driveway, vehicle drove off driveway resulting in car falling into drain.

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


3

2.2 Lost Time Injuries & Days Lost

Department

2015-16 2016-17 2017-18 2018-19 2019-20

LTI Days Lost LTI

Days Lost LTI

Days Lost LTI

Days Lost LTI

Days Lost

Finance

Information Services

Shared Services 1 4

People & Culture

Procurement & Plant 1 17

Property Services

Governance & Safety 1 8

Office of the Mayor & CEO

Organisational Services Total 1 4 2 25


4

2.3 Key Activities

Safety activities conducted during July included:

• Good progress has been made through a cross-program working group to implement the project to reform the safety aspects of contractor management.

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

• Attendance at local safety networking meetings hosted by WHS Queensland (WHSQ) and the Resource Industry Network.

• Procedures for staff required to wear respiratory protective equipment (RPE) were amended, to reflect the recent focus on this risk area by WHSQ. MRC is liaising with WHSQ and monitoring work to ensure continued compliance.

• Provided a high level of support to injured workers – including accompanying on doctor visits. • Other activities include internal audit, procedure reviews, safety observations and interactions, and

attendance at pre-start meetings and toolbox talks. • The three-year Safety Strategy and Action Plan was rewritten as part of its annual review. The draft will be

distributed to Management Team and Health and Safety Representatives for consultation.

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% 54%

Grade of Service (GOS)

The percentage of customer calls that are answered

within 60 seconds across the SSC team.

< 80% 80-85% > 85% 84%

Abandoned Calls The percentage of customers that abandon their call before

being served. > 6% 4.5-6% < 4.5% 4.70%

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% 86%


5

KPI Graphs and Commentary

Calls Received: A total of 8736 calls were received in the July reporting period (23 business days), averaging 379 calls per day, a significant decrease from June’s average of 416 per day (19 business days).

First Contact Resolution (FCR): FCR results showed that 54% of customer queries resolved at first contact in July. A review is being undertaking on measuring FCR in line with industry best practice.

0

2000

4000

6000

8000

10000

12000

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

Call Received

FY 19-20 3 year av

40%

45%

50%

55%

60%

65%

70%


First Contact Resolution

FY 19-20 3 year av Satisfactory Exceeded


6

Grade of Service: Grade of Service (GOS) increased from 77% in June to 84% in July.

Abandoned Calls: Abandoned calls decreased from 5.2% in June to 4.7% (363 calls) in July across the combined queues. For the main MRC queue, the abandoned call rate was 3% (212 calls). The call back take-up rate increased to 1.7% (100 calls). The average call answer time is 1 minute and 36 seconds.

60%

65%

70%

75%

80%

85%

90%


Grade of Service

3 year av Satisfactory Exceeded FY 19-20

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

7.00%


Abandoned Calls

FY 19-20 3 year av Satisfactory Exceeded


7

External Customer Satisfaction: Satisfaction levels remain high. Survey volumes for July represent 4.2% of the overall contact centre calls received as compared to 2.5% in June. Customer Request Completion:

Note:

• Lodged requests for SSC remain consistent averaging 37 per day and resolve times continue to exceed targets at 86% resolved within standard timeframes. Lodged requests for MRC have increased from 150 per day in June to 178 per day in July with on-time resolution remaining consistent at 68% for both reporting periods.

70%

75%

80%

85%

90%

95%

100%


Customer Satisfaction Survey

FY19-29 3 year av Satisfactory Exceeded

Lodged Resolved within SLA

SSC 786 87%

MRC Total 3742 68%

MRC Top 5 Pathway requests Lodged July 2019 Volume % of total

requests

Phone Message 652 16%

Replace Wheelie Bin 290 7%

Change of Mailing Address 232 6%

Water – Leak (Public Area) 173 4%

Repair Wheelie Bin 164 4%


8

3.2 Aquatic Facilities Attendance Figures:

Note:

• Memorial Pool was closed 1st June to 14th June inclusive • Bluewater Lagoon is now closed as at 14th July for annual maintenance

Annual Attendances (Calendar Year) by Facility:

Sum of BWLSum of

MemorialSwim Centre

Sum ofPioneer

Swim Centre

Sum ofSarina Pool

Sum ofMirani Pool

Sum ofMARC

2017 Total 115388 30087 34439 19165 17553 02018 Total 182689 34221 32500 26400 16224 02019 YTD total (calendar year) 117080 14755 21551 10346 9458 12281

0

20000

40000

60000

80000

100000

120000

140000

160000

180000

200000

Atte

ndan

ces

Annual Aquatics Facilities Attendances (Calendar Year 2017-2019)

Facility June 2019 July 2019

Bluewater Lagoon 5510 4919

Mackay Aquatic Recreation Complex 2357 2108

Memorial Pool 584 1330

Pioneer Pool 730 494

Mirani Pool 0 0

Sarina Pool 0 0


9

Attendances January to July - Monthly and Yearly Attendance Comparison

Note:

• Attendances from February 2019 onwards are taken from the people counter (entry figues only) • Annual maintenance closure commenced close of business 14 July 2019.

Note:

• Memorial Pool was closed from 1 May to 14 June 2019. • Heating was operational from Saturday 15 June 2019.

Sum of Jan Sum of Feb Sum ofMarch

Sum ofApril Sum of May Sum of June Sum of July

2018 36756 16230 17526 12875 3332 720 39062019 32878 26008 27605 24035 6554 5510 4919

05000

10000150002000025000300003500040000

Atte

ndan

ces

Bluewater Lagoon Attendances Calendar Year 2018 and 2019

Sum ofJanuary

Sum ofFebruary

Sum ofMarch Sum of April Sum of May Sum of June Sum of July

2018 3104 4188 3182 834 1683 1790 23432019 3084 5220 5428 898 84 584 1330

0

1000

2000

3000

4000

5000

6000

Atte

ndan

ces

Memorial Swim Centre Attendances Calendar Year 2018 and 2019


10

Note:

• Pioneer Pool was closed for winter in June and July 2018. • Pioneer Pool was closed from 15 - 30 June 2019.

Note:

• Sarina Pool closed on Thursday 18 April 2019.

Sum ofJanuary

Sum ofFebruary


2018 3629 7035 3889 1971 309 0 02019 3850 6487 7481 1169 1834 730 494

0

1000

2000

3000

4000

5000

6000

7000

8000

Atte

ndan

ces

Pioneer Swim Centre Attendances Calendar Year 2018 and 2019

Sum ofJanuary

Sum ofFebruary Sum of March Sum of April Sum of May Sum of June Sum of July

2018 3383 4702 2332 117 0 0 02019 3330 3072 3412 532 0 0 0

0500

100015002000250030003500400045005000

Atte

ndan

ces

Sarina Pool Attendances Calendar Year 2018 and 2019


11

Note:

• Mirani Pool closed Thursday 18 April 2019.

Mackay Aquatic and Recreational Complex (MARC) Attendance figures

June 2019 July 2019 MARC Aquatic Attendances 2357 2108 MARC Athletic Attendances 2574 2119 MARC Total Attendances (Aquatics and Athletics) 4931 4227

Sum ofJanuary

Sum ofFebruary


2018 1407 2758 1100 200 0 0 02019 1551 3994 3785 128 0 0

0

500

1000

1500

2000

2500

3000

3500

4000

4500

Atte

ndan

ces

Mirani Pool Attendances Calendar Year 2018 and 2019


MARC Aquatics 2019 TOTAL 6303 2853 3125 2357 2108

0

1000

2000

3000

4000

5000

6000

7000

Atte

ndan

ces

MARC Aquatics Attendances March 2018 to July 2019


12

Number of Wet Days per Month

January February March

April

May

June

July 2018 6 11 11 10 5 6 0 2019 6 12 8 14 0 1 5

3.3 IT Support

Internal Service Metrics

KPI KPI Description

Target


Green (Met KPI)

Blue (Exceed KPI)

Incident Resolution Percentage of incidents

resolved within corporate standard timeframes

80% 80-85% 85% 78%

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% 98%

Notes:

• The results for July 2019 are again extremely satisfying when taking into consideration that key resources in the previously vacant roles are still on a learning curve. More telling to this achievement is the increased closure rate of 42% over the previous month, despite demand on ICT Operational and Infrastructure teams increasing by 33% (attributable to Services as Incident ratio was maintained) over the previous month.

• Obtaining skilled resource within the Mackay region is a continuing challenge and one that we need to

explore further on recruitment techniques to attract skilled resource to permanently locate themselves in Mackay. In addition, strategies are to be explored to work in partnership with educational facilities and other key organisations recruiting IT skill sets in the region to build and foster a local resource pool.

Information Services Satisfaction Survey – July 2019

July 2019 Survey Rating

%

1 How would you rate the level of customer service received? (Timely updates, follow through, helpfulness, communication skills) 91%

2 Was your request completed within a reasonable timeframe? (If not please state expectation in comments section please.) 89%

3 Was your support request completed to your satisfaction? 90%


13

July 2019 Survey Results

Below Expectations

Met Expectations

Exceeded Expectations

Not Assigned* Totals

# of Responses 8 132 367 0 507 * Not assigned excluded

Overall Rating 2% 26% 72% N/A 98%

Applications Availability

KPI KPI Description

Target


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% 100%

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

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

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

KPI Commentary Incident and Service Request Metrics: The volume of incident and service requests has increased this month, from 826 in June to 1098 in July. Whilst an overall increase in requests is evident (this being attributed to Services) a comparison with the June 2019 incident requests shows that a maintained level is being sustained. Information Services continues to deliver significant infrastructure and application improvements (both functional and technical (inc. security)) whilst maintaining quality. The ICT Operations team continue to maintain work in progress (WIP) and backlog despite resourcing challenges. The below graph identifies the Raised Vs Closed and Pending requests, along with WIP and backlog.


14

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.

3.4 Key Activities

Activity Program Comments

Process Optimisation

Shared Services

Stage one of a project to ensure that all processes within Shared Services are mapped and processes with potential to be optimised are identified and prioritised. The initiative will form the framework for strategic and focussed process improvement in the new calendar year.

Electronic workflows for invoice processing

Shared Services

Invoices will now be forwarded via MRC’s accounting system rather than via email attachment. This initiative simplifies the process, creates a single point of truth, minimises cyber security risk, improves management of outstanding approvals, automates a heavily manual process and greatly improves reporting capabilities.

Health Renewals Shared Services

Excellent results achieved by the team, 98% of type 1 renewals issued within timeframes and 99% of type 2 renewals.

SMS reminder for rates payments

Shared Services

The SMS initiative to remind rate payers that payment is due continues to reap excellent results. This month 90 text messages were sent to remind pensioners that payment was due. This resulted in 36% (19) less assessments being sent to collection house. An additional 17 notices were paid in full and 26 payment plans were arranged.


15

3.5 Procurement Services

Activity July 2018 July 2019

Purchase Orders (PO) Raised 1132 1027

Line Items in POs 3325 3037

POs Received 1019 1162

Line Items in POs Received 3759 4368

Invoices Processed 3256 3670

Request for Quotes Issued 10 6

Request for Tenders Issued 8 3

Tenders Awarded 4 8

Quotes Awarded 10 7

Area Monthly Amount

July 2019 Monthly % July 2019

FYTD Amount FYTD %

Local Spend (Mackay region) $5,407,051 72% $5,407,051 72%

Regional Spend (WROC area) $13,445 1% $13,445 1%

External Spend $2,005,528 27% $2,005,528 27%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

72%

27%

1%

Area Monthly Spend %

Regional Spend(WROC Area)

External Spend %

Local Spend (MackayRegion)


16

3.6 Property Services

Breakdown of Building Maintenance Requests Actioned – July 2019

Volume % of total requests

Miscellaneous 67 30.88%

Repairs 49 22.58%

Plumbing 44 20.28%

Electrical 29 13.36%

Air Conditioning 20 9.22%

Safety & Legislation 7 3.23%

Scheduled Maintenance 1 0.46%

Scheduled Maintenance tasks for 19/20 Financial Year - JULY • Citi Beach Volleyball, Illawong – Painting of ceiling to leased property.

0

50

100

150

200

250

300

350

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

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 July (217), the top 3 requests related to: 1. Miscellaneous (majority including security, signage, cleaning and consumables) 2. Repairs (majority including doors, locks, hardware, fixtures and fittings) 3. Plumbing


17

4. PEOPLE AND CULTURE 4.1 Key Activities

Activity Comments

Organisational Culture

• Cohort 2 of the Mackay Mentoring Network launched on 16 July with an enthusiastic group of 40 participants from MRC and the RIN network. They will be supported through an 18-week structured program to develop their leadership capabilities and build networks across the region with other likeminded managers and leaders.

Health and Wellbeing

• With the focus on Financial Health for July, free budgeting workshops for staff were rolled out in various locations. These workshops provided tips and tricks about creating a budget to suit income. In addition, general information seminars targeted at those employees nearing retirement were held and LGIA super delivered workshops about retirement choices.

• July also marked the launch of the new API Employee Benefits Program for staff, with a week of workshops on how to make the most of the savings available to staff.

Diversity and Inclusion

• The Inclusive Leadership workshop series which commenced on 11 April 2019, continued in July with workshop number three. The subject for discussion in July was” Busting the Myths around Inclusive Language” with Kim Kleidon as guest speaker. Kim is an experienced communicator and storyteller, with 25 years of media experience from advertising to Mornings at ABC radio. She has even done a TEDx talk!

Workforce Relations

• The Recruitment, Selection and Appointment Policy and the Visa Policy were delivered to the JCC this month.

• The policies will be undergoing further review and consultation prior to becoming effective.

Learning and Development

• Mackay Regional Council were finalists again in the Queensland Training Awards presentation in Rockhampton on 20 July. MRC were finalists in the Large Employer of the Year category, with Central Highlands Regional Council selected as regional winner. Jeanette Timor, our Conservation and Land management trainee, won the Aboriginal and Torres Strait Islander Student of the Year category and will go on to compete in the State Training Award finals in Brisbane.


18

Learning and Development (continued)

• 4 trainees and 1 apprentice were onboarded in July and are pictured with the Mayor below.

Leadership Development

• The pilot of the first Elev8 Fundamental Leader series of workshops has completed and is now being reviewed based on feedback from participants and facilitators before the second rollout commences later in August. The delivery of second module of Elev8, the Operational Leader, has been delayed due to circumstances beyond the control of MRC. The Elev8 Empowering Leadership sessions are continuing.

Workforce Capability

• Workforce planning meetings with the CEO and Directors are taking place in July and August. The purpose of these meetings is to review workforce needs at the Directorate and Organisation level; review and endorse identified Critical Positions, and discuss trends identified when implementing the process.

• The Position Description Framework was endorsed at SLPT recently, planning is underway to implement this process across the organisation.

Volunteers • Implementation of the Volunteer Management Strategy has commenced. A gap analysis of our current systems against the Volunteering Australia National Standards for Volunteering will be undertaken with each volunteer program. Results will be used to guide and prioritise actions.

Water Industry Worker Pilot Program

• MRC is hosting a Water Industry Worker Pilot Program in collaboration with 5 Regional Councils to upskill workers from various programs in line with national standards for the water industry. MRC identified 6 existing workers to put through the pilot program and there are 30 existing workers in total going through the pilot across all the Councils (Mackay, Whitsunday, Townsville, Burdekin and Cairns).

• Inductions and signups are taking place at each Council location in August to ensure we are on track for our first workshop in September, these workshops will be hosted by Townsville.

PROJECT: Mackay Regional Skills Investment Strategy

Contract KPIs: • RSIS project on track and meeting contractual obligations.

RSIS General Comments: • Still no formal business cases raised or approved by State Government from any RSIS

region to date. • There are now 16 RSIS regions currently operational.


19

4.2 Staff Contingent

Status OMC ECI DS CCS OS CW TOTAL Prev. Mth.

Full Time 8 290 168 104 174 85 829 825

Part Time 0 9 5 39 36 0 89 84

Apprentice/Trainees 1 2 10 6 11 1 31 26

Temp 0 10 7 12 9 4 42 42

Casual 1 3 12 79 1 3 99 103

TOTAL EMPLOYED 10 314 202 240 231 93 1090 1080

Active Vacant 0 18 16 18 22 14 88 81

TOTAL 10 332 218 258 253 107 1178 1161 *Stats current as of 31 July 2019

• Total vacant positions: 112 • Total number of positions filled in July: 41

119

85

106112

29

17 20

41

1119 17 13

0

20

40

60

80

100

120

140

Apr 19 May 19 Jun 19 Jul-19

Monthly Recruitment Statistics

Total Vacant Positions Positions Filled Departures


20

• As of 31 July, there were 88 positions across Council that were actively being recruited to either through

external or internal recruitment and selection processes. The total current vacant positions are 112. 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 17.98% as at 31 July 2019. • Monthly turnover 1.16% as at 31 July 2019.

67

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2016 13 14

0

20

40

60

80

100

120

140

Monthly Position Occupancy

Total Vacancies Advertised Vacancies Secondment Higher Duties

14.50%

15.00%

15.50%

16.00%

16.50%

17.00%

17.50%

18.00%

18.50%

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

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

Turnover Monthly(Headcount) 1.60% 1.61% 1.60% 1.23% 2.63% 1.15% 0.84% 0.99% 1.72% 1.55% 1.16%

Turnover - Rolling Average(Headcount) 15.89%16.57%17.05%16.76%17.15%17.18%16.89%16.56%17.72%17.76%17.98%

Turnover


21

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

5. FINANCIAL PERFORMANCE 5.1 Key Activities

7

3

1

2

Separations for July 2019

Resignations (incl left without notice) Contract Finished

Retired Death / Invalidity

Termination of Employment

Activity Program Timeframe Comments

Budgets & LTFF Finance

The Capital Carryovers were being finalised in July, with a view for approval in August by SLPT.

Statutory Reporting Finance The monthly Strategic Financial Report for June was adopted by Council in July.

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ual


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6. BUSINESS IMPROVEMENT 6.1 Business Improvements

\C

7. REGULATORY COMPLIANCE 7.1 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

Description Program Comments

Safety Systems Streamlining Project

G&S This month there has been a significant focus on the IS Share Point initiative, preparing to trial The Hub as an online experience for users. This will continue into August with final testing being undertaken early in the month.

Contractors’ safety performance monitoring and reporting

G&S The working group have gathered once in July. This meeting was to consider the Draft WHS procedure for contractors and consultants.

Focus sessions have also been conducted with key stakeholders that have a particular interest in specific sections of the documentation.

Impacts as a result of implementation of the proposed new contractor safety management documentation are being assessed and will inform implementation activities.


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7.2 Corporate Governance

Policies New Policy’s Processed in July 2019 Existing Policies Reviewed and Processed in July 2019

Council Policies 035 - Non-Current Asset Accounting Policy was adopted by Council.

Administrative Policies

No Administrative policies were processed during July.

3

2

1

0 0 0 0 0 0

Insurance Claims Received -July 2019

Motor Vehicle - 3 Public Liability Personal Injury - 2 Public Liability Plant - 1

Public Liability - 0 Theft - 0 Professional Indemnity - 0

Malicious Damage - 0 Other - 0 Water Damage - 0

Activity Program Comments

Corporate Governance Investigations

G&S Corporate Governance processed: • 10 Administrative Action Complaints for the month of July; • Undertaken 2 PIN reviews.

Insurance Renewals for 2019/20

G&S The insurance renewal process was completed during the month with the finalisation of processing of invoices.

Fraud & Corruption Prevention Plan 2019/20

G&S The 2019/20 Fraud and Corruption Prevention Plan was completed.


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7.3 Internal Audit

Cyber Security – Follow Up Review Completed

Post audit discussions and document requests finalised. Report to be submitted to the CEO and Audit Committee 22 August 2019

Electronic Signatures Completed Post audit discussions and document requests finalised. Report to be submitted to the CEO and Audit Committee 22 August 2019

Privacy Completed Post audit discussions and document requests finalised. Report to be submitted to the CEO and Audit Committee 22 August 2019

MECC Operations Completed Post audit discussions and document requests finalised. Report to be submitted to the CEO and Audit Committee 22 August 2019

Building and Facilities Security In Progress Scoping Stage commenced

30

18

30

52 2 2

0

Governance General Inquiries -June 2019

Insurance Advice - 30

Policies - 18

General Governance Advice - 30

Delegation Requests/AuthorisedPersons - 5SAI Global Standards Requests - 2

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

Local Laws -0

4

1

1

4

0 2 4 6

No. of RTI App Rec'd for Month

No. of RTI App Finalised for Month

No of RTI App Outstanding from June

Total Received - YTD

Right to Information Applications -July 2019

Internal Audit Reviews Underway Status Comments


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Audit Committee Papers prepared for agenda for Audit Committee meeting 22 August 2019.

8. LAND & BUILDINGS 9.1 Building Maintenance

Other Internal Audit Activity Comments

Description

• Repairs to a broken large irrigation pipe riser in the ground at Brewers Park.

• New sensor light installed to front area of Calen Depot SES equipment shed.

• New carpet tiles installed to office in Legal Services area due to damage.

• Signage installed to external toilet doors at Slade Point Community Hall.

• New zip sensor flush system installed at BB Print Stadium to replace expensive outdated faulty system.

• Replacement compliant GHS signage installed to Civil, Parks and Workshop sheds at Paget Depot.

• New pressure vessel installed to parks operations rainwater pump.

• New identifying signage installed to sheds at Paget Depot to replace original faded signs.

• Maintenance staff lit up the Mackay Administration Building in red, yellow, blue and green lights in support of NAIDOC week between 07/07/19 and 14/07/19.


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9.2 Land & Tenure

• Sarina Administration Customer Service Desk has been replaced to a stand-up/sit down desk.

• Mirani Council house painting works have been completed. This consisted of painting the new balustrade.

• All tapware renewed throughout Tommy Webster Community Hall, including new isolations to basins, new isolation valves and new flexible hoses to all toilet cisterns.

Description

Leases:

• Lease renewals:

o Selectability at 1 Wood Street

• Lease matters still being negotiated:

o Slade Point Rugby Union

o Mackay Junior Rugby Union and Mackay City Rugby Union

o Mackay & District Senior Citizens Association

o All Abilities Mackay

o Sporting Wheelies

• Lease surrenders:

o Casey Avenue Stadium

• New lease enquiries:

o Norths Cricket at Wren Street Oval

• Lease inspections:

o Pioneer Potters

The Dome:

• Lease renewals: o Joelta Hairdressing o GW3

• Lease enquiries: o Tenancy 7 enquiry

• Vacant Tenancies - 3, 4 & 7


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Land Matters:

• Freehold Land Sold:

o Archibald Street • Enquiries to purchase freehold land:

o Gordon Street • Land maintenance matters (trees, weed control & overgrown land):

o Green Street North Mackay o Eastern Swans AFL Club

• Encroachments: o Under negotiation x 10

o Presumed via reserve land investigation project x 304

The Land & Road Use Committee:

• 2 x Land Issues

• 2 x Road Issues

Miscellaneous:

• Festival of Arts - use of areas at The Dome & Retravision

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