Corporate Services - Mackay Council...Queensland Country Credit Union Community Grants Scheme...

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Corporate Services Monthly Review > May 2013


Director Corporate Services Corporate Services Management

§ Budget and Long Term Financial Forecast review meetings - 2013/2014, including management and Council briefings.

§ Administration Building Relocation Project and Other Land/Building Issues Committee meeting.

§ Sustainable Futures Advisory Committee Meeting. § JCC Joint Consultative Committee Meeting. § Rates Review & Alternative Sources of Revenue Working Group Meeting; § Developers Meetings. § Corporate Services Management meeting. § Corporate Services Executive Team Meeting re Business Continuity/Governance

Framework/Policy Framework/Hierarchy. § Monthly Development Forum Meeting. § Enterprise Risk Meeting. § Discussions with Ken Hunt Workplace Relations LGAQ re the next E.A. § 2012/2013 3rd Quarter Operational Plan Review. § Management Forum. § Health & Wellbeing Committee Meeting. § Attend AICD Breakfast Meeting. § Service Delivery Review Pathfinder Service Review discussions.

Executive Management - Governance Group Governance § 36 insurance claims lodged for May 2013 § 2013/2014 Operational Plan is going up for adoption on 19 June 2013 § 96 Council staff have completed Information Privacy Training online through Office of

Information Commissioner Queensland. § 4 current RTI's, 2 are being finalised Asset Management KPI - Data collection and valuations § Buildings site inspections, condition rating and componentisation complete. § Parks, waste and site improvements, site inspections, condition rating and

componentisation underway. § Roads survey data received and uploaded into SMEC, revised capital works program

scenarios being run. § Water and Sewerage - Review of existing data and componentisation underway - data

cleansing of both above ground and underground assets continuing § Valuations for buildings, site improvements and waste classes undertaken as data

capture completed.


KPI - Asset Management Plans § Buildings - Core asset management plans reviewed, awaiting results of data

collection and valuation to update plan to advanced model. § Parks - Core asset management plans reviewed, awaiting results of data collection and

valuation to update plan to advanced model. § Roads - Asset Management plan reviewed as being advanced, awaiting updated road

survey results and unit rates to update. § Water & Sewer - Significant work around desired componentisation levels and reporting

requirements undertaken with Water Services and Assetic. Template for Asset Management Plan and unique asset identifiers developed, for population with data gathered as above for draft plan.

KPI - Project plan for Maintenance Management System § Arrangements being made with Technology 1 for presentation to Asset Management

Working Group, around scoping study of requirements for implementation of Works & Assts module.

Internal Audit § Continuation of Internal Audit program. Financial Services § Work continues on the Annual Budget and the Long Term Financial Forecast § March Budget Review completed for briefing to Council § Approximately 39,000 water accounts issued § Preparation for Annual Financial Statements including visit from our external auditors


Rates & Charges Report

Executive Management - Administration Services ADMINISTRATION Woodlands § Building construction underway in Stage 4. § Stage 2 civil works have commenced. § Public Art opening - 4th May 2013 § Monthly EDQ (ULDA)/JV meeting - 21st May 2013.


Public Artwork Woodlands Estate

Public Artwork Woodlands - Opening ceremony 4th May 2013 - Mayor Comerford and Peter Smith (EDQ)


Grants Grants applied for on behalf of Council during May: § National Libraries of Australia - Community Heritage Grants 2013 - Preservation Needs

Assessments for Sarina and Pioneer Valley Museums. § Department of Resources, Energy and Tourism - T-QUAL Grants - Tourism Quality Projects -

Mackay-Isaac-Whitsunday Regional Food & Agritourism Project § (auspiced for Department of State Development, Infrastructure & Planning) § Queensland Country Credit Union - Community Grants Scheme 2013/2014 - Water bottle refill

station and drinking fountain for Bluewater Quay. § Department of Environment and Heritage Protection - Illegal Dumping Surveillance Camera

Grant Program - Four surveillance cameras to be supplied by the Department of EHP. § Attorney-General's Department - National Crime Prevention Fund - Security lighting for car parks

at River & Gregory Sts and Wood & Gordon Streets. Successful funding notifications received during May: § Australian Council for the Arts - Engage – Marketing and Audience Development Grant § Application approved for marketing and audience development plan for MECC. - Funding

approved $30,000. § Department of Regional Australia, Local Government, Arts & Sports - Regional Development

Australia Fund – Round 3 - Application approved for upgrade of Edward Lloyd Park, Marian - Funding approved $499,703.

§ State Library of Queensland - Vision 2017 Grant Program (Creative Community Spaces). § Application approved for Maker Spaces project for libraries - Funding approved $24,875. § Dalrymple Bay Coal Terminal - 2013/14 Sponsorship Program

Applications approved for: o City Safe Mackay promotional costs – $5,000. o Festival of Arts ‘Sarina Rocks’ Concert - $5,000.

INFORMATION SERVICES § ePathway Online Enhancement

o Rates Enquiry On Line demonstration provided to Customer Services Manage and Revenue Services Co-ordinator. Configuration completed in Live. It will be activated when sign off of User Guide is received.

o Drainage Plan Requests – initial requirements established and test environment has been configured. Awaiting feedback from Customer Services.

o Configuration of Plumbing Applications in test. o Infor Consultant to review configuration of fee structure for Trade Waste Licences.

§ Chris21 Upgrade Completed § Planning for the major upgrade of our computer desktop environment to Windows 7/Office 2010

has been completed. Rollout to City Library successful, with further roll out to Economic Development completed in May. Additional pilot PCs/Laptops issued to staff to identify early; any issues before roll out

§ MiMAPS Upgrade: Servers and GeoCortex Software installed. Configuration now taking place. § MDM Solution – Negotiations complete on proposal for MDM Solution and progress underway.

Workshop with vendor (MSC) scheduled 12th and 13th June, to establish a Corporate Liable Mobile Policy.

§ Panasonic ToughPad devices have been delivered for Plumbing and Trade Waste Inspectors. Infor have completed training, and business users are progressing user acceptance testing.


Implementation has been re-scheduled for mid-July due to device delays and to accommodate business constraints around EOFY.

§ Assessment of Contract Documents (Securities) stored in the Strong Room from early 2000's to June 2010 has been completed. This involved checking each document for completion of contract. The completed contracts were given either a temporary or permanent status and transferred to Ness St Archives. Securities Register was updated to reflect location of these contract documents.

§ Assessment of documentation in the Second Floor Strong Room has been completed. Documents were either destroyed or transferred to Ness St Archives awaiting future disposal.

§ RevITILise has been established as a program of work to implement ITIL compliant process and procedures. The majority of project work to be directed by Database Team and ICT Ops with additional input from key Information Services staff. A Surebridge consultant assisted in developing the road map. Process owners have been established for workstreams and a review of Manage Engine (current support system) will establish how to utilise current functionality.

CUSTOMER SERVICE § The council-wide Service Delivery Review is nearing completion, with an outcome report

expected by the end of the Financial Year. There has been significant organisational engagement in relation to the project.

§ Assistance provided to Procurement and Plant with the development of the Security Tender. § The process for reconciling EFTPOS payments from Waste Services has been streamlined. § Detailed planning has been undertaken in consultation with Information Services around the

implementation of Pathway SmartClient and Windows 7 and MS Office 2010. All Customer Services staff have attended SmartClient training and a link to the test system has been rolled-out to all PCs to allow on-going familiarisation with the software.

§ Processes for the lodgement of Local Laws-related Customer Services have been reviewed and streamlined.

§ Two staff from within the Business Support Services team attended a two-day Project Management training course at CQU.

§ A focus on call centre performance has seen a reduction in the number of abandoned calls, as well as a reduction in call-handling times. The on-hold messages have been re-recorded, with a focus on providing information to callers about frequently-asked questions. Ad-hoc messaging is also being used to promote key event information, such as the issue and payment due date for animal registrations.

§ A new process for reporting stolen wheelie bins - involving the customer making a Police Report prior to the request being accepted - has been implemented. It is hoped that this will reduce the number (and hence cost) of spurious requests for replacement bins being made.

§ e-Content has implemented a new service from Australia Post called "clean mail", which reduces the cost of large mailings.

§ e-Content is working with supervisory staff in a number of programs to streamline the handling of ECM correspondence using ECM Groups, which simplifies the process for both parties.

§ The Corporate Services Business Improvement Team is working with Library Services on 2 initiatives - extending the hours of the library courier to cover council's requirements (resulting in considerable cost savings) and rationalising corporate journal, magazine and newspaper subscriptions by providing electronic access through dedicated databases.


Note: Please see the explanation below in relation to the above and below named graphs, regarding the increased Call Centre wait times and monthly call volumes.

· 20 May - the call centre was impacted by 3 unplanned (sick leave) and 1 planned absence.

· 27 May - significantly higher than average call volumes, which coincided with metered water notices being issues and an increase in billing enquiries as a result.


PROCUREMENT & PLANT § Regional Sustainability Strategy professional services agreement execution. § Road Design, Construction and Maintenance Review consultancy awarding for Mackay and

Rockhampton Regional Councils. § 13/14 draft operational budget presentation. § GPS installation program:

o Continuation of Standard unit's installation on new vehicles. o Working alone units - confirmation of requirements provided to supplier for the

commencement of installations in June 2013. § Finalisation of 12/13 plant replacement program ordering. § Completion of fleet Certificate of Inspections for annual Queensland Transport annual

registrations. § Meeting held with Local Buy category managers to review quarterly report of Councils activity

with suppliers. § Planning of public information session for suppliers to be held at the MECC on the 31st July

2013.

HUMAN RESOURCES Recruitment

§ Total Vacant Positions - excluding mat leave vacancies - 52 § Total Number of Positions Filled – 24 § Departures – 10 § Monthly Turnover – 0.87%


Notes: § 6 Internal transfers (2 trainees)

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

2010 1.54% 1.84% 1.43% 1.13% 2.64% 1.22% 1.14% 1.04% 2.09% 1.52% 1.12% 1.02% 17.35%

2011 1.85% 2.35% 1.69% 1.21% 1.66% 2.15% 2.93% 1.44% 1.78% 1.60% 3.03% 2.47% 25.21%

2012 1.64% 1.14% 1.89% 1.60% 1.22% 1.12% 1.41% 1.68% 1.57% 1.38% 1.56% 0.64% 16.39%

2013 1.43% 1.87% 1.05% 1.23% 0.87%

Workplace Health & Safety

§ Management of 13 Work Related compensation claims including 6 new claims with 7

claims being finalised. Management of 4 Non-Work Related Return to Work Programs with no new cases and 1 case being finalised.

§ 74 Incident Reports received, recorded and distributed for comment (64 staff, 10 Non Staff Members).

§ Provided 179 WH&S Inductions, 32 Staff, 127 Contractors, 9 Work Experience and 11 Volunteers.

§ Review and feedback on 5 Contractor (Civil Projects) Safety Management Plans. § Participated in 7 Worksite Hazard inspections in the Water Operations, Civil Operations,

Parks and Environment and Waste Services work groups.


LGW Data: 2012 - 2013 Year To Date Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC LTIFR YTD LGW Data. 0.0 6.6 15.4 16.5 18.4 19.8 16.9 17.3 16.1 16.5 15.6

Group E LTIFR YTD (Councils with wages > $50 mil)

4.0 13.1 15.3 16.3 16.9 17.2 16.8 17.7 17.9 17.5 18.2

MRC LTIs Cumulative 0 2 7 10 14 18 18 22 22 25 27

LGW Data: 2012- 2013 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC Duration Rate YTD LGW data

0.0 9.5 7.0 5.9 13.0 10.8 12.4 13.1 13.2 13.4 14.6

Average duration rate for Group E (Councils with wages > $50 mil)

4.3 6.2 8.7 11.3 13.2 13.3 14.8 15.3 15.7 17.1 17.6

MRC Days Lost: Cumulative 0 19 49 59 182 192 224 276 290 334 394

Issues Generally


§ Granted $120,000 (+GST) in State Funding for 8 trainee or apprentice roles which must commence prior to 31st December 2013.

§ Supervisor Training Program Pilot continues. § LMS Pilot Program continues May 2013. § HR Survey results collated in May 2013.

Corporate Communications

· Fluoride issue dominated news media in May. Releases issued on fluoride decision and external review into workplace safety issue. In mid-May, a mechanical fault resulted in fluoride temporarily not being added to the water.

· Another highly successful "thank you" event for council volunteers as part of National Volunteer Week. Over 380 people attended a special performance by the Comedy Musical Players.

Volunteers enjoy a pre-show drink at "Thank you night"

· Finalised Festival of Arts program booklet for Festival launch in early May. Designs and preparation done in-house by Corporate Communications.

· Marketing and promotion campaign implemented in May for Heritage Fair at Greenmount Homestead. Another large turnout and significant work done by Kerry McNeill and Kathleen Price.


Print advertisement for Heritage Fair

§ Largest number ever for Citizenship Ceremony (170) conducted as part of Heritage Fair.

§ Signage orders placed for new Cross City Link and Gooseponds Walkway signage --

installations to occur in June 2013

§ Assisted in printing the 70th Bakers Creek Memorial commemorative booklet produced by Professor Robert Cutler

§ Launched the Draft Mackay Region Planning Scheme in May at the UDIA

Annual General Meeting. Corporate Communications have organised a 10 week advertising campaign about council's draft planning scheme. Advertising includes, print ads, media updates, radio advertising, facebook and email blasts and a feature on Council Connect TV.

§ Signage orders placed for new Cross City Link and Gooseponds Walkway signage -- installations to occur in June 2013

§ Assisted in printing the 70th Bakers Creek Memorial commemorative booklet

produced by Professor Robert Cutler.

§ About 13 Paget businesses and 40 individuals take part in inaugural Car Pooling Week competition, which was won by Precise Corporation. The event was well received by Paget businesses.

§ 300 media mentions on council issues and activities during May


Website - Social Media § About 440 views of Mackay Region Planning Scheme video on You Tube channel

§ Facebook fans is at 3978

§ Top three website pages were: Libraries, Careers, Planning and Development

§ 18 per cent increase in visitation to council website in May compared to May 2012.

§ An 18 per cent increase in visitation to corporate website compared to May last year -

May visitors totalled 55,692. Increased numbers to MECC website - up 7,000 from previous month.

Visits to all council websites - May

43

38

205

0

14

Media Monitoring Break-Down May 2013 News Clips/Articles

Seven Television

WIN Television

Daily Mercury/Midweek

Courier Mail

Mackay Telegraph

Artspace, 2,097

MECC, 18,397

Mackay City Centre, 16,858

Botanic Gardens, 1,712

Mackay Regional Council, 55,692

Sarina Sugar Shed, 464

Eco Mackay, 288


eNewsletter Subscribers

All eNewsletters continued to show increased subscriptions during May.

Artspace: 1069 (Last month: 1021)

Botanic Gardens: 740 (Last month: 720)

Community Development: 765 (Last month: 749)

Council Connect: 810 (Last month: 791)

Library: 1064 (Last month: 1037)

Creative Mackay Ebulletin: 807 (Last month: 775)

Mackay Region Planning Scheme: 962 (Last month: 927)

Recreation Services: 577 (Last month: 556)

City Centre Business Network: 774 (Last month: 755)

Regional Focus: 219 (Last month: 200)

Sarina Focus: 255 (Last month: 237)

City Deals Club Subscribers: 2316 (Last month: 2297)

Corporate Services - Mackay Council...Queensland Country Credit Union Community Grants Scheme...

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