highlights and significant issues report · levels, both from external and internal customers. the...

Organisational Services

Organisational Services Monthly Review > December 2017 - January 2018

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 .............................................................................................................................................. 7

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

January saw the first ever running of the National ‘Australia Swims’ event come to the Bluewater Lagoon and Mirani Swim Centre over the Australia Day long weekend. The event, supported by Mackay Regional Council, Optus and Australia Swimming was a fun, play-based educational program for swimmers to build their confidence and skills while having fun! The Bluewater Lagoon also had its shade sails restored, giving patrons some slight relief from hot summer temperatures.

The Shared Services Centre continues to meet or exceed all KPIs, with consistently high satisfaction levels, both from external and internal customers.

The 2018 Apprentice and Trainee Intake Assessment Centres and interviews were conducted in January. The demographics of the applicant pool, as planned, were significantly different to previous years. Offers have commenced and will be completed in February.

The Finance team, along with all Program Managers, are well advanced in their preparation of the 2018/19 Council budget. Preliminary workshops have been undertaken, and initial operational and capital budgets are being formulated. Whilst there are some very positive signs of growth in the region’s economy, 2018/19 will still be relatively tight in terms of Council’s revenue growth.

Andrew Knight

Director Organisational Services


2

2. SAFETY

2.1 Incidents and Injuries

Lost Time Injuries & Days Lost

There has been 2 LTIs recorded for the 2017-18 financial year.

Three incidents were reported in the December - January period:


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 1 17

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

• Information sessions – conducted by Ergon Energy – were provided to work crews. Thesesessions focused on the risks encountered when working in the vicinity of powerlines, andwhat controls must be implemented to ensure the safety of our people.

• A safety forum was conducted for our Health and Safety Representatives. This was anopportunity to bring the team together to discuss current safety performance and to identifysuggested improvements and initiatives to safety at MRC.

• Developed draft operations and risk manual for MRC events such as New Year’s Eve andChinese New Year.

• In consultation with Workshop staff, developed new risk assessments, standard operatingprocedures, and knowledge reviews.

• Established an improved process – in consultation with key stakeholders – to ensure a higherlevel of housekeeping at Paget Depot.

• Investigated critical incidents.

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

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% 52%

Grade of Service

(GOS)

The percentage of customer

calls that are answered

within 60 seconds across the

NAS team.

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

Abandoned Calls

The percentage of customers

that abandon their call before

being served.

> 6% 4.5-6% < 4.5% 2.73%

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% 89%

KPI Graphs and Commentary

First Contact Resolution: FCR results remained consistent with 52% of customer queries resolved at first contact in January, and 54% in December.

54%57%

60%

53% 53% 54% 52%

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 SatisfactoryTargetFY17/18 ExceededTarget


5

Grade of Service: A total of 7809 calls were received in the January reporting period, averaging 372 calls per day, compared with 353 per day in December.

Abandoned Calls: Abandoned calls decreased from 2.78% in December to 2.73% in January across the

combined queues. For the main MRC queue the abandoned call rate was just 1.9% (114 calls). The call back

take-up rate continues to remain low at 0.7%, with an Average Speed of Answer at 1 minute 34 seconds.

8591

10086

9235

8058

6775

5650

7809

86% 84% 85%

90% 92%89% 89%

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 Calls Received 16/17 Calls Received 17/18

Grade of Service 15/16 Grade of Service 16/17 Grade of Service 17/18

2.94%

3.45%3.01%

2.44%

1.92%

2.78% 2.73%

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

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

of January representing 9% of the overall call volume.

Customer Request Completion: Lodged requests for SSC remain consistent for the past 7 months averaging 28 per day and resolve times continue to exceed targets at 96% resolved within standard timeframes. Lodged requests for MRC remained consistent at 167 per day and with on-time resolution decreased from 81% to 76%.

Lodged Resolved within SLA

MRC Total 3511 76%

SSC 590 96%

MRC Top 5 Pathway requests Lodged January 2018

Volume

% of total

requests

Replace wheelie bin 297 8.3

Repair wheelie bin 212 5.9

Water - Leak (Public Area) 194 5.4

Change of mailing address 179 5.0

Planning Advice Enquiries 154 4.3

97%94% 94% 93%

95%93%

95%

50%

60%

70%

80%

90%

100%

110%


External Customer Satisfaction - End of call survey

Satisfactory

Exceeded

16/17

17/18

Requests where a SSC officer is responsible for actioning the request made up 16% of all requests in January.


7

3.2 Aquatic Facilities

January saw the first ever running of the National ‘Australia Swims’ event come to the Bluewater Lagoon and Mirani Swim Centre over the Australia Day long weekend. The event supported by Mackay Regional Council, Optus and Australia Swimming was attended by Deputy Mayor Amanda Camm and Olympic swimmer Geoff Huegill, who highlighted the importance of learning how to swim and the opportunities it brings as a sporting and social activity.

The event was a fun, play-based educational program for swimmers to build their confidence and skills while having fun!

Pioneer and Memorial Pools continue to provide a steady stream of swimmers with numbers consistent with previous years.

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% 89%

Service Request

Resolution

Percentage of service

requests resolved within

corporate standard

timeframes

80% 80-85% 85% 87%

Internal Customer

Satisfaction Survey

IT email survey - % of

customers whose

experience met or

exceeded expectations

75% 75-84% 85% 99%


8

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 this month, from 863 in December to 809 in January

It is worth noting that the ICT Operations team have again achieved a good closure rate of 87.4%.

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 January 464 survey responses were received, which represents 57% 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.


9

Tier 1 Tier 2 Tier 3

ECM Email

Finance One GIS

Internet Kiosk_Chris21

Pathway

Aurora Bruce

Mandalay

Manage Engine

3.4 Key Activities

Activity Program Comments

WHS Milestone SSC Safety interactions this month revealed that noise proofing around the server room is required at the Gordon White Library and that a duress alarm refresh is required by the Health & Reg team.

Rates Notices SSC Rate notices will be issued on Monday 12 February.

Quarterly SSC staff update and awards

SSC The January staff awards welcomed David McKendry and Andrew Bobeldyk who discussed safety and MECC operations respectively.

Continuous Improvement Program

SSC Currently over 500 payslips are printed, folded and distributed to our outdoor workforce. Pilot groups from the Sewer team and Civil Operations will start receiving their payslips via electronic means as of next pay run. The trial will run for a one month period.


10

3.5 Procurement Services

Activity December 2016 December 2017 January 2017 January 2018

Purchase Orders (PO) Raised 635 623 609 727

Line Items in POs 1509 1737 1507 1880

POs Received 1020 804 725 796

Line Items in POs Received 4250 3378 2484 3271

Invoices Processed 3293 2353 2532 3235

Request for Quotes Issued 15 5 13 8

Tenders Issued 2 0 5 7

Tenders Awarded 0 9 0 1

Quotes Awarded 19 10 6 8

Area Monthly Amount

December 2017

Monthly % December

2017

Monthly Amount

January 2018

Monthly % January

2018

FYTD Amount FYTD %

Local Spend (Mackay region)

$8,396.827 81 $6,315,828 71 $65,450,234 73

Regional Spend (WROC area)

$ 26,173 1 $ 17,345 1 $239,354 1

External Spend $1,951,611 18 $2,489,241 28 $23,906,696 26

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-18

75% 73%80% 77%

63%

81%

71%

25% 27%19% 22%

36%

18%28%

0% 0% 1% 1% 1% 1% 1%

Area Monthly Spend %

Regional Spend(WROC Area)

External Spend %

Local Spend(Mackay Region)


11

3.6 Property Services

Breakdown of Building Maintenance Requests Actioned - January 2018

Volume % of total

requests

Repairs 64 26.12%

Miscellaneous 56 22.86%

Electrical 52 21.22%

Plumbing 45 18.37%

Air Conditioning 24 9.80%

Safety & Legislation 4 1.63%

0

50

100

150

200

250

300

350

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

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 January (245), the top 3 requests related to Repairs (fixtures & fittings and doors, locks, hardware), Miscellaneous (consumables, security, whitegoods, furniture, cleaning) and Electrical.


12

4. PEOPLE AND CULTURE4.1 Key Activities

Activity Timeframe Comments

Industrial Relations

The implementation of the 2017 CA is complete. The new allowances structure has been implemented including changes to the way some overtime hours were calculated for various work groups across different Programs. All changes have been in consultation with each work group.

Organisational Culture

The Employee Engagement Pulse Survey was completed in December 2017. The results are being collated and cross-checked by the survey provider so that the CEO and Directors can deliver results to employees in February and March.

Health and Wellbeing Strategy

The annual Health Checks initiative is being conducted in February. A range of other physical health initiatives will be conducted in February as part of the Health and Wellbeing Strategy theme of physical health.

Pre-employment health assessments are being reviewed to ensure that the assessments are aligned with the work conducted within MRC, and that they support employee health throughout their employment and, if required, in returning to work from illness or injury.

Planning is underway for the celebration of Harmony Day on 21 March as part of the Health and Wellbeing Strategy theme of social health.

Leadership Development

The Transformational Leadership Series (formerly the SUPERvisor Training Program) is to be launched with the Fundamental Leader modules to be delivered in first half of 2018. The Operational Leader modules, as developed by Australian Institute of Management (AIM), are being revised and will be delivered from second half of 2018.

All Directors will start their 360-degree feedback process in February. This will include coaching on actioning the feedback and development areas. Each of the Departments will then cycle through the same process from March onwards.

The first internal Women in Leadership workshop is being conducted on Friday 9 February. 120 female leaders or aspiring leaders will participate in a morning workshop focused on building Confidence as a leadership skill. 13 female leaders will then participate in an intensive afternoon Confidence skills workshop before engaging in a mentoring program for six months with a Mackay business leader. A second morning workshop will be conducted in mid-March for an additional 100 female aspiring leaders.


13

4.2 Staff Contingent

Status OMC ECI DS CCS OS CW TOTAL Prev.

Month

Full Time 7 376 168 111 173 0 835 836

Part Time 0 4 6 24 34 0 68 68

Apprentice/Trainees 0 1 6 4 6 0 17 18

Temp 0 9 7 11 11 0 38 36

Casual 0 8 12 92 2 0 114 115

TOTAL EMPLOYED 7 398 199 242 226 0 1072 1073

Vacant 1 16 9 17 11 1 55 44

TOTAL 8 414 208 259 237 1 1127 1117

Learning and Development

The 2018 Apprentice and Trainee Intake Assessment Centres and interviews were conducted in January. The demographics of the applicant pool, as planned, were significantly different to previous years. Offers have commenced and will be completed in February.

There were 16 completions of current apprentices and traineeships in December/January. 12 have confirmed future employment, one is returning to further studies, two moving out of the Mackay area, and one remains undecided on their next opportunity.

Diversity and Inclusion

The DFV Awareness training plan for MRC employees has been drafted for May and November annually. This will be submitted to the SLPT in March for approval.

A Diversity and Inclusion Policy is being drafted for review by the SLPT in March.

People and Culture

The recruitment of the Director Capital Works role continues. Shortlisting interviews will commence in early February.

An Organisational Change Procedure is being developed to support budget and operational requirements.


14

• Total vacant positions: 55

• Total number of positions filled in January: 36

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

• As of 31 January, there were 36* positions across Council that were actively being recruited toeither through external or internal recruitment and selection processes. The total current vacantpositions are 55 and the remainder of those roles are filled via secondments, higher duties orpending decisions on whether to fill or not.

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

0

10

20

30

40

50

60

70

Jul 17 Aug 17 Sep 17 Oct 17 Nov 17 Dec 17 Jan 18

Monthly Recruitment Statistics

Total Vacant Positions Positions Filled Departures

56

43

55

35

27

36

17

212425

23

19

0

10

20

30

40

50

60

November December January

Position Occupancy January 2018

Total Vacancies Advertised Vacancies Secondment Higher Duties


15

• 12 month moving average turnover was 13.84 % as at 31 January 2018.

• Monthly turnover 2.25% as at 31 January 2018

• A total of 24 employees departed MRC in the month of January,16 in December 2017. Figures inDecember and January are higher than usual however, they correlate to the number of trainees andapprentices finishing in December and January respectively.

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

12 Month Moving Average 14.85% 15.31% 15.23% 15.00% 14.51% 13.80% 13.03% 12.92% 12.80% 12.96% 13.41% 13.84%

Monthly Turnover Rate 0.76% 1.43% 0.86% 1.00% 1.05% 1.23% 0.57% 1.13% 0.93% 1.12% 1.51% 2.25%

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

Resignations (incl left without notice), 8

Contract Finished, 15

Death / Invalidity, 1

Seperations for January 2018

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 233,850 237,318 3,468

Total Expenses 96,291 97,003 712

Operating Surplus (BID) 137,559 140,315 2,756

Depreciation 44,400 44,326 (74)

Interest 5,596 5,737 141

Net Operating Surplus 87,563 90,252 2,689

Council is currently predicting an operational surplus at year end of $18K. Council is currently reporting an operating surplus $2.7M above YTD budget, mainly as a result of grant revenue being the timing of grant revenue 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 % 38.0% 0% - 10%

Interest coverage % 0.94% 0% - 5%

Net financial liabilities % -28.8% < 60%

Current ratio 5.8 Between 1 and 4

Asset sustainability % 42.9% > 90%

Capital expenditure ratio 0.91 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 will be included in the December budget review, which will be considered by council in February.

Planning is well underway for the 2018/19 LTFF and budget.

Statutory Reporting Finance

The monthly Strategic Financial Report for December was presented to council in January.

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evie

w >

Decem

ber

201

7 -

Janu

ary

201

8

18


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6. BUSINESS IMPROVEMENT

6.1 Business Improvements

Description Program Timeframe Comments

Enterprise Risk Management (ERM) Review

G&S

The first annual review of strategic risks was undertaken with outcomes scheduled for presentation to SLPT in February 2018.

In addition, the second quarter strategic risk report was prepared, also for presentation to SLPT in February 2018.

Safety Systems Streamlining Project

G&S

Preparation of the draft current state report is nearing completion with the analysis of findings from the current state assessment now finalised.

A proposal for the future is now in its early stages of consideration, with consultation likely to commence March 2018.

Strategic plans driving Council business – data capture exercise

G&S

Refining of the data captured earlier in 2017 will be undertaken as part of the corporate performance planning initiative.

Corporate Performance Planning

G&S

This initiative is well underway with Programs now working on compiling their draft business plans.

Legislative Compliance Review

G&S

Benchmarking has been finalised and currently working on proposal for management consideration.


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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

Valuers on site and conducting audits. Valuations reports scheduled to be delivered to MRC early March.

Asset Management Working Group

AM

Asset Management Working Group continuing to meet monthly, and working to set a strategy and priorities.

Asset Data Workgroups

AM

Each asset class has had a program of works required to improve the data in the asset register. Currently considering budget impacts to deliver this work.

Cleaning Tenders review

PS

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

Project Phase Project %

Completion Comments

SES Facility at Ness Street

Construction 99% Final touches and furnishings being completed.

Sarina depot wash bay Evaluation - Project on hold due to funding.

Mirani depot wash bay Design 15% Contractor appointed. Final design being confirmed.

Plant Replacement Program

Ongoing 67% This percentage includes committed figures.

Paget Depot Workshop Extension

Design 10% Contractor appointed. Final design being confirmed.

Administration Building Refurbishment

Design 5% Design process underway.

Goldsmith Street, No. 5 & 7 Council Houses

Construction 85% Awaiting second/final house to be removed.


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Project Phase Project %

Completion Comments

Windows 10 Standard Operating Environment

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

In Progress / Construction

40% Pilot now rolled out to 130 PCs and 100+ users. Positive user feedback.

Endpoint Protection Management

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

In Design/Planning

25% Vendor engagement complete. Delivery schedule to be confirmed by 31 January.

Intranet and Customer Portal

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

In Progress / Construction

30% Scoping meetings held with small / medium businesses. Draft schedule due early February.


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8. REGULATORY COMPLIANCE

8.1 Financial Compliance

Description Program Timeframe

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

Measure: Completion of Long Term Financial Forecast including applicable ratios

Finance

Provide relevant and useful information to Council, stakeholders and clients.

Measure: Production of monthly strategic financial reports

Finance

Provide relevant and useful information to Council, stakeholders and clients.

Measure: Number of high risk audit issues

Finance

8.2 Corporate Governance

Activity Program Comments

Right to Information G&S

• 8 RTI Applications were received during December & January inrelation to:

7-17/18 - Requesting information on building file

8-17/18 - Pre-lodgement advice on property

9-17/18 - Requesting information on building file

10-17/18 - Information regarding industrial land needs

11-17/18 - Information regarding an aggressive dog

12-17/18 - Information regarding sign application approvals

13-17/18 - Information on storage of firefighting chemicals onvarious properties

14-17/18 - Information regarding building complaint

• Applications 9-17/18 and 11-17/18 were withdrawn.

Policy reviews G&S

• 11 Policies were presented to SLPT in December & January forapproval or endorsement to Council.

• 1 Policy was circulated to the Management Team for consultation inDecember & January.

Corporate Governance Investigations G&S

• 3 internal reviews were received for investigation during December& January. The complaints were in relation to:

2 PIN Reviews

Complaint regarding a fraud investigation

Cyclone Debbie Insurance Claim G&S

• December and January has primarily been negotiating with LossAdjuster regarding the shade sail component of the claim.


23

19

7

14

30

0

0

1

Insurance Claims Received -21 November 2017 to 31 January 2018

Motor Vehicle - 19 Public Liability Personal Injury - 7

Public Liability Plant - 14 Public Liability - 3

Theft Professional Indemnity

Malicious Damage Other - 1

27

15

410

11

22

Governance General Inquiries 21 November 2017 to 31 January 2018

Insurance Advice - 27 General Governance Advice - 15

SAI Global Standards Requests - 4 Local Laws - 10

Policies - 11 Delegation Requests/ Authorised Persons - 22

Administrative Action Complaints


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8.3 Internal Audit

Internal Audit Reviews Underway Status Time Comments

Consultancies

Assess processes relating to procurement, approval and management of consultancies

In Progress Fieldwork completed – report being drafted

Revenue Collection – Waste & Recycling Refuse Centres

Review processes related to the collection of fees at MRC Waste and recycling centres

In Progress Scoping stage in progress

Audit Actions Register Recommendation Follow Up

Identify audits where a number of issues were raised to validate that action taken to address previous recommendations are still in place and effective

In Progress Follow up review being undertaken in relation to:

- Infringements (original review undertaken in 2013)

- Delegations (original review undertaken in 2014)

Other Internal Audit Activity Comments

Audit Committee Audit Committee held on 7 December 2017.

Next Audit Committee to be held on 16 April 2018


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9. LAND & BUILDINGS

9.1 Building Maintenance

Description Budget Timeframe

Full external LED lighting upgrade has been completed at the Andergrove Neighbourhood Centre.

Bird proofing has been added to the awning of the Paget Warehouse to eliminate the issue of birds nesting.

MECC Auditorium stage floor has been re-sheeted. Property Services and MECC staff pulled up the old floor before Christmas holidays. In early January Property Services staff and Fergus Builders laid the new floor. Once completed the MECC staff then painted it. (Pictures attached below)

New entrance matting has been installed at the front entrance to the Entertainment Centre to eliminate a trip hazard.

Sarina Depot workshop safety shower (northern end) has had the water service pipe renewed, fully lagged and clipped.

Zip filter replacements completed at Dudley Denny City Library.

Pavers have been installed to the entrance of the Paget Administration building.

Male and female internal toilets serviced at Paget Administration building.

Removal of the Memorial Pool grandstand has been successfully completed.

Following a break and enter, glass repairs have been completed at the new Botanic Gardens Operations Centre.

Roof ventilators have been replaced in the shipping containers at Ness Street Depot.

Fencing work at the Gordon White Library have been completed.

Ice machines at Paget Depot have been spread apart to allow more ventilation between the units.

New stair edging has been added to the stairs in the Entertainment Centre, as the old ones had lifted and become a trip hazard.

Yellow lines have been painted onto the pathway outside of the Jubilee Community Centre to show drop offs on edges of pathways.


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MECC stage floor project photos

Picture shows the stage floor once the old floor was pulled up. To give you an idea, these sheets are screwed every 200mm apart from each other. Roughly 10,000 screws had to be removed once the sheets were pulled up.

Picture shows the new sheets that have been installed. All new sheets had to be pre-drilled and countersunk. Once this was completed, 10,000 screws were then installed one at a time as they all had to be 1mm below the surface of the sheets.

The finished stage floor. MECC staff have applied one coat of primer and 4 coats of top coat.


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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

• Vellas Road, Marian

• Grasstree Beach Road, Grasstree Beach

PS

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

• 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

• Lot 9 Cape Hillsborough Road, Cape Hillsborough - settlement took place

• Lot 1 Newbury-Mt Vince Road, Mirani - contract signed

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 toCouncil 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)

Resources for this project has ceased, therefore at this stage, no further action will be taken

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, 12 and 13 Tenancies that have proposals by interested parties – 6, 10 and 11. Tenancies vacant – 3, 4, 6, 9, 10.

PS

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

• 2 x Temporary road closure applications.

PS

highlights and significant issues report · levels, both from external and internal customers. the...

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