1 of 16 Organisational Services
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Organisational Services
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Contents
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Executive Summary
The number of planning applications received decreased this month but still is a continuation of the above the average long term trend. IDAS
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August was a busy month which included work on the budget carry overs for each Program across the organisation with the Manager Finance and the finance team.
Interviews for Performance Appraisals were conducted throughout the month with the Organisational Services Management Team. Also, managers focussed on completing their staff reviews.
The final Team Briefing Session was held for Organisational Services staff to update staff on Council's culture and values moving forward with a 'Modern Council'. Within Organisational Services, the team briefings were very well received with good staff participation in the discussions.
Preparations continued for the forthcoming Audit Risk and Advisory Committee with a focus on the 2014/2015 financial reports and the 2016 budget presentations, as well as the Internal Audit Program, the Audit Actions Register, Enterprise Risk Management Reports, and governance presentations.
The Joint Consultative Committee met in the month. The meeting was well attended and we are actioning a list of queries that arose.
I attended the following meetings:
Monthly Organisational Services Management Team Meeting
City Centre Revitalisation Project
LGAQ Award Modernisation
Sat on the panel for interviews for Director Client & Community Services
Acting Director Organisational Services
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Asset Management
Regular meetings between Asset Management and asset custodians established to improve communication.
The valuation of Roads is now complete.
Audit of Valuation complete. The most significant outcome of said audit was replacing road unit rates provided by the valuers with data from Technical Services.
Delta S Project Initiated by Roads.
Asset Management adopted the Enterprise Project Management Framework and the As-Designed As-Constructed implementation project was the first instance of using this framework.
Preventative maintenance is being set up on the parks assets.
Streamlined submission of electronic as-constructed from development.
Received final draft of Parks and Buildings from consultants.
Began Planning the Water and Sewer valuation for FY2016
Financial Services
Water meter reading underway
Preparation of Annual Financial Statements
Budget carryovers for 2014/2015
Rates notices for the first half year issued
People and Culture
Key areas of focus:
Advertising for council’s annual Trainee and Apprentice intake for 2016 was undertaken between 14
and 28 August, with a total of 582 applications received for the 22 traineeships and 1 apprenticeship.
Team Briefings for all staff across the organisation finalised with a total of 35 briefings undertaken.
2015/16 Culture Development Plan approved by SLPT and presented to the Management Forum, Culture Coaches and members of the Field Based Working Group on 27 August.
Second all-employee pulse survey commenced on 31 August and will close on 18 September.
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Procurement & Plant
Projects progress and key areas of focus:
Procurement and Plant staff together with Finance staff spent the last week of August working with
Council’s fleet management experts Uniqco, in undertaking a review of current fleet processes.
Procurement Operation and Contracts staff attended Water and Waste toolbox talks to provide
further procurement training. The information sessions were well received with staff showing their
appreciation for the time offered and the ability to work as a team in line with Council’s core values.
Procurement Operation staff maintained a high work flow with over 370 orders raised and in excess
of 3500 invoices processed for the month of August.
The contracts team continue to deliver services over a number of facets of the life of a contract with
5 new contracts awarded and over $3,400,000.00 paid for current contracts.
Council’s Paget depot front office staff have managed 77 standpipes on behalf of Mackay Water.
These standpipes are a contractor’s means of accessing council’s water networks infrastructure to
enable the utilisation of commercial water.
Council’s internal workshops located at Paget, Mirani and Sarina depots have commenced 117
repairs and maintenance jobs on Council fleet during the month of August.
Property Services
Management
Continued with Supervisor Training program
Pioneer Shire Building handover to Property Services and relocate MIFNQ
MY105FM Retravison lease – initial handover discussions
Operations
1 of the 4 main air conditioning units was replaced at 42 Wellington St.
Accommodation relocations continued with the relocation of Water Services to the recently vacated area on the second floor of the main admin building. This was undertaken by relocating Water Services existing furniture and partitions. Minor building works was undertaken to build additional meeting room facilities.
Removal of all remaining workstations, partitions, compactus and furniture within first floor tenancy of the Mercury Building. Repainting and end of tenancy clean undertaken.
Water Business Support have relocated from ground floor of the GE Building to be co-housed with the rest of Water Services on the second floor of the main admin building.
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Rehoming of excess furniture due to staff relocations to Mirani Depot, Sarina Depot, Mackay and Mirani Museum, and several community groups.
Carpet cleaning to the 3 floors of the main admin building and all of Paget Depot was undertaken and completed.
Fencing of the rear entertainment area of the Senior Citizen’s Building with 1800 powder coated aluminium panel was installed.
Fencing of the veranda at Andergrove Community Hall to match in with the playground area and help reduce the extent of vandalism.
2 break-ins at Artspace Café occurred requiring repairs to glazing and doors and other minor damage.
Reglaze Retravision shopfront with Safety glass and add accessible entrances in anticipation of future long term leases.
Bluewater Lagoon – investigate alterations to top pool. Solar Thermal Trigen project planning discussion with suppliers and State Government Department.
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Leases & Land Dealings
NEW INVESTIGATION
DETAILS
STAGE OF COMPLETION - %
Freehold Land Register Phase 2 community consultation is being undertaken by the Community Engagement program.
20%
Retravision/Pioneer Shire Council buildings
New tenancies are taking up residence. 100%
Hair Cottage – Mirani Renewal of lease being investigated. 80%
Koumala Reserve Land tenure issues being investigated. 20%
Land tenure request received for Hazeldean
Being investigated. 10%
A review is also being undertaken in respect to ownership of building infrastructure within lease agreements and Council’s responsibilities to maintain such infrastructure.
Aquatic Facilities
Bluewater Lagoon
Closed late July and August (attendance in August reflect contractor attendance).
Water recycling project complete.
Landscaping works complete increased grassed seating areas supported by natural and existing shade.
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Memorial Swim Centre
Closed May.
Pioneer Swim Centre
Closed June, July, August.
Mirani Swim Centre
Closed May, June, July, August.
Sarina Swim Centre
Closed June, July and August, September 2014, December 13 – 26 inclusive (Qld Education requirement).
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Governance and Safety
Workplace Health & Safety (WHS)
The new WHS reporting framework was implemented following extensive consultations with internal clients, which included new Department-specific WHS monthly reports.
Liaised with Workplace Health and Safety Queensland (WHSQ) and plant operators during chlorine gas audit at Nebo Rd Water Treatment Plant. WHSQ Inspector identified one area for improvement.
Procedure reviews were completed for: Hot Work; Welding; Laser Safety; Risk Management; Consultation; and WHS elements in the Purchasing procedure.
Completed the review of Electrical Testing and Tagging Guideline.
Completion of the 2014 audit ‘top six’ recommendations with a focus on: WHS objectives and targets; risk management; consolidation of site documentation; training in Standard Operating Procedures, incident investigation; and contractor monitoring.
Provided support to workgroups in conducting PErforM (hazardous manual task) risk assessments and workplace noise assessments.
Completed the review of WHS induction processes, including the development of a revised induction presentation specifically for work experience students.
Assisted in completing InControl (electronic safety and risk reporting system) event reports as part of the new systems’ corporate implementation.
Attended Centre for Accident research and Road Safety – Queensland (CARRS-Q) community / industry road safety workshop.
Management of Rehabilitation Claims
Council manages workers compensation claims, suitable duties plans and return-to-work plans for workers who have suffered work related or non-work related injuries.
The graph shows the total number of new claims managed in August, earlier claims which continued to be managed throughout the month; and those which were finalised in August.
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Incident Reports Received
The graph shows the number of WHS incidents reported in August.
WHS Inductions Facilitated
The graph shows the total number of WHS inductions delivered by the WHS Team in August, including those which were delivered online to contractors and volunteers.
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Worksite Hazard Inspections
Matrix Scheduled Aug Completed Aug Outstanding from July
Outstanding prior to July
ECI 17 14 0 0
ORG 8 6 0 0
CCS 6 3 0 0
DEV 13 13 0 0
A hazard inspection is a regular planned examination of the workplace for the purpose of identifying and addressing hazards. They are scheduled and detailed on each Department’s hazard inspection matrix.
A positive result is that there are no outstanding inspections scheduled for completion prior to August 2015.
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Lost Time Injury Frequency Rate Comparison
LGW Data: 1 July 2015 - 2016 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
MRC LTIFR YTD 0.0 3.2
MRC LTIFR 2014-2015
12.4 9.5 6.3 7.9 6.3 8.4 11.7 10.2 9.8 9.5 9.7 10.5
Group E LTIFR YTD
3.2 9.81
Group E LTIFR 2014-2015 5.6 7.43 8.8 11.1 12.2 11.8 12.4 12.6 12.8 13.3 13.7 13.92
MRC LTIs Cumulative 0 1
The single Lost Time Injury in August relates to a manual task injury which occurred in July but reported in August. This has been included in LGW’s report for August. The injury involved the use of a vehicle tie-down chain, and has been investigated.
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LTI Duration Rate Comparison
LGW Data: 1 July 2014 - 2015 YTD Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
MRC Duration Rate YTD LGW data.
0.0 26.0
MRC Duration Rate 2013 - 2014
6.0 9.7 23.0 20.2 21.6 14.4 17.7 20.0 22.7 24.4 21.7 18.5
Average duration rate for Group E
3.7 8.5
Duration Rate Group E 2013 - 2014 4.6 7.9 9.3 10.2 10.5 11.2 12.3 13.1 13.8 14.8 15.7 14.1
MRC Days Lost: Cumulative 0 26
The duration rate of 26 days relates to the single Lost Time Injury reported in August.
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Mechanism of Incidents
Depicts, for each reported safety related incident, the mechanism or incident type.
Glossary
MRC Mackay Regional Council
YTD Year to Date
Group E Councils with wages greater than $50 million
CCS Community & Client Services
ECI Engineering & Commercial Infrastructure
DEV Development Services
ORG Organisational Services
Incident Any unplanned event resulting in, or having a potential for injury or ill health.
Near Miss Incident An incident that could have or had the potential to cause injury or loss.
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
Lost time incident frequency rate (LTIFR) The number of lost-time injuries per million hours worked.
Calculated as follows:
No of LTI x 1,000,000
total hours worked during period
Lost time incident duration rate (LTIDR) The average days lost for each LTI.
This rate provides a measure of the severity of the occurrences being experienced.
Calculated as follows: No of days lost
No of LTI
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Governance
A review of Council's delegations continuing.
Progress continued on the Fraud & Corruption Prevention Plan.
Coordination of the Policy Review Project with a number of policies being circulated to Management Team for consultation.
Assisting Legal Services with respect to preparation of documentation for Judicial Review.
August was again a busy time from a Right to Information and Internal Review Complaints perspective with officers processing these matters within timeframes.
o 5 Internal Review Complaints received for investigation o 4 Ombudsman Referrals under review - 2 are in abeyance o 3 Public Interest Disclosure investigations o 1 Pin Review. o 2 Right to Information Applications received during this period. o 5 Right to Information Applications completed. o 1 Right to Information Application external review received.
28 new insurance claims were received and processed o 4 - Public liability plant (Broken Windscreens and panel damage as a result of stones or
foreign objects) o 12 - Motor vehicle o 4 - Public liability personal injury o 5 - Public liability o 2 - Other o 1 - Attempted theft - property damage only
Internal advice on governance matters included: o 10 Delegations/Authorised Persons enquiries o 8 Insurance enquiries o 2 General governance enquiries o 2 General policy enquiries o 2 Local laws enquiries
Performance and Risk
The 2014-15 Operational Plan 4th Quarter Review was completed, and will be submitted to Council
for adoption in September 2015.
The review of the Business Continuity Framework was substantially advanced following extensive stakeholder engagement. The draft Business Continuity Framework, as well as draft Business Continuity Plans for the Gordon Street Administration building, 42 Wellington Street and the Paget Depot are being finalised. Stakeholders previously engaged in the development of the plans will be re-engaged to review and finalise the business continuity documents in preparation for the next stage which will involve testing of the plans.
The review of the Strategic Risk Register, and the status report for 1 January – 30 June 2015, were completed for presentation to the Audit and Risk Advisory Committee meeting on 4 September 2015.
The safety incident management and reporting system InControl was rolled out to the whole of council this month. The project is now in its final stages, with closure reporting underway.
Work continues on establishing the new custodianship role of the Enterprise Project Management Framework.
High level assistance was provided in helping to design the new complaints management project.
The following WHS initiatives were also progressed: o Emergency Control Organisation (ECO) requirements and options for the way forward were
presented and endorsed at the WHS Management Committee on 6 August 2015. o Outcomes of benchmarking and administrative and procurement processes that support
staff immunisations were presented to the WHS Management Committee on 6 August 2015. o The WHS contractor management spot check procedures and supporting tools went live this
month, with a post implementation review to be carried out in September 2015.
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The requirements of the WHS Enforceable Undertaking remain on-track for compliance by November 2015, with 24 of the 33 deliverables completed to date. Specifically this month, Workplace Health and Safety Queensland have endorsed the completion of the top 6 audit recommendations as was required by 31 August 2015.
Internal Audit
Extensive preparatory work was undertaken for the Audit and Risk Advisory Committee (ARAC) meeting of 4 September 2015. This included finalisation of several reports and supporting documents, and summarising the ARAC self-assessment questionnaire.
Unfortunately, the progression of a number of audit reviews was impeded by the unplanned leave of the Internal Auditor for most of August.
The Audit Actions Register was reviewed and updated this month for presentation ARAC for final endorsement.
A revised draft 2015/16 Internal Audit Annual Plan was prepared for presentation to ARAC for endorsement. Changes were made to the draft plan to reflect:
o emergent risks that have been identified; o the inclusion of internal audit reviews carried over from 2014/15; o a review of the workloads involved for each activity; and o the increased capacity of the internal audit function.
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