CORPORATE SERVICES HIGHLIGHTS AND SIGNIFICANT ISSUES REPORT FOR SEPTEMBER 2012

Author: Acting Director Corporate Services

Purpose To review the Corporate Services Department Highlights and Significant Issues for September 2012.

Background and Discussion Highlights and Significant Issues for period are as follows: -

ACTING DIRECTOR CORPORATE SERVICES

CORPORATE SERVICES MANAGEMENT Joint Consultative Committee; Corporate Services Management and Executive Team Meetings; SafePlan; Administration Building Relocation Project Committee, terms of reference and first meeting

held; Business Improvement Team Meeting; Sustainable Futures Committee; Mackay Regional Housing Company Meeting; Woodlands - Builder Partners Meeting; Various other meetings;

EXECUTIVE MANAGEMENT- GOVERNANCE GROUP

GOVERNANCE Audit Advisory Committee meeting held Enterprise Risk Management Committee meeting held

ASSET MANAGEMENT Draft asset figures prepared for inclusion in the unaudited financial statements presented to

Audit Advisory Committee and submitted to External Auditors Continuation of data cleansing and transfer to new asset management system for infrastructure

assets

INTERNAL AUDIT Reports presented to Audit Advisory Committee Continuation of Internal Audit program

FINANCIAL SERVICES

Water meter reading is currently underway Finalisation of financial statements in preparation for audit

RATES & CHARGES REPORT

Outstanding Balance

Rates Levied

Annualised Percentage

Rates Outstanding 30.09.12 16,164,269

93,131,610

8.7%

Prepayments -1,893,014

Rates Overdue 12,383,286

6.6%

Rates Overdue Last Month 6,225,709

93,029,464

3.3%

Rates Outstanding 30.09.11 13,826,116

85,891,629

8.0%

Rates Overdue 15,359,529

8.9%

Aged Analysis

Outstanding Balance

Percentage

Current 11,127,417

68.84%

2010/2011 2,825,746

17.48%

2009/2010 977,132

6.05%

2008/2009 430,582

2.66%

2007/2008 225,897

1.40%

Older than 2007/2008 577,495

3.57%

TOTAL 16,164,269

100.00%

Sundry Debtors

as at 30.09.11

as at 30.09.12

General Debtors 5,890,307

10,886,455

Mackay Entertainment Centre 57,950

218,298

Water 164,283

193,327

Waste Water 60,493

330,897

Waste Services 1,076,360

1,396,690

Total $ 7,249,393

$ 13,025,667

EXECUTIVE MANAGEMENT – ADMINISTRATION SERVICES ADMINISTRATION

Woodlands

- Sign-off for Civil tender for Stages 4 and 5a has been delayed via ULDA sign off. Works expected to commence mid October. - Bushland Tracks and Trails construction commenced September 2012, with first stage expected to be completed during October - A promotional Open Day planned for Saturday 20th October. Planned as a “Spring Picnic” theme. Partly to launch Tracks and Trails stage. - Remediation works for Lot 1 are nearing an end with final ‘close-out’ planning underway pending successful vapour test results

Grants applied for on behalf of Council during September –

Nil Planning work undertaken on application for Dept of Local Government & Planning – Local Government Grants & Subsidies Program 2012/13 - Bluewater Trail Extension from Bluewater Quay to Sandfly Creek.

Successful Grant notifications received during September –

Nil Four (4) applications pending advice.

Discussions held with Showgrounds regarding terms of Regional Development Australia Fund – Mackay Regional Events Centre funding agreement. Agreement to be completed during October with public tenders already called for associated works.

INFORMATION SERVICES

Planning Scheme mapping for Public Consultation Stage completed. Rural Addressing campaign was relaunched by GIS and Corporate Communications. GIS has resolved Grasstree Beach and Belmunda addressing and signage issues. Library Public Internet Service project has commenced and delivered new computing

hardware to all MRC libraries with initial feedback from users being positive. The delivery of new software, internet services and management systems are in progress to be completed in October.

CUSTOMER SERVICE End of first rating period, which caused a spike in calls to the call centre Involvement in testing of Pathway version 3.07 Service Pack 1 Planning has commenced for Customer Service involvement in community consultation

process for new Planning Scheme. On-going involvement in implementation of new banking tender, including attendance at

training sessions. Information sessions for staff regarding role of Mackay’s Dispute Resolution Centre. Customer Service will be the first program to use the Pathway Q&A software, with 3 licences

being made available. This will enable reporting services to be taken to the next level.

Investigations commenced into use of the software for tracking ECM tasks. Development of new process and customer request for handling Water and Waste Services

complaints to meet statutory reporting obligations. A record number of documents were registered into ECM during the month. A focus group involving past participants of Management Challenges was held to gather

feedback for a review of council’s involvement in the Challenge. An Interactive Voice Response system was set up to automatically handle enquiries about the

region’s new water restrictions. A staff member from the Sarina team was seconded to Veolia to work with the company on

better liaison to assist with waste collection requests.

PROCUREMENT & PLANT Sarina Water Recycling Facility contract negotiations. Presentation delivered by Manager at 12th Annual Construction Law Conference. Sustainability Consultancy finalisation. Purchasing Card Policy and cardholder review Major contracts awarded – Wet plant hire, PPE and mowing services contracts.

HUMAN RESOURCES

External Local Government Workcover Safety Audit undertaken with a result of 69.3%, a significant improvement on the previous audit and close to benchmark figure of 70%.

MONTHLY STATISTICS

Recruitment Total Vacant Positions - (includes positions vacant due to leave such as Maternity Leave) 106 Requisitions Lodged – 32 Unfilled Open Requisitions – 52 Total Number of Positions Filled – 50 Terminations - 17 Monthly Turnover – 1.57%

DEPARTMENTS 2007-08 2008-09 2009-10 2010-11 2011-12 2012-13 Community Services 109 8 104 2 Corporate Services 9 15 31 362 Development Services 23 15 4 Engineering Services 639 409 1069 344 282 25 Office of the CEO 50 Water and Waste Services 290 22 101 69 17 18 Other 210 116 TOTAL 1,148 547 1,367 467 765 49 Numbers of Days Lost will change until all claims for each year are finalised

Total claims for Year 64 53 74 77 56 23

0

10

20

30

40

50

60

70

80

90

100

110

120

130

Jul 12 Aug 12

Sept 12

Oct 12

Nov 12

Dec 12

Jan 13

Feb 13

Mar 13

Apr 13

May 13

Jun 13

Recruitment Monthly Statistics Total Vacant Positions (excluding Trainees & Apprentices)

Requisitions Lodged

Unfilled Requisitions

Positions Filled

Terminations

Workers Compensation

Non Work Related Programs and Worker's Compensation Costs/Days Lost - 2010/2011 as at 30/09/2012 NWR F C PROGRAM Finalised

Claims Current Claims

% Current Claims

Days Lost

3 0 Com S Community Development & Libraries 4 0 0.00% 5

2 0 Com S Convention Precincts and Events 4 0 0.00% 2 0 0 Com S Economic Development 1 0 0.00% 1 0 0 Com S Recreation Services 1 0 0.00% 0 0 0 Corp S Customer Service 3 0 0.00% 2 1 0 CorpS Financial Services 1 0 0.00% 1 1 0 Corp S Procurement & Plant 6 0 0.00% 28 1 0 Dev S Business Services Unit 0 0 0.00% 0 0 0 Development Assess - Engineering 1 0 0.00% 5 0 0 Dev S Health and Regulatory Services 3 0 0.00% 10 4 0 ES Civil Operations 15 1 33.33% 177 0 0 ES Civil Projects 7 1 33.33% 26 5 1 ES Parks & Environment 19 0 0.00% 141 0 0 W&WS Water Infrastructure Delivery 1 0 0.00% 15 3 0 W&WS Water Operations 7 1 33.33% 50 0 0 W&WS Waste Services 1 0 0.00% 4 20 1 TOTALS 74 3 100.00% 467 Non Work Related Programs and Worker's Compensation Costs/Days Lost - 2011/2012 as at 30/09/2012 NWR F C PROGRAM Finalised

Claims Current Claims

% Current Claims

Days Lost

3 0 Com S Community Development & Libraries 3 0 0.00% 2

1 0 Com S Convention Precincts and Events 5 0 0.00% 29 1 0 Com S Recreation Services 1 1 16.67% 73 2 0 Corp S Customer Service 0 2 33.33% 337 0 0 Corp S Human Resources 3 0 0.00% 7 0 0 Corp S Procurement & Plant 3 0 0.00% 18 2 2 ES Civil Operations 5 3 50.00% 109 1 0 ES Civil Projects 3 0 0.00% 42 5 1 ES Parks & Environment 19 0 0.00% 128 2 0 ES Technical Services 1 0 0.00% 3 0 0 W&WS Business Services 1 0 0.00% 2 1 0 W&WS Water Operations 6 0 0.00% 15 2 0 Other

20 3 TOTALS 50 6 100.00% 765

Non Work Related Programs and Worker's Compensation Costs/Days Lost - 2012/2013 as at 30/09/2012 NWR F C PROGRAM Finalised

Claims Current Claims

% Current Claims

Days Lost

1 0 Com S Community Development & Libraries 0 0 0.00% 0

0 0 Com S Convention Precincts and Events 1 1 7.69% 2 0 1 Com S Recreation Services 0 1 7.69% 0 0 0 Corp S Customer Service 0 0 0.00% 0 0 0 Corp S Human Resources 0 0 0.00% 0 0 0 Corp S Procurement & Plant 1 0 0.00% 0 0 0 Dev S Health & Regulatory Services 1 1 7.69% 4 1 0 ES Civil Operations 2 1 7.69% 22 0 0 ES Civil Projects 0 2 15.38% 0 0 1 ES Parks & Environment 4 4 30.77% 3 0 1 W&WS Water Operations 1 3 23.08% 18 2 0 Other 4 3 TOTALS 10 13 100.00% 49

21

1 3 15

4 2 3 0

20

40

60

80

100

120

140

160

180 24

583

Wat

er &

Was

te

2459

7 En

gine

erin

g

2462

8 En

gine

erin

g

2475

3 En

gine

erin

g

2469

3 W

ater

& W

aste

2473

1 D

evel

opm

ent

2470

5 C

omm

unity

Claims with Days Lost YTD - September 2012

Days Lost Final

Days Lost Current

Learning and Development

General Training ePerformance Training Finance 1 – Purchasing AWA Conference International Economic Development Conference Aastra Solidus eCare & OAS 7.0 I&M Multimedia Media Training Swim North Conference Fluoride Awareness Training Project Management Fundamentals Short Course Propeller Program (LGAQ) DiSC Profiling Tool Making Training Stick

Mandatory Training Safeplan 1767

Knowledge Reviews 120 MRC Induction – Council Corporate 13 MRC Induction – Fire Evacuation and First

Response 24

MRC Induction – Paget Site Specific Induction (Checklist)

5

MRC Induction – Site Specific Induction (Checklist)

4

MRC Induction – Workplace Health and Safety Induction

24

Toolbox Meetings 159 Apply First Aid 0 CPR 0 Warden Training 0 Chief Warden Training 0 Contact Officer Training 0 MUTCD: Traffic Control – Stop/Slow 0 Implement Traffic Guidance Schemes 0 Test and tag 0 Low voltage, Rescue and Resuscitation 0 TOTAL 2116

Work Experience Three work experience students started their placement in the month of September, in the

following areas – Parks & Environment x 2, Information Technology x 1.

Trainees and Apprentices • 2013 Apprentices & Trainee approval going to Council .

General Learning and Development Supervisor Training Program pilot program commenced in September, 2012.

Reconciliation of accounts, Payroll Control account for Year End

Ongoing

Continued efficiencies and improvements of payroll functions

Ongoing

EA Casual Staff scenarios prepared and are now ready for sign off and approval.

General Staff are taking ongoing leave and all is running smoothly at this stage.

CORPORATE COMMUNICATIONS

• 70 babies registered to take part in council’s first Baby Welcoming Ceremony at the Botanic

Gardens on October 14. The event aims to foster civic pride. QLD Health and local services invited to attend to provide important information to our new residents.

• A Civic Reception at the MECC was held to honour our QBL Basketball Champions. Both the men’s and women’s sides won their State League titles. The event was attended by the Mayor and 70 local dignitaries.

Payroll

• Billboard design finalised to promote work on Connors Road. The 6m by 3m billboard will be erected in October and remain in place during the work to heighten awareness of council’s multi-million dollar revamp of the major road.

Marketing campaigns • Bus marketing is becoming a new promotional tool for council. A full bus wrap was acquired for

12 months, commencing in October 2012. This will feature the MECC, Sarina Sugar Shed, Recycling message and a promotion of council’s eNewsletters. It will hit the road in mid October for 12 months.

• Council also acquired a back of a bus for the Mackay Region Planning Scheme promotion and new water usage campaign – both are now on the road.

• Corporate Communications developed a marketing plan for promotion of the Great Northern Clean Up on September 16. Campaign comprised a two week print and radio campaign. Five tonnes of rubbish was collected and organisers have hailed the event a success

Mayor Deirdre Comerford and Councillors Kevin Casey, Theresa Morgan and Ross Walker took part in the Great Northern Clean Up

• Corporate Communications forged a partnership with ABC Tropical North to promote the two-

day Orchid Extravaganza at council’s Orchid House in September. Thousands attended the event providing great exposure of our council facility

• A rise in non-protective clothing (no shoes and no shirts) at our Waste Facilities resulted in the

need for a ‘Dress Before You Dump’ awareness campaign. A three week marketing campaign was organised during August and September that included TV and radio ads. New signage was also installed at our waste facilities.

Speeches

• A number of speeches were written for the Mayor and councillors including the opening of the Tamarind Shelter at the Botanic Gardens, the Mayoral Suicide Prevention Breakfast, and Mayor’s speech for QBL Civic Reception, the launch of new emergency action bags and the launch of the Mackay Natural Disaster photographic exhibition at the Mackay City Library.

Media Coverage Over 290 mentions for the month (refer to graph below)

Media issues covered included : new water restrictions, Great Northern Clean Up, the launch of new emergency action bags, the upgrade of Mangrove Road and Expressions of interest for council’s Memorial and Pioneer pools

• Work is almost complete on the production of council’s M150 Now and Then book. Corporate Communications has worked in partnership with Library’s Heritage Collections and local historian Berenice Wright to produce the commemorative book.

Publication due to go to print in late October and ready for pre-Christmas sales.

• Work continues on finalising the Annual Report for 2011-2012

Website visitations Strong visitation to the Mackay City Centre website and MECC sites during September.

There was an 18 per cent increase in visitation to council’s website in September 2012 compared to visitation in September 2011.

eNewsletter subscribers Artspace: 880 (last month 855) Botanic Gardens:656 (last month 616) Community Development: 703 (last month 642) Council Connect: 710 (last month 642) Library: 914 (last month 900)

33 38

170

4 19

28

Media Monitoring Break-Down September 2012

News Clips/Articles Seven Television

WIN Television

Daily Mercury/Midweek

Artspace, 1,036

MECC, 11,124

Mackay City Centre, 11,213

Botanic Gardens,

1,154

Mackay Regional Council, 43,585

Sarina Sugar Shed, 540

Eco Mackay, 317

Creative Mackay Ebulletin: 696 (last month 679) Mackay Region Planning Scheme: 822 (Last month 779) Recreation Services: 493 (Last month 478) City Centre Business Network: 719 (last month 719) Regional Focus: 158 (last month 155) Sarina Focus: 206 (last month 205) City Deals Club Subscribers: 1872 (last month 1694) Facebook fans > 2700 (last month 2662) Youtube views > 441 (132 views for Council Connect and 135 for the water campaign)

CRITICAL ACTIVITIES PROPOSED FOR THE FOLLOWING MONTH

Consultation

• Corporate Services Management Team; • Audit Committee Meeting; • Corporate Services Strategic Workshops with staff;

Resource Implications Nil. Conclusion Overall Programs are largely in line with the Operational Plan and Budget for the three months to 30 September 2012. Officer Recommendation That this report be received.