finance & administration committee 15 april 2009 …53 agenda – finance & administration...

53

Agenda – Finance & Administration Committee 15/4/09 - #2017431

FINANCE & ADMINISTRATION COMMITTEE

15 APRIL 2009

8

CORPORATE SERVICES MONTHLY REPORT FOR MARCH 2009 Brett Grosser: sg : 1/3/83-01: #1783771v9

RECOMMENDATION: That the report of the Corporate Services Department for the month of March 2009 be received and noted.

COMMENT: This is the report of the Corporate Services Department for Operational Plan Activities for the month of March 2009 and budget performance has been reported.

CONSIDERATIONS: Statutory: This report highlights progress against the 2008/2009 Operational Plan and Budget.

CONCLUSION:

At this time, work is progressing satisfactorily against the Operational Plan and Budget.

ATTACHMENTS: Monthly report for March 2009. Brett Grosser General Manager Corporate Services

54


ACTIVITY: MANAGEMENT & SUPPORT Mission: To work with departmental managers to ensure effective services are

provided to the organisation, ratepayers and residents. Output Title Output Description 1. Performance review of managers

work Review of work performed by each branch and the effectiveness of each branch manager; Provision of guidance and support to improve outputs; Includes the review of Departmental performance in the following areas: • Budget management; • Operating initiative management; • Capital works management; • Workplace Health and Safety performance; • Customer management.

2. Policies and Administrative Instructions relevant to Departmental operations

General Policies are Council approved statements provided for the benefit of the public; they advise Council’s position with regard to specific matters. Administrative Instructions are approved by the Executive Management team (EMT) and provide direction for staff in carrying out specific functions.

3. Agenda coordination for Council's Audit Committee and Finance and Administration Committee

Coordination of reports to be provided to Audit Committee and Finance & Administration Committee.

4. Council Minutes and resolution notifications

Completion of minutes and issuing of notices to staff regarding resolutions requiring action for Independent Rate Relief Tribunal, Finance & Administration Committee, Sports, Arts, Culture & Community Services Committee, Works and Services Committee, Water & Waste Committee and Ordinary Meeting.

5. Timetables and guidelines for key Corporate work processes

Provision of Corporate timetables for budget and planning

6. Agenda coordination for Executive Management Team

Coordination of agenda items and reports to weekly meetings of the EMT, including distribution of minutes

7. Departmental Registers Registers maintained for governance purposes: • Risk • Contracts • Gifts

Officer Responsible: General Manager Corporate Services Staffing Level (FTE) 2

55


Operating Initiative Status Relevant

linkage(s`) Due Date Complete

(enter %) On Target

Yes (enter

)

No * (enter

X) 1. Develop a new corporate

planning and business improvement framework within Cairns Regional Council.

Corporate Plan 1.1, 1.2, 1.3 Local Government Act of 1993

Jun 2009 75%

2. Develop and implement a strategic information management plan for Cairns Regional Council.

Corporate Plan 10.1, 10,2, 10.3, 10.4

Jun 2010 75%

* Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target:

Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory, - = no data)

Performance Rating:

Variance Report Revenue – (8%) Exp – 12%

1. Departmental Budget Performance

-50%

-40%

-30%

-20%

-10%

0%

10%

20%

30%

40%

50%

% u

nder

or o

ver b

udge

t

Jul

Aug Sep Oct Nov Dec Jan

Feb Mar Apr May Jun

Revenue ExpenditureRev tolerance range 0 to -1% Exp tolerance range 0 to -5%

Prospective Actions

56



Performance Rating:

Variance Report INFORMATION NOT AVAILABLE AT TIME OF WRITING REPORT

2. Departmental Capital Budget - % spent(actual expenditure)

0%

20%

40%

60%

80%

100%

Jul

Aug Sep OctNov Dec Ja

nFeb Mar Apr

May Jun

% of budget expended Target

Prospective Actions Nil

Performance Rating:

Variance Report

3. Timeliness of Departmental operating initiative completions

-5

0

5

10

15

20

25

30

Jul-0

8

Aug-

08

Sep-

08

Oct

-08

Nov

-08

Dec

-08

Jan-

09

Feb-

09

Mar

-09

Apr-0

9

May

-09

Jun-

09

Initiatives planned for completion - cumulative

Actual Initiatives completed - cumulative

90% Target

Prospective Actions

57



Performance Rating:

Variance Report

4a. Lost time injury frequency rate (LTIFR) (Corporate Services

Department)

-5

0

5

10

15

20

Jul Aug

Sep Oct Nov Dec Jan Fe

bMar Ap

rMay

June

LTIFR Target

Prospective Actions

Performance Rating:

Variance Report

4b. Lost time injury duration rate (LTIDR) (Corporate Services

Department)

-20

0

20

40

60

80

Jul Aug


bMar Ap

rMay Jun

LTIDR Target

Prospective Actions

58



Performance Rating:

Variance Report

5. Timely completion of Council minutes & advice to staff . (% completion within target timeframe)

70%

75%

80%

85%

90%

95%

100%

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

Per

cent

age

% of minutes published to Web within 2 days % of advices to staff within 5 days

Prospective Actions

Performance Rating:

Variance Report

6. Continuous Improvement Teams working through issues in a timely

manner Result Measure (description): Monitor the time taken for teams to complete projects. Result target: All corporate projects to Step 5 completed within 4 months of commencing. Source of data: Spreadsheet containing all corporate Opportunities For Improvement (OFIs) and projects (#1123751) Reporting frequency: Quarterly.

Prospective Actions

Operating Budget Assessment: YTD

Actual ($) YTD Budget Revised ($)

Var ($) Var (%)

Variance Report & Prospective Actions

(where variance is +/- 2%) Revenue 0 0 0 0 N/A

Expenditure

550,719 588,082 37,363 6 FAVOURABLE

59


BRANCH: CORPORATE PERFORMANCE

ACTIVITY: BUSINESS IMPROVEMENT - 1065

Mission: To provide develop and deliver information management business

improvements services to all customers. Output Title Output Description 1. Strategic Information Management

Strategy 10 year strategic information management strategy developed and implemented in consultation with the Information Steering Committee.

Officer Responsible: Manager Corporate Performance Staffing Level (FTE) 6

On Target Operating Initiative Status Relevant

Linkage(s) Due Date

Complete (enter %) Yes

(enter )

No * (enter X)

1. Establishment of the Information Steering Committee

Corporate Plan 9.1.2

Jul 2008 100

2. EMT endorsement of the 10 year strategic information management strategy


Jul 2009 20



Performance Rating:

Variance Report

IM&T Steering Committee Attendance and Participation

60

70

80

90

100

Jul-08 Aug-08

Sep-08

Oct-08

Nov-08

Dec-08

Jan-09

Feb-09

Mar-09

Apr-09

May-09

Jun-09

%

ActualTarget


60


Operating Budget Assessment:

YTD Actual ($)

YTD Budget Revised

($)

Var ($) Var (%) Variance Report & Prospective Actions (where variance is +/- 2%)

Revenue 0 0 0 0 N/A Expenditure

363,995 385,347 21,352 6 FAVOURABLE • Reasons: Scheduled expenditure for

CIS deferred • Implications / Actions: No EOY

implications

ACTIVITY: CORPORATE PLANNING AND PERFORMANCE 1063 & 1064

Mission: To assist Council in planning the future direction of the organisation and in monitoring organisational performance against plan outcomes, outputs and actions.

Output Title Output Description 1. Corporate Plan for Council The primary long term strategic plan for Council and the

community. The plan should cover a minimum period of 4 years and maintain currency.

2. Operational Plan for Council The annual plan for all of Council’s operations, effective from 1 July each year.

3. Annual Report for Council The annual report to the community on Council activities, finances and progress towards long term goals. Both a full statutory version and an abridged community version are to be produced each year.

4. Customer response manager Contacts via call centre recorded in Council’s CRM for actioning by Council staff.


On Target Operating Initiative Status Relevant Linkage(s)

Due Date


(enter )

No * (enter X)

1. Adoption of the 2009/2013 Corporate Plan


Jun 2009 75%

* Variance Report for Initiatives not on target: 1. * Prospective Actions for Initiatives not on target:

61



Performance Rating:

Variance Report

1. Timely adoption and review of the Corporate Plan

Result Measure (description): Check Council meeting records to determine timing of adoption and review process. Result target: Annual Review completed by November, amendments (if any) adopted by 28 February 2009. Source of data: Council meeting agendas. Reporting frequency: Council Meeting Agendas Performance:

Plan / Report Planned Council Meeting

Actual Council Meeting

Performance

Annual Review December 08

Dec F&A

Amendments March 09 Mar F&A

Prospective Actions October workshop re new Corporate Planning process.

Performance Rating:

Variance Report

2. Corporate Plan compliance with statutory requirements

Result Measure (description): Check that the adopted Corporate Plan complies with all requirements of the Local Government Act 1993, Regulations and Finance Standards. Result target: 100% compliance. Source of data: Corporate Plan compliance checklist. Reporting frequency: March 2009

Prospective Actions

Performance Rating:

Variance Report

3. Operational Plan compliance with statutory requirements.

Result Measure (description): Check Operational Plan specification and guidelines to ensure that they address all statutory requirements. Result target: 100% compliance Source of data: Operational Plan Guidelines document #760630 (new versions created for each new year). Reporting frequency: Annual (June 2009)

Prospective Actions

62



Performance Rating:

Variance Report Annual report adopted September Ordinary meeting of Council.

4. Annual Report Compliance with statutory requirements

Result Measure (description): Check completed Statutory Requirement Checklist Result target: 100% compliance Source of data: checklist document #818440 (new versions created for each new year). Reporting frequency: Annual (October 2008)

Prospective Actions

Performance Rating:

Target is 0

Corporate Services

Works and Services

Planning and Environment

Water and Waste

5. Efficient management of CRM issues

Result Measure (description): Number of matters not resolved in a timely manner. Result target: No CRM issues more than 6 months overdue. Source of data: Business Objects Reports Reporting frequency: Monthly.

Corporate Services Nil

Works & Services Nil

Planning & Environment Nil

Water & Waste Nil

Community & Cultural Nil

Community and Cultural

63



Performance Rating:

Target is 0

Corporate Services

Works and Services

X

Planning and Environment

X

Water and Waste

X

CRM overdue more than 3 months by Department

0

10

20

30

40

50

60

70

Jul

AugSep Oct Nov

DecJa

nFeb

MarApr

MayJu

n

Corp Services Water & WasteWorks & Services Community & CulturalPlanning & Env

Community and Cultural

X

As at 1 April 09 there were :

• Customer Response Manager system – 1394 open requests of which 675 are overdue (296 are more than 30 days but less than 60 days overdue and 197 are more than 60 days)

Customer Request Manager – Overdue for finalisation by operational area. Category Type Category Number overdue

> than 3 months Number overdue

more than 6 months Environmental Protection Dust 1 Environmental Protection Waste - building site 1 Environmental Protection Waterway contamination 1 Facilities Maintenance CBD Graffiti 1 Facilities Maintenance Sprinklers / taps 1 Facilities Maintenance CBD Trees / Gardens 2 Leisure venues Council owned camping

grounds 1

Leisure venues Council owned swimming pools

1

Local Laws & Animal Management

Abandoned Vehicles 2


A/H - Animal Management

1


Breaches of Planning Scheme – Balance

2


Dog / Cat lost 1


Dog – Stray/Roaming 1


Miscellaneous 3


On street works 3


Permit to remove vegetation / trees

1

Maintenance Central Line marking 1

64


Maintenance Central Parks – fallen branches 1 Maintenance Central Parks – fallen branches

Council property 1

Maintenance Central Pothole patching 1 Maintenance Central Street landscaping 1 Maintenance Central Street mowing / weeds 1 Maintenance Central Street Trees – fallen

branches 1

Maintenance Central Street Trees – removal Council property

2

Maintenance Central Street Trees – trimming blocking visibility

1

Maintenance Far North 1 Grass footpaths 1 Maintenance Far North 2 Parks trees trimming 1 Maintenance North Drainage easement –

mowing pest control 1

Maintenance North Footpaths – manhole / pit lids

2

Maintenance North Footpaths – repairs 2 Maintenance North Footpaths – trip hazard 1 Maintenance North Guard rails - repairs 1 Maintenance North K&C – repair &

maintenance 1

Maintenance North Open drains – unblocking/cleaning

2

Maintenance North Parks – trees – animals 1 Maintenance North Parks – trees trimming 1 Maintenance North Pothole patching 1 Maintenance North Repair street sign 1 Maintenance North Road bridges – repair /

maintenance 1

Maintenance North Street trees – fallen branches

2

Maintenance North Street trees – removal 1 Maintenance South Footpath Install new 1 Program management Fire management 1 Program Management Pests / Weeds or

noxious plants 5

Program Management Tree planting 5 Program Management Wild feral declared pests 1 Public Health Accommodation

premises - bedbugs 1

Public Health Neglected swimming pool

1

Public Health Public health - misc 1 Sport, Rec & Comm Devel Community centres /

halls 1

Sport & Rec Sports clubs – maintenance request

1

Waste services Missed recycle collection

1

Water services General maintenance 4 Water services Water restriction

complaint 3

Water services Water account query 1 Works Investigations Bus shelters 1 Works Investigations Create new road sign 3

65


Works Investigations Drainage easement new

additional 1

Works Investigations Drainage easement private land

1

Works Investigations Flooding property (internal) - inspect

1

Works Investigations Kerb & channel new 1 Works Investigations Traffic calming inspect 2 Works Investigations Trees on private land 1 Works Investigations Unsealed roads –

sealing 1

TOTAL 90 1 Operating Budget Assessment: 1063

YTD Actual ($)

YTD Budget Revised

($)

Var ($) Var (%) Variance Report & Prospective Actions

(where variance is +/- 2%)

Revenue N/A Expenditure 315,200 242,230 (72,970) (30) UNFAVOURABLE

• Reasons: Expenditure • Implications / Actions:

1064

YTD Actual ($)

YTD Budget Revised

($)



Revenue N/A Expenditure 234,722 251,751 17,029 7 FAVOURABLE

• Reasons: 1 FTE still vacant • Implications / Actions:

66


ACTIVITY: CUSTOMER SERVICE - 1097

Mission: To provide a high standard of customer service, counter and call centre that

equals or exceeds the expectations of the organisation and the community. Output Title Output Description 1. Information for the public Information regarding Cairns region provided (physically

or verbally) to residents and ratepayers in accordance with Result Measure Targets.

2. Process for payments made to Council Process all counter receipts and cash by post payments, in accordance with adopted Fees and Charges Schedule 2008/2009.



Linkage(s) Due Date


(enter )

No * (enter X)

1. Fully functional Customer Service team in Mossman office.


Dec 2008 100%

* Variance Report for Initiatives not on target: Nil * Prospective Actions for Initiatives not on target: On going training and professional development of staff in the Mossman office.

67



Performance Rating:

Variance Report Target met with 90% queries resolved by CS

1. % of queries resolved by Customer Service

0%

20%

40%

60%

80%

100%

Jul


nFeb Mar Apr

May Jun

Front Counter Call centre Total Target

Prospective Actions Monitor and maintain

Performance Rating:

Variance Report Target met with only 2.9% of calls abandoned.

2. % of calls abandoned

0%

1%

2%

3%

4%

5%

6%

Jul


nFeb Mar Apr

May Jun

2006 - 07 2007 - 08 2008 - 09 Target

Prospective Actions Monitor and maintain

Performance Rating:

X

Variance Report

3. % of Calls Answered within 60 Seconds

10%20%30%40%50%60%70%80%90%

100%

Jul


nFeb Mar Apr

May Jun

2008-2009 Target

Prospective Actions Monitor to improve

68


Customer Request Management – Top 10 Issues for the Month

Time of receipt of request

Major Category

New

Requests Business Hours

After Hours

Local Laws & Animal Management 1144 980 164 Waste Services 746 745 1 Water Services 394 322 72 Maintenance Central 335 320 15 Public Health 184 179 5 Maintenance North 152 147 5 Maintenance South - Gordonvale 138 133 5 Works Investigations 75 73 2 Building Services 62 62 0 Environmental Protection 61 50 11 Customer Service Call Centre Top 5 – Phone Call Topics Top 5 – Phone Call Types Transferred to Departments 1. Rates 1. Rates 2. Water 2. Water 3. Works 3. Building 4. Other 4. Executive 5. Waste 5. Works Operating Budget Assessment:

YTD Actual ($)

YTD Budget Revised

($)



Revenue 730 90 640 711 FAVOURABLE • Reasons: • Implications / Actions: No

end of year implications Expenditure 1,739,563 1,746,351 6,788 0 FAVOURABLE

• Reasons:. • Implications / Actions: No

end of year implications

69


ACTIVITY: ELECTED MEMBER SUPPORT - 4500

Mission: To provide resources and support to the Mayor, Deputy Mayor and Elected

Representatives to enable them to fulfil their community representation responsibilities.

Output Title Output Description 1. Elected member secretarial support Confidential secretarial services including conference and

travel arrangement requirements 2. Administration of Mayoral

Discretionary Fund and Mayoress of Cairns Youth Achievement Fund

Disbursement in response to requests for assistance and approved expenditure reports



Linkage(s) Due Date


(enter )

No * (enter X)

1. Training courses sourced and delivered for new Councillors

Corporate Plan 10.4

Jun 2009 Ongoing



Performance Rating:

Variance Report

1. Councillors Correspondence% of Councillors Correspondence Completed Within 2 Days

90

95

100

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

%

Actual Target


70



Performance Rating:

Variance Report.

2. Mayoral Discretion Fund Expenditure

$0

$20

$40

$60

$80

$100

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Thou

sand

s

Budget Actual

Prospective Actions


YTD Actual ($)

YTD Budget Revised

($)

Var ($) Var (%) Variance Report & Prospective Actions (where variance is +/- 2%)

Revenue 0 0 0 0 N/A

Expenditure 100,193 221,620 121,427 55 FAVOURABLE • Reasons: Limited travel by Elected

Members to date. • Implications / Actions:

No end of year implications anticipated.

71


ACTIVITY: PROPERTY AND ADMINISTRATIVE SUPPORT - 1060

Mission: To provide effective and efficient Property and Administrative Services to all customers through improvement in processes and relationships.

Output Title Output Description 1. Agenda administration Compilation and distribution of Council meeting agendas 2. Statutory land tenure decisions Land Act applications, Ministerial approval under Local

Government Act, Title’s office procedures Annual insurance policy arising from negotiations with Asset owners and brokers to ensure viable premium costs against level of insurance risk.

3. Council’s insurance policies and claims.

Insurance claims for Council and by third parties against Council.


On Target Operating Initiative Status Relevant Linkage(s)

Due Date


(enter )

No * (enter X)

1. Implement Property Model across Council.


Jan 2009 100%

Note** The Property model will be evolving as the scope of the matters handled by the team is ever increasing. * Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target:

72



Performance Rating:

Variance Report The appointment of the Division 10 Administration Support officer has now ensured the timely distribution of agendas to all Councillors.

1. Distribution of Meeting Agendas

-1

0

1

2

3

Jul


nFeb Mar Apr

May Jun

No

of d

ays

over

due

Target achievedOverdueTarget 5:00 p.m. Friday prior to meeting

Prospective Actions

73



Performance Rating:

Variance Report

2. Timely Administration of tenure matters for Council and not for profit

community groups Result Measure (description): Tenancy Agreements are executed in a timely manner. Result Target: Leases sent to NRM for in principle approval within 1 month of approval of lessee. Source of Data: Skids. *These clubs have more than one lease

Prospective Actions

Active Matters 2008/2009 Result Target Achieved

Comments

Draft agreements currently with potential lessee for consideration and potential negotiation

Newell Beach Tip

Cairns District Rugby League May 2007. Issues still being resolved by Asset Owner

Babinda QCWA Issues being resolved by solicitors. Approx 18 months

Cairns Basketball Inc (Walker Road, Edmonton)

Sent in December 2008

Optus Telecommunications lease - Sheehy Rd

Telstra Corporation Limited (Reservoir Road, Kanimbla)

Minister for Local Govt exemption

Telstra Telecommunications lease - Sheehy Rd

Optus - Wilkie St, Babinda (Freehold land)

74


Performance Rating:

Variance Report

Prospective Actions

Active matters 2008/2009

(cont.) Result Target

Achieved

Comments

Draft agreements with NRW for “in principle approval”:

AFL Cape York (Management Agreement & Trustee Lease)

Sent to NRW for “in Principle” approval in November 2008. AFL have now lodged the MCU application required by resolution

Freshwater Tennis Club Inc Sent to NRW in November 2008. Northern Beaches Judo “In Principle” approval received in

April 2006, subject to condition of addressing Native Title – Compulsory Acquisition of Native Title rights & interests being progressed

Aust. Tourist Park Management

Sent to NRW February 2008

Port Douglas Tennis Inc Sent to NRW November 2008 Ergon Energy – Maconachie St

Sent to NRW February 2009

Agreements currently being executed

Edmonton Tennis Club (Licence Agreement)

Agreements with NRW for endorsement

Ergon - Pad Mount Esplanade Sent to NRW November 2008 Gordonvale Pony Club Sent to NRW January 2009 Agreements currently being finalised that do not require NRM approval (ie freehold)

Queensland Health - Helipad on Esplanade

June 2008 awaiting response to offer

Awaiting registration by Titles Office

NIL Matters finalised recently

Gordonvale and District Tennis

Babinda Fishing Club Roman Catholic Trust Corp (Redlynch Joint Facilities)

Other Property Matters

13 Acquisitions are currently being facilitated by the Property & Admin Team

75


Performance Rating:

Variance Report Work completed

3. Efficient & Cost Effective Annual Renewal of Insurance Policy

Result Measure (description): Council broker is provided with renewal instructions. Result Target: Instruction issued one month prior to renewal date. Source of Data: Skids. Reporting Frequency: Annual Performance: ANNUAL REVIEW HAS BEEN 100% COMPLETED

Prospective Actions


YTD Actual ($)

YTD Budget Revised

($)

Var ($) Var (%) Variance Report & Prospective Actions(where variance is +/- 2%)

Revenue 118,743 110,840 7,903 7 FAVOURABLE • Reasons: Recoveries higher than

anticipated for year to date. • Implications / Actions:

Expenditure 3,676,255 3,735,710 59,455 2 FAVOURABLE • Reasons: • Implications / Actions:

76


ACTIVITY: RECORDS - 1062

Mission: To provide effective and efficient information management services to all

customers through improvement in systems, processes and relationships. Output Title Output Description 1. Council correspondence records Coordination of the receipt, electronic capture and

distribution of written correspondence. 2. Accuracy of correspondence

allocation Correspondence is allocated to the correct file/office/Department.

3. Completion of FOI requests Completed with statutory requirements. Officer Responsible: Manager Corporate Performance Staffing Level (FTE) 7.6


Linkage(s) Due Date


(enter )

No * (enter X)

1. Implement Day box process Improvement Project


Jun 2009 10%

2. Training and support for DM5 implementation


Dec 2008 100%

* Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target: DM5 is fully operational but additional training will be delivered as required.

77



Performance Rating:

Variance Report. Staff off sick Training new staff

1. Accuracy & Timeliness of the Administration of Council Records

-2

0

2

4

6

8

10

Jul


nFeb Mar Apr

May Jun

No

of d

ays

afte

r 10.

00 a

m

< 15 minutes > 15 minutes Target 5 days

Prospective Actions Staff attendance New staff trained


YTD Actual ($)

YTD Budget Revised

($)



Revenue 1,958 4,981 (3,022) (61) UNFAVOURABLE • Reasons: Less than

anticipated revenue year to date.

• Implications / Actions:

Expenditure 849,069 919,179 70,111 8 FAVOURABLE • Reasons: N/A • Implications / Actions:

78


ACTIVITY: LEGAL SERVICES

Mission: To provide documents in court matters and assist Council officers to use legal

processes and knowledge in providing service to their customers and the community Output Title Output Description 1. External legal service provider – access

and management

A panel of the names of persons suitably qualified to provide legal services to Council. Assistance in matching client needs to provider; developing scope of work and cost estimates for purchase orders; reconciling invoices to purchase orders. Excludes work associated with Bedminster and State Penalty Enforcement Regulation (SPER).

2. Legal advice and documents of a legal nature

Advice to Council Officers when dealing with legal issues.

3. Responses to subpoenas; orders for non party disclosure and requests for information by the Coroner

Services including search co-ordination, and copying of documents and covering response to solicitor, Court and Coroner

Officer Responsible: Manager Legal Services Staffing Level (FTE) 2


Linkage(s) Due Date Complete

(enter %) Yes (enter

)

No * (enter X)

1. Governance in the procurement process

Corporate Plan 10.4.1 and 10.3.5

Mar 2009 X

79



Performance Rating:

Variance Report

Suitably qualified panel - Mar 09

54

139

1533

1 3 4 3 1 6

259

53 2 520%53% 6% 13% 0% 98% 2%0

50

100

150

200

250

300

MacDon

nells

King & C

o

Miller H

arris

WGC

DLA Phillip

s Fox

Corrs

DAS

McCull

ough R

obert

son

Marino

Molle

r

Wilson R

yan G

rose

Preston

Law

OtherPan

el

Non pa

nel

0

Prospective Actions

Performance Rating:

Variance Report

2. Material and Services costs

Result Measure (description): Cost of external legal service providers Result Target: Cost of external legal service providers within budget Source of Data: Oracle Financials Performance: Costs exceeding budget Prospective Actions

80



Performance Rating: -

Variance Report

3. Customer Satisfaction

Result Measure (description): Perception analysis with Council officers in major matters undertaken internally. Result Target: 70% satisfactory Source of Data: Survey Performance: To be reported bi-annually

Prospective Actions

Performance Rating:

Variance Report

4. Information compliance

Result Measure (description): Respond to subpoenas; orders for non party disclosure and requests for information by the Coroner on time. Result Target: By statutory/court date Source of Data: Check sheet Performance: Annual Prospective Actions


YTD Actual ($)

YTD Budget Revised

($)



Revenue 10,737 7,454 3,283 44 UNFAVOURABLE/FAVOURABLE • Reasons: Refund of invoice paid

twice. • Implications / Actions: None.

Expenditure 1,569,009 1,629,799 60,790 4 UNFAVOURABLE/FAVOURABLE • Reasons: Employee cost savings

as administration role in Branch remains vacant. Timing of invoices not yet delivered for legal work delivered.

• Implications / Actions: External recruitment commenced. No action required on materials and services costs.

81


BRANCH: FINANCE

ACTIVITY: FINANCIAL SERVICES Mission To provide excellent financial services and professional advice to enable our customers to

achieve their plans.

Output Title Output Description 1. Financial Reports and

Information Standard monthly, quarterly and adhoc financial reports to customers. Including: • the 10 Year Financial Model • Budget Estimates and • Council’s Fees & Charges.

2. Payroll services Provide an efficient fortnightly payroll to council staff and elected members. Process all leave requests, process all timesheets.

3. Purchasing services Council’s Purchasing System.

4. Accounts Payable services Creditor Payments System.

5. Debt Recovery services Management of accounts receivable, banking relationship and control of the effective recovery of outstanding debts.

6. Regulatory Returns Preparation of various statutory returns. Some examples include Annual FBT and Tax returns, Monthly BAS Returns and various ABS Returns.

7. Rates notices Rate notices and associated charges levied by Council Officer Responsible: Manager Financial Services Staffing Level (FTE) 59




)

No * (enter X)

1. Review and implement procurement practices. (3 stages)

4.1 06/07 May 2009 56%

2. Develop a strategic plan for Financial Training for all staff.

AM2.2.1 2007/6 Apr 2009 50%

3. Development of BO reports to identify Authority Data process improvements opportunities


Jun 2009 60%


82


Performance Indicators (Ratings: = Satisfactory,? = Marginal, X = Unsatisfactory, - = no data)

Performance Rating:

Variance Report

1. Reporting deadlines

Result Measure (description): Number of occasions that reporting deadlines are missed. Result Target: 0 missed Source of Data: Check sheet Performance: 0 deadlines missed Prospective Actions

Performance Rating:

Variance Report

2. Payroll completion and accuracy< 3% Pay adjustment

0

0.5

1

1.5

2

2.5

3

3.5

Jul


nFeb Mar Apr

May Jun Ju

l

% o

f Pay

Adj

ustm

ents

Actual 2008/09 Target

Prospective Actions

83



Performance Rating: ?

Variance Report Ongoing investigations as to where problems exists, and means to improve

3. Timely processing of purchase requisitions

40

50

60

70

80

90

100

Jul


nFeb Mar Apr

May Jun

% O

rder

s co

nver

ted

with

in 2

day

s

Actual 2008/09 Actual 2007/08 Target 90%

Prospective Actions Continue to educate officers raising requests in compliance with Purchasing Policy.

Performance Rating:

?

Variance Report

4. Creditors Payments - Invoices paid outside of Credit Terms

0102030405060708090

Jul


nFeb Mar Apr

May Jun

% In

voic

es

Actual 2008/09 Actual 2007/08 Target <25%

Prospective Actions Ongoing investigation of methods to improve processes.

84




Variance Report Positive trend over previous month largely due to payment of $1.38M for Education Queensland.

5. Outstanding Debts

(a. % $Sundry Debtors Greater than 90 Days)

0%

5%

10%

15%

20%

25%

30%

35%

40%

Jul


nFeb Mar Apr

May Jun

Actual 2007/08 Actual 2008/09Target <10% <5% outstanding end of rates period

Prospective Actions Continue to monitor & focus on debt collection.

Performance Rating:

Variance Report

6. Regulatory Return Deadlines

Result Measure (description): Number of occasions that regulatory return deadlines are missed. Result Target: 0 missed Source of Data: Check sheet Performance: 0 missed Prospective Actions

85


Performance Rating:

Variance Report 44 incorrect due to system program calculating incorrect State Govt Pensioner Rebate amount.

7. Accuracy of Rates Levied

1st 07/08 2nd 07/08 1st 08/09 2nd 08/09 Total number 64,213 65,691 76,283 77,195 No. incorrect 11 4 33 55

Actual % incorrect

0.0% 0.0% 0.0% 0.0%

Target % incorrect

<0.5% <0.5% <0.5% <0.5%

Performance

Prospective Actions Problem logged with software supplier.


YTD Actual ($)

YTD Budget ($)



Revenue (673,151) (400,579) (272,573) (68%) UNFAVOURABLE

Expenditure 5,291,128 5,601,533 310,404 6% FAVOURABLE

Variance Explanations:

Revenue Variance is predominantly due to: • Timing in the receipt of grant income for Trainee (-$24k), as well as refund for the cancellation of

traineeship from prior year (-$9k). • Greater than anticipated loss YTD due to disposal of land at Cow Bay to EPA (-$243.5k). Budget

was not adjusted by Asset Accounting, Works and Services, at Second Budget Review.

Expenses Variance is predominantly due to: • Timing variances in Materials and Services ($138k), actuals are expected to come in line with

budget as year progresses. • Favourable variance in Other Expenses due to timing in External Audit Fees ($89k).

86


ACTIVITY: CORPORATE FINANCING & OVERHEADS

Mission To manage Council’s corporate funding and overhead allocation.

Output Title: Output Description: 1. Treasury services Services to effectively manage Council’s Cash Assets

and Debt portfolio by maximising returns and minimising financial risk to an acceptable level.

Officer Responsible: Manager Financial Services Staffing Level (FTE) Covered under Financial Services


Performance Rating:

Variance Report

1. Return on cash investment

3.0%

4.0%

5.0%

6.0%

7.0%

8.0%

9.0%

Jul


nFeb Mar Apr

May Jun

08/09 Actual 08/09 RBA Cash Rate

Prospective Actions Continue to invest in a conservative manner and monitor the investment market.

87



Performance Rating:

Variance Report Large movement from February to March is due to income from the second rates instalment being received.

2. Cash Balance

$0

$20

$40

$60

$80

$100

$120

$140

$160

$180

Jul


nFeb Mar Apr

May Jun

Mill

ions

Actual 2008/09 Budget 2008/09Actual 2007/08 Cairns City Council DSC 14/3/2008 Cash Balance

Prospective Actions

Performance Rating:

Variance Report Variance due to timing of loan draw downs.

3A. Loan Balance (QTC)

$0

$20

$40

$60

$80

$100

$120

$140

Jul


nFeb Mar Apr

May Jun

Mill

ions

Actual 2008/09 Budget 2008/09

Prospective Actions Loan approvals were delayed due to the State Election being called. Draw downs not expected to occur until May/June.

88



Performance Rating:

Variance Report

3B. Net Loan Balance (QTC Loan less Cash Balance)

-$120

-$100

-$80

-$60

-$40

-$20

$0

Jul


nFeb Mar Apr

May Jun

Mill

ions

Actual 2008/09 Budget

Prospective Actions

Operating Budget Assessment: YTD

Actual ($) YTD

Budget Revised ($)


(where variance is +/- 2%) Revenue

91,524,865 98,871,130 (7,346,265) (7%)

UNFAVOURABLE

Expenditure

(7,158,439) (6,464,839) 693,000 11%

FAVOURABLE

Variance Explanations:

Revenue Revenue is less than budget due to the net effect of the following: • Interest revenue is greater than budget, this is mainly due to a higher than anticipated cash

balance ($601k) owing to the timing of capital expenditure as well as a higher than expected cash rate. Interest on outstanding rates and charges is also higher than budget due to a greater than anticipated outstanding rates and charges balance ($113k).

• Operating grants is greater than budget YTD due to the early receipt of the fourth quarter Financial Assistance Grant ($1.4m)

• Tax and Dividend is less than budget. Tax and dividend are dependant on the performance of the Business Units ($-9m). Actuals should come in line with budget as the year progresses.

• Gain/loss on disposal of Property, Plant & Equipment is less than budget (-$1.05m), this is due to the timing in disposal of assets.

Expenditure Expenditure is less than budget due to the following favourable variances: • Materials and Services Costs are less then budget ($136k), due to timing variances in

expenditure categories such annual valuations from DNRW and bulk postage for rates. • Other Expenses are less than budget due to timing variances in funding provided by the

Independent Rate Relief Tribunal ($193k) and Rates Based Financial Assistance ($25k). • Employee costs are less than budget due to timing variances. Actual and budget should align as

year progress ($148k). • Bank Fees and Charges are less than budget however should even out as the year progresses

($175k). • Bad and Doubtful Debts are less than budget due to timing in the write off of bad debts ($73k).

89


ACTIVITY: HUMAN RESOURCES

Mission To provide Human Resource services, consultancy and support, by working in partnership

with the organisation, to engage, value and inspire our people.

Output Title: Output Description: 1. Training & Development services Training and development consultancy, support,

coordination and delivery in line with Council’s Business Excellence and individual development plans, Corporate Training Plan and budget.

2. Human Resources information services

An information system to develop, analyse and report on human resource measures that will assist and support effective management of labour within the organisation.

3. Staff recruitment and retention services

Effective recruitment strategies and processes provided to client branches for the selection and retention of full-time, part-time, temporary, casual, trainee, and apprenticeship positions.

4. Employee Relations advice and support

Employee / industrial relations consultancy and support.

Officer Responsible: Manager Human Resources Staffing Level (FTE) 18




)

No * (enter X)

1. Establishing frameworks that manage employment implications and change programs.

Corporate Plan 9.2/9.3 Corporate Risk 020/023

Jun 2009 50%

2. Development of learning events covering equality and diversity issues.

Corporate Plan 9.1 Corporate Risk 022

Jun 2009 50%

3. Development of employment practices that enable the achievement of a work-life balance

Corporate Plan 9.2 Corporate Risk 020

Jun 2009 30%

4. Implementation of a leadership and management development programme

Corporate Plan 9.2.2 Corporate Risk 022

Jun 2009 60%

5. Enhance existing formal and informal consultative processes with employees

Corporate Plan 9.1/10.1

Jun 2009 30%


90



Performance Rating:

Variance Report 351 staff attended training courses in March with 13 absentees.

1. Training delivery - attendance

0100200300400500

Jul


nFeb Mar Apr

MayJu

ne

Attendees Absentees

Prospective Actions Commencement of Certificate IV Training and Assessment, Certificate IV Business Administration ongoing Team Management Systems.

Performance Rating:

Variance Report

2. CHRIS Management System

Result Measure (description): Continual servicing and upgrading of Chris 21 to enhance functionality. Result Target: 1 upgrade per year Source of Data: Upgrade test reports. Reporting Frequency: Annually Performance:

Prospective Actions

91



Performance Rating:

Variance Report 54 vacancies were actioned within 3 months. 15 vacancies were not actioned within 3 months due to ongoing difficulty in securing specialised candidates.

3a. Vacancy management and workforce planning - Vacancies filled

01020304050607080

Jul


nFeb Mar Apr May Ju

n

Vacancies actioned w ithin 3 months Vacancies not actioned w ithin 3 months

Prospective Actions Increased liaison with departments in finalising vacancies within 3 month period. Council’s recruitment process has been reviewed and changes have been made to speed up the process. A revised Recruitment Process will be submitted to EMT, with improvements to make the application process more contemporary and efficient.

Performance Rating:

Variance Report The annualised turnover for full time employees in March was 10.01%, and YTD was 19.20% overall (including casuals and part-time positions). Target level is 16%.

3b. Staff turnover (including casuals) Vacancy management and workforce planning

6%8%

10%12%14%16%18%20%22%24%

Jul


nFeb Mar Apr May Ju

n

% Turnover Full Time staff % Turnover Overall inc Casuals Target < 16%

Prospective Actions

92



Performance Rating:

Variance Report There have been 23 industrial disputes / grievances in March. 5 Matters have been closed off during March, none of which resulted in reportable lost time.

4. Workplace dispute and grievance levels

-202468

10

Jul


nFeb Mar Apr May Ju

n

Water & Waste Corporate Services Works & Services

Comm & Cultral Services Planning & Development

Prospective Actions Report on the number, frequency and source.


YTD Actual ($)

YTD Budget Revised

($)



Revenue 102, 776 80, 617 22, 159 27 FAVOURABLE • Reasons: Government grants

for trainees/ apprentices are based on completion date of such employee

Implications / Actions: Due to various completion dates of trainees/ apprentices, funding payment will vary throughout year as processed – end result favourable.

Expenditure 2, 607, 497 2, 990, 028 382, 531 13 FAVOURABLE • Reasons:. As per previous

report on-line with YTD activity • Implications / Actions: As per

previous report streamlining of recruitment advertising is continuing.

93


ACTIVITY: WORKPLACE HEALTH & SAFETY

Mission: To provide advice and support on appropriate Workplace Health and Safety systems,

processes and procedures in line with the direction and values of Cairns Regional Council.

Output Title: Output Description: 1. WH&S Training Training, consultancy, support, coordination and delivery

in line with Council’s Corporate Safety System.

2. WH&S Reports Reports on Workplace Health & Safety measures that will assist and support effective management of Safeplan within the organisation.

3. WH&S Consultation Effective, timely WH&S consultation and advice to client branches and the executive management.

4. WH&S System Compliance management

Effective support, advice, policies, procedures and assistance in meeting all legislative requirements in relation to WH&S.

5. Rehabilitation System Compliance management

Effective consultancy, support, policies, procedures and assistance in meeting all legislative requirements in relation to Rehabilitation / Return to Work.

Officer Responsible: Manager Human Resources Staffing Level (FTE) 5


Linkage(s) Due Date


(enter )

No * (enter X)

1. Develop and implement a Monthly Action Plan document review matrix to enable Council to review all relevant WH&S documents and procedures within a two year cycle.


Jun 2009 100%

2. Develop and utilise the WH&S and Rehabilitation functionality in CHRIS 21 to facilitating reporting to management of costs associated with WH&S / Rehabilitation issues

Self Assessment 10.1 & 10.2

Jul 2009 100%

3. Develop and implement Audit schedule across all Departments / Branches

Self Assessment 10.1 & 10.2

Jun 2009 10%

* Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target: Place WHSO on Auditors Case in early 2009

94



Performance Rating:

Variance Report Staff Attending WH&S Safety training in March: 153 attendees with 7 absentees.

1. WH&S Training Coverage

020406080

100

Jul


nFeb Mar Apr May Ju

n

%

Attendees Target 100%

Prospective Actions Monitor and Report.

Performance Rating:

?

Variance Report CRC’s LTIFR increased this month due to 7 LTI’s. However Councils LTIFR of 17.50 is well below the group average of 26.60 but does not meet Councils benchmark of 16.03 .

2a. Lost time injury frequency rate (LTIFR) (Council)

5

10

15

20

25

30

35

Jul Aug


bMar Apr May Jun

LTIFR Target

Prospective Actions Council continue to be vigilant and proactive in reporting hazards so we can continue to reduce the LTIFR.

Performance Rating:

?

Variance Report CRC’s LTIDR has decreased from 32.76 to 28.22. This is due to Councils increase in LTI’s. This is still above both the group rate of 13.50 and Councils bench mark of 17.02.

2b. Lost time injury duration rate (LTIDR) (Council)

0

10

20

30

40

50

60

Jul Aug

Sep Oct No

vDe

c Jan Feb

Mar Apr

May Jun

LTIDR Target

Prospective Actions Encourage good practices to decrease injury. Get personnel onto suitable duties ASAP

95




Variance Report Continuing to conduct annual assessment

3. WH&S Compliance External

Result Measure (description): Compliance with Safeplan system. Compliance with WH&S QLD inspections. Result Target: To achieve 80% or better on LGW internal audit. 100% compliance to all notices received. Source of Data: Audit results / Improvement, Prohibited, Directive notices. Reporting Frequency: Monthly/Annual Performance:

Prospective Actions Finalise assessment

Performance Rating:

?

Variance Report MAPS

4. WH&S Compliance Internal

Result Measure (description): Internal WH&S Management System Audit conducted for all Branches within Council’s operations. Result Target: One audit per quarter completed for one operational unit within Council with corrective actions documented and tracked. Source of Data: WH&S Monthly Report / Audit Reports. Reporting Frequency: Three monthly Performance:

Prospective Actions Continue with the MAPS program


YTD Actual ($)

YTD Budget Revised

($)



Revenue 42, 910 36, 000 6, 910 19 N/A

Expenditure 433, 532 527, 645 94, 113 18 FAVOURABLE • Reasons: No WHSO

allocated to Port/Mossman • Implications / Actions:

Finalised Port Douglas WHSO recruitment. Position will be filled this month.

96


ACTIVITY: INFORMATION SERVICES

Mission: To enable Council to have the capacity and capability to manage the collection and flow of

data, information and knowledge; and to ensure that management of information systems, infrastructure and information management services support Council’s role in providing customer and community services, decision-making and business operations.

Output Title Output Description 1. ICT Support Services Provide monitoring and resolution of ICT System related problems 2. ICT Service Provision Provision of ICT related service requests 3. Computer systems Provision of computer hardware and software to allow officers to

efficiently and effectively function. 4. Advisory Services Provide input into IT strategy, solution concept and evaluations,

information communications technology strategy research and development, information modelling, management and planning.

Officer Responsible: Manager Information Services Staffing Level (FTE) 29


Linkage(s) Due Date


(enter )

No * (enter X)

1. Review of systems to allow forward planning of resource requirements for projects and operational workloads.

Corporate Plan 9.1 Self Assessment 2.1, 2.2.1, 2.2.2

Dec 2008 100%

2. Upgrade of IS service management software (INFRA) to Version 8 to allow process improvements and movement towards ITIL v3.

Corporate Plan 9.1 Self Assessment 2.1, 3.1, 4.2.4, 9.1

Mar 2009 55%

X

3. Investigation of solutions for consolidation of mobile phones and devices to provide a scalable, supportable and consistent approach across Council

Corporate Plan 9.1 Self Assessment 2.3.1

Jun 2009 100%

* Variance Report for Initiatives not on target: 2. The availability of the vendor providing the Infra management system has been limited due to vendor workload. * Prospective Actions for Initiatives not on target: 2. A new project schedule has been determined based on availability and anticipated completion is May, 2009.

97



Performance Rating:

Variance Report

1. Responsiveness - Service Requests - Percentage completed within timeframes

75%

85%

95%

Jul


nFeb Mar Apr

May Jun

SR's finalised Target

Prospective Actions

Performance Rating:

Variance Report

2. Responsiveness - Incidents - Percentage completed within timeframes

75%

85%

95%

Jul

AugSep

tOct

Nov Dec Jan

Feb Mar AprMay Ju

n% Critical Calls Finalised % High Calls Finalised% Medium Calls Finalised % Low Calls FinalisedTarget

Prospective Actions .

Performance Rating:

Variance Report

3. System Availability (core data / voice networks & corporate applications)

97

97.5

98

98.5

99

99.5

100

Jul


nFeb Mar Apr

May Jun

Per

cent

age

Availability Target

Prospective Actions

98


Performance Rating:

?

Variance Report Annual Survey was undertaken during June. Target for each of the three performance categories was 80%. Satisfaction scored at 76%, Timeliness at 78% and Quality at 84%.

4. Satisfaction - Survey of Outcome

70%

80%

90%

100%

Satisif

actio

n

Timeli

ness

Quality

Survey Result Target

Prospective Actions The survey identified several areas for improvement: improving the user friendliness of the IS Portal, improving feedback on requests, and a return of the morning walk around service.

99



YTD Actual ($)

YTD Budget Revised

($)



Revenue

63,930 (14,911) 78,842 529% FAVOURABLE • Sale of computers at end of life

that is not forecast • $25,000 of the positive

performance will be transferred to expense as it is a refund of training expenses.

Expenditure 5,835,261 6,348,800 513,540 8% FAVOURABLE • Savings of $25,000 exists in

Computer Software supplies. • Timing differences of $100,000

exists in Software Maintenance.

• Timing differences of $70,000 exist in Software Licensing

• Timing differences of $200,000 exist in consultancy service due to some projects not occurring when originally budgeted.

• Timing differences of $60,000 exists in Hardware Support Services.

• Savings of $80,000 have been realised due to open positions not being immediately filled. Some of these savings will cover the increased costs of traineeships.

finance & administration committee 15 april 2009 …53 agenda – finance & administration...

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