operational plan 2014/2015 - mid-coast council

STATUS - C – Complete I - Incomplete P – Progressing N – Not yet programmed to commence W – Withdrawn of 34

Operational Plan 2014/2015 Second Quarter Review

Frontline Services

REGULATORY SERVICES – BUILDING & DEVELOPMENT SERVICES Initiatives

KEY INITIATIVES TARGET DATE

STATUS

COMMENT (explanation to status)

Progress Stage II of electronic lodgement system

December 2014

P Finalisation of process for electronic lodgement of private certifier CDCs is awaiting set up of payment gateway.

Develop electronic framework for compliance investigation management

February 2015 P Review of existing process and templates has commenced. The review has identified additional issues, which means the target date has been pushed back until June 2015.

Digitise and archive superseded planning instruments and maps

April 2015 C

Investigate online DA assessment and tracking modules

April 2015 P Framework is in place and currently working with supplier to rectify minor issues to allow documents to be accessible from the website.

Refine and expand strategy for improved customer options in building certification

April 2015 P Review of website content complete. Recruitment of new staff has provided opportunities to strengthen relationships with customers. Several new customers have committed to the use of GTCC certification services.

Implement State directed statutory planning and building components of NSW Planning Reform

June 2015 N


REGULATORY SERVICES – BUILDING SERVICES Key Performance Indicators

KEY PERFORMANCE INDICATORS

STANDARD ACHIEVED COMMENT ACTION PLAN

Q1 Q2 Q3 Q4

Correspondence answered within 14 days (DP 35.1)

90% 93 91

Number of items requiring action 523 318

Determine Complying Development Applications within 20 days

80% 100 66 Requests for more information and follow up, resulted in one of three applications not being processed within 20 days.

Systems and processes have been changed to reduce instances where additional information is required.

Determine local assessment Development Applications within 50 days*

80% 90 90

Determine development requiring concurrence within 70 days*

80% - -

Determine integrated development within 70 days*

80% 60 67 Minor improvement in assessment times. Completion of older inactive files has hindered attainment of the KPI. Median assessment time was 57 days.

Determine designated development within 70 days*

80% - -

Determine subdivision certificates applications within 14 working days*

80% 69 63 Larger releases requiring more detailed engineering assessment has hindered attainment of the KPI. The median assessment time was 12 days.

Determine Building Certificates within 21 days*

80% 100 88

Determine Construction Certificate Applications within 40 days*

80% 100 96


Determine On Site Sewerage Management Applications within 40 days

80% 88 85

Determine the Review of Environmental Factors (REF) within 14 days

90% 100 100

* Excludes “stop the clock” time.

COMMUNITY WELLBEING – COMMUNITY SERVICES Initiatives


STATUS


Develop a revised Get That Grant information resource to support community groups seeking external funding.

December 2014

P Document has been revised and data has been updated. To be finalised and published in January 2015.

Commence implementation of the Greater Taree Youth Strategic Plan.

October 2014 C Plan has been revised in line with services changes and approved by MYSST meeting in November 2014. Implementation will be ongoing.

Develop and implement plan of events working with internal and external service providers to provide community consultation, activities & events (eg Live and Loud events)

December 2014

C Plan of events completed. Events for the quarter include Manning Community Connect Day, Cyber Safety and the Law training day, MYAT presentation evening.

Develop a 3 year Road Safety Strategy.

December 2014

C 3 year Road Safety Strategy submitted to Roads and Maritime Services (RMS) and projects have been approved.

Implement 3 projects in accordance with the Road Safety Strategy.

June 2015 P Safer Seniors calendar has distributed to local seniors via local service groups, aged care services and other local community service outlets.

Plan B project implemented as a part of Melbourne Cup activities and distribution of Plan B, drink driving resources was undertaken the lead up to the Christmas period.


Continued involvement and support to the driving change, learner driver project and facilitated supervisors of Learner driver’s workshop in the quarter.

COMMUNITY WELLBEING – COMMUNITY SERVICES Key Performance Indicators


STANDARD % ACHIEVED COMMENT ACTION PLAN

Q1 Q2 Q3 Q4


90% 95 97


Number of training events held 6 2 3 Youth Services- Cyber Safety & the Law

Integrated Planning and Reporting Framework – Team Leaders forum

Training supervisors of Learner Drivers Program

Number of planning and development activities held

6 5 5 MYSST (Manning Youth Services Support Team) planning of outcomes for 2015.

Community Safety Committee meeting support and facilitation of Community Consultation outreach session.

4 students supported to achieve Certificate II in Theatre, Live Production and Events.

Community Connect Day held at the PCYC connecting people at risk with support services.

Drafting of Graffiti Management Procedure and MOU.

Number of community sector capacity building activities held

20 9 8 Facilitation of monthly Youth Advisory (MYAT) and Youth Support Meetings


(MYSST)

Hosting of Aged Community Care network meeting

Coordination of Manning Social Development Advisory Committee

Number of occasions services linked with information

1000 279 274 Distribution of Get that Grant bulletin (124)

Number of clients linked with information

200 450 1502

Provision of Youth Information for Father Son Breakfast (30).

People linked with information at Community Connect day (500)

Distribution of Safer Seniors 2015 Calender, including information on road safety for older persons (970)

Safer Senior presentations (2)

Number of resources developed 2 1 6

Cyber awareness webpage and resource links.

Dogs on Council managed land Frequently Asked Questions

Vehicles on beaches Frequently Asked Questions

Community Safety Frequently Asked Questions

Beach Driving Guidelines

Safer Seniors 2015 Calender

Number of partnership projects 8 4 7 Manning Community Connect Day

Tinonee Father Son Breakfast

Manning in Rhyme Poetry Competition

Saltwater Women’s Camp


Transport Directory

Driving change learner driver program

Safer Seniors 2015 Calender

COMMUNITY WELLBEING – CUSTOMER SERVICE Initiatives


STATUS


Implement targeted customer feedback mechanism

December 2014

P Due to operational restructure this is postponed until Q4 implementation.

Undertake geotechnical investigations into the site capacity to accommodate double depth graves at Dawson River Cemetery

March 2015 P

Use new web platform to deliver and promote online access to information and online business enquiries/transactions

June 2015 P Electronic housing code implemented and being utilised for complying development. Broader promotional strategy to be implemented Q3-4.

COMMUNITY WELLBEING – CUSTOMER SERVICE Key Performance Indicators



Q1 Q2 Q3 Q4


90% 99 98


Incoming telephone calls answered within 30 seconds

80% 82% 83


Call abandonment rate Below 3% 6% 5 Further analysis of peak times has been undertaken and rosters adjusted accordingly.

Resolution of enquiries at first contact

80% 78% 80

ECONOMIC DEVELOPMENT Initiatives


STATUS


Extend the current Memorandum for a period of six months

July 2014 C Completed

Consider the conditions and the activities for inclusion in any future MOU

October 2014 C New MOU approved by Council for 2015 and 2016 calendar years and signed by Council and the Manning Valley Business Chamber.

REGULATORY SERVICES – ENVIRONMENTAL HEALTH Initiatives


STATUS


Review the structure and activities of the section and in particular how compliance activities function across the department

December 2014

P Review is complete. Recruitment of staff to be finalised Q3.


REGULATORY SERVICES – ENVIRONMENTAL HEALTH Key Performance Indicators



Q1 Q2 Q3 Q4


90% 78 86 Better distribution of correspondence has resulted in minor improvements for the quarter

Finalise recruitment of vacant positions


Inspect 330 properties for noxious weeds annually

100% - - Measured annually. 145 inspections undertaken for Q2.

Conduct 150 days of parking patrols annually

100% - - Measured annually. 35 patrol days undertaken for Q2.

Inspect all Food and Licensed premises annually

100% - - Measured annually

STRATEGIC PLANNING – ENVIRONMENTAL SERVICES Initiatives


STATUS


Prepare and implement the Cattai Wetlands Annual Infrastructure Maintenance Plan

December 2014

I Draft plan prepared – to be finalised in consultation with the Manning Wetlands Steering Committee in February 2015.

Prepare and implement the Cattai Wetlands 4 Year Operational Works Program

December 2014

I Draft plan prepared – to be finalised in consultation with the Manning Wetlands Steering Committee in February 2015.

Undertake research/remediation partnership with University of NSW (Water Research Laboratory [WRL]) for Big Swamp Project

June 2015 P WRL engaged to undertake water quality monitoring and reporting over a three-year period. One water sampling event undertaken during the reporting period. Results will be analysed and reported annually.


Implement priorities identified in Environmental Action Plan

June 2015 P The following projects were commenced/implemented in Q2:

Maintenance dredging at Farquhar Inlet in partnership with the Farquhar Inlet Management Group (FIMG).

Landscaping of the Harrington Lagoon foreshore in partnership with FIMG.

Urban waterway riparian rehabilitation at Manning Waters Reserve, Kendall Reserve, Butea Drive Reserve and on the Dawson River behind the Taree Recreation Ground.

Bush regeneration works at various Council reserves at Hallidays Point, Old Bar, Taree, Wingham, Tinonee and Harrington.

Continuation of environmental restoration works at Big Swamp/Cattai Wetlands.

Energy Audits of the Aquatic Centre, Works Depot, Administration Building & Entertainment Centre.

Monitoring of water quality within the Manning River estuary and release of the State of the Manning Report Card for 2013/14.

Continuation of the Sand Tracing Study for Old Bar Beach.

Training of staff in Aboriginal Cultural Heritage Assessment and Erosion & Sediment Control.

Update of Council’s Aboriginal Cultural Heritage Assessment Guidelines.

Increased cleaning of boat ramps and fish cleaning tables.

The following projects are currently in development and will be commenced/implemented in Q3:

Dredging of the Harrington Backchannel in partnership with FIMG.

Restoration of the gravel boat launching area in partnership with the Manning River Rowing Club.

Harrington Waters riverbank restoration.

Dyers Crossing Weir fish barrier removal.

Racecourse Creek flood mitigation/environmental restoration works.

Installation of solar panels at the Kolodong Works Depot.


World Wetland Day celebrations at Cattai Wetlands on 1 February 2015.

Development of Aboriginal Cultural Heritage interpretive materials for Cattai Wetlands.

Inspection and cleaning of all major gross pollutant traps.

Council received notification it was successful in receiving funding of $554,600 through the NSW Office of Environment & Heritage’s Estuary Management Program for seven projects which will be matched dollar for dollar with funding from the environmental levy.

Funding applications have also been submitted for the following projects:

NSW Recreational Fishing Trust - to install a new pontoon and fish cleaning table at the Bohnock boat ramp.

NSW Fish Habitat Action Grant - to undertake the restoration of 700 metres of severely eroding riverbank at Harrington.

NSW Environmental Trust Restoration and Rehabilitation – to undertake wetland restoration works, construct a walking track and install interpretive signage within the Taree Recreation Ground adjacent the Dawson River.

NSW Environmental Trust Restoration and Rehabilitation – to undertake acid sulfate soil remediation in partnership with NSW Fisheries at Big Swamp.

NSW Better Boating Program - for new and improved boating facilities within priority areas identified in the draft Manning-Great Lakes Regional Boating Plan.

STRATEGIC PLANNING – ENVIRONMENTAL SERVICES Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 100


Prepare Review of Environment Factors (REFs) for Asset Planning within 6 weeks of receipt

80% 100 100 4 REFs prepared in Q2


Ecological health of estuary Good (B) – Excellent (A)

B Annual reporting only

INFRASTRUCTURE SERVICES Initiatives


STATUS


Prepare a stockpile management plan

December 2014

P The majority of the plan has been prepared but further development is required in order to adhere to newly released environmental legislation.

Prepare a Frequently Asked Questions (FAQ) form for the patrol grading of unsealed roads.

March 2015 N

INFRASTRUCTURE SERVICES Key Performance Indicators



Q1 Q2 Q3 Q4


90% 91 94


Respond to high priority road, bridge and drainage defects within industry standard timeframes.

90% >90 >90

Implement project management plans for all capital works projects allocated to Infrastructure Services.

100% 100 100

Adhere and comply with internal Inspection and Test Plans

100% 100 100


(including Auspec ITP’s) for all capital works projects allocated to Infrastructure Services.

Routinely Inspect and record defects along all Regional Roads on a monthly basis. (12 formal inspections per year).

12 25

50

STRATEGIC PLANNING - LANDUSE PLANNING Initiatives


STATUS


Review of residential and employment zones

December 2014

C Technical report received from consultant, with implementation through future LEP amendments.

Prepare Taree War Memorial Clock for Anzac Centenary (paving project) in partnership with Taree RSL sub-branch

April 2015 P Paving along Victoria Street side completed and Great War Walkway to commence in January 2015.

Construct Harry Bennett Park amenities building

May 2015 P Preliminary design finalised and architect instructed to develop the design package further to enable construction early in 2015.

Implement State directed landuse planning components of the NSW Planning Reforms

June 2015 N Awaiting direction from State Government.

STRATEGIC PLANNING - LANDUSE PLANNING Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 100



Process Development Application environmental assessment referrals within 2 weeks

90% 100 100

Process Review of Environmental Factors environmental assessment referrals within 1 week

90% 100 100

Report Planning Proposals to Council within 90 days

90% 100 100

COMMUNITY WELLBEING – LEISURE FACILITIES Initiatives


STATUS


Construct covered outdoor gym space to increase capacity for programmed and casual gym use.

December 2014

C

Develop an asset renewal/replacement program for major capital improvement items.

December 2014

C 2 year plan in place. Will develop to a 5 year plan by end of 14/15FY.

Develop annual preventative maintenance program and schedule of works to align with proposed annual winter shutdown

June 2015 P On target for completion by due date.


COMMUNITY WELLBEING – LEISURE FACILITIES Key Performance Indicators



Q1 Q2 Q3 Q4

Number of facility memberships at the MALC

Increasing 985 1100

Number of total visitations (including casual visitors) at the MALC

Increasing 38939

56708

Subsidy rate per user for MALC Decreasing -$4.63 -$6.73

Subsidy rate per user for Wingham Decreasing N/A -$9.45

CULTURAL SERVICES – LIBRARY SERVICES Initiatives


STATUS


Develop new-look library web presence to reflect new cultural services brand

October 2014 C New website launched November 2014.

Develop plans for Old Bar Library Building

February 2015 N Deferred – pending outcome of sustainability reviews.

Provide interactive access to local history images to enable community-generated content enrichment

March 2015 P In-principle agreement with Manning Valley Historical Society as content contributor and partner. Content management systems currently being evaluated.


CULTURAL SERVICES – LIBRARY SERVICES Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 92


Visitation per capita 5.0 6 5.2

Items borrowed per capita 6.9 8.3 7.3

Average annual usage per item 3.8 4.6 4.1

Age of collection < 5years 51% 50.2 49.3 Timing of acquisitions vs deselection of items Continue active deselection.

Percentage of self-service loans (Taree)

65% 56 83 New customer service model: ‘side-by-side’ loans at kiosks (Taree Library) has raised figure markedly. The new model is working well and figures are expected to remain high.

Number of appearances of pop-up library in community locations

8 4 1

CULTURAL SERVICES – MANNING ENTERTAINMENT CENTRE Initiatives


STATUS


Undertake audience research on target markets, marketing channels and ticket packaging to better meet community needs

September 2014

P Revised target date reported in Q1 - April 2015. RFQ closed December.


Upgrade theatre lighting control system

October 2014 C

Develop a schools engagement framework to better engage local students and trial with three schools

December 2014

P Schools Engagement Officer employed under the ‘Engage’ federal funding program (delayed) has commenced with encouraging early responses from schools. New milestones are: school bookings model February 2015; website resources March 2015; framework completion June 2015.

Enhance Entertainment Centre website to feature a new access point for schools and facilitate group bookings

December 2014

P New website went live November 2014. As per above funding delay: new completion date for schools section -March 2015.

Develop a program of workshops and seminars to build local performing arts technical and performance capacity

February 2015 P

Create packages and marketing materials to promote seminars and business events at the Centre

April 2015 N

CULTURAL SERVICES – MANNING ENTERTAINMENT CENTRE Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 100


Venue capacity filled per performance

60% 46 33

Entrepreneurial shows turning a profit

>70% 25 100 63% YTD

Online bookings 40% 38 48


Increase annual kiosk profit 5% Reported annually

CULTURAL SERVICES – MANNING REGIONAL ART GALLERY Initiatives


STATUS


Develop a program of niche market art fairs to diversify audiences and income streams

October 2014 C Art fairs have been scheduled for October 2014 and March 2015 to take advantage of spring and autumn weather.

Develop and deliver a Chinese art festival to continue promotion of cultural diversity in art

June 2015 P A successful grant of $9,600 has been advised to fund the Asia Manning Project in June 2015. Committee established with community partners and festival program drafted.

CULTURAL SERVICES – MANNING REGIONAL ART GALLERY Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 100


Increase visitation over previous years (3-year average)

5% -21 15

Exhibitions & public programs that engage target groups as identified by Arts NSW (CALD, Child, Youth, Indigenous)

20% 37 56

Places filled at art workshops 80% 92 80

Increase annual Gallery shop profit 10% Reviewed annually


COMMUNITY WELLBEING – PARKS & RESERVES Initiatives


STATUS


Undertake community engagement regarding the identified rationalisation and embellishment plans in the Open Space Improvement Plan

December 2014

P The draft improvement plan is currently on public exhibition until the end of February 2015. Strategic Planning are currently organising locality information sessions with residents which are planned for February 2015.

Develop detailed specifications and standards for the public toilet cleaning contract tender

March 2015 P Schedules and specifications are currently under review with the Team Leader Procurement pending the tender process in the first half of 2015.

COMMUNITY WELLBEING – PARKS & RESERVES Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 100


27 cycles of 1 sports field mowing program completed

100% 100 100

12 cycles of 3 urban broadscale mowing programs completed

100% 100 100

42 cycles of 2 horticultural maintenance programs completed

100% 95 100

5 cycles of 1 weed spray program completed

100% 100 80 Weather interruptions during Q2 None


7 cycles of 1 boat ramp cleaning program completed

100% 100 100

4 cycles of playground safety inspections completed

100% 100 100

4 cycles of water safety sign inspections completed

100% 100 100

PROPERTY & PROCUREMENT – TAREE REGIONAL AIRPORT Initiatives


STATUS


Promote and sell aviation business park lots

December 2014

P Marketing and sales commenced. Intensive marketing commencing Feb 15.

Review landing data and fee system.

December 2014

C Analysis complete. New system to be installed in 15/16 FY.

Develop airport and aviation business park sub-brand.

April 2015 N

PROPERTY & PROCUREMENT – TAREE REGIONAL AIRPORT Key Performance Indicators



Q1 Q2 Q3 Q4

Comply with airport operational regulations (CASA, Department of Infrastructure and Transport, Air Services Australia, Bureau of Meteorology, Australian Federal Police)

100% 100 100

Record aircraft takeoff and landing movements

100% 100 97 3 days lost due to power supply outage. The data capture system now has a UPS back up.

No further action.


GOVERNANCE – TOURISM SECTOR DEVELOPMENT Initiatives


STATUS


Implement local event signage policy in consultation with local event organisers

October 2014 C Policy adopted December 2015. http://www.gtcc.nsw.gov.au/assets/Main-Site/Files/RP-Governance-Policies/Community-Event-Signage.pdf

Develop social media campaign December 2014

P Due to staff vacancy this has been deferred until Q3/4.

Introduce Tourism information into Libraries

March 2015 P

GOVERNANCE – TOURISM SECTOR DEVELOPMENT Key Performance Indicators



Q1 Q2 Q3 Q4


90% 88 100


Increase Manning Valley Facebook likes

50% NA NA Measured annually

Increase unique Manning Valley website hits

15% NA NA Measured annually

Weekly communication with Members of Partnership program

100% 100 100

Monthly Partner update 100% 100 100

Deliver education sessions for Sector operators

3 NA NA Measured annually

http://www.gtcc.nsw.gov.au/assets/Main-Site/Files/RP-Governance-Policies/Community-Event-Signage.pdf

http://www.gtcc.nsw.gov.au/assets/Main-Site/Files/RP-Governance-Policies/Community-Event-Signage.pdf


Conduct major Manning Valley Tourism Campaigns

2 NA NA Measured annually.

COMMUNITY WELLBEING – WASTE MANAGEMENT Initiatives


STATUS


Carry out an education campaign to reduce the amount of contamination within the green waste stream

December 2014

P Education campaign has started and is already getting results with the contamination for green waste at 2.39%. This is a good outcome for the community and the Council.

Improve the Construction and Demolition sorting area to increase diversion rates of waste to landfill

March 2015 C EPA procedures have commenced Council has improved the access to the area which has improved the overall productivity of the sorting area.

Improve processes for Clean Up Australia Day event collaboration with Mid Coast Waste

March 2015 C Procedures have been reviewed in consultation with events team. Waste will provide ongoing support to improve this service in the future.

COMMUNITY WELLBEING – WASTE MANAGEMENT Key Performance Indicators



Q1 Q2 Q3 Q4


90% 93 100


Commercial and Industrial waste recovered

Increasing 9.2 13 On target to meet KPI may need to be reviewed in light of new waste regulations

Construction and demolition waste recovered

Increasing 85.3 86 On target to meet KPI may need to be reviewed in light of new waste regulations


Weekly landfill compliance audit conducted

100% 100 100

Support Services

ASSET PLANNING Initiatives


STATUS


Complete revaluation of Council’s transportation assets

September 2014

C Revaluation completed in line with financial audit timeframe.

Re-establish Council’s Floodplain Management Committee and review floodplain management priorities

December 2014

I Report to Council 15 October resolved to establish Floodplain Management Advisory Committee. EOI for community membership completed with recommendation to be reported to Council Meeting of 28 January 2015. Initial Committee meeting to be held Q3 with agenda to include review of current floodplain management priorities.

Review and Improve Bridge asset inspection regime in conjunction with Infrastructure Services including process, documentation and reporting requirements.

December 2014

C Strategic review undertaken by consultants GHD completed December 2014, including updated bridge inventory / condition details and prioritised maintenance / renewal / upgrade program. Inspection procedure and tools developed. Inspection resource identification, training and program development to continue in consultation with Infrastructure Services Q3 and Q4.

Review Asset Management Strategy in line with draft Asset Management Plans

March 2015 P Progressing with assistance from consultants Jeff Rorda and Associates. Currently on track for working draft Asset Management Plans for Transport (sealed and unsealed roads, footpath and K&G) and Bridge (bridges, major culverts and causeways) asset categories. Stormwater Drainage, Buildings and Recreation asset categories will follow subsequently. Strategy will be revised as asset management plans are completed.

Review and Improve project delivery framework including process, documentation and reporting requirements.

March 2015 P Development progressing concurrent with delivery of FY14/15 Capital Works Program – as delivery progresses, the process is captured and refined and relevant documentation (templates, checklists, etc) are developed and standardised. The capital works program is reported to Council in a standard format on a monthly basis.

Review and Improve Stormwater Drainage asset inspection regime

June 2015 P Initial scoping exercise completed - resources yet to be allocated.


in conjunction with Infrastructure Services including process, documentation and reporting requirements.

Complete the review of Council’s engineering design and construction guidelines

June 2015 P Investigation on scope and method of review (internal / external / combination) complete, quotations for external support received. Currently considering partnering with all Mid-ROC Councils to develop a consistent Mid-ROC regional guideline.

ASSET PLANNING Key Performance Indicators



Q1 Q2 Q3 Q4


90% 96 98


Respond to development referrals within 14 working days

80% 93 98

Undertake engineering inspections within 2 business days of notification.

80% 100 100

Design of projects for annual capital works completed prior to commencement of the year in which they are funded for delivery, allowing for ‘adopted budget’ variances.

80% 0 0 No FY15/16 Designs are complete however many have commenced. Final draft FY15/16 capital works program anticipated Jan / Feb 15.

Issue Project Briefs for capital works within one month of the budget being approved

80% 0 75 Completion of FY14/15 Project Briefs delayed due to development of project brief template in Q1. Majority of Project Briefs were issued in Q2 with remaining to be issued in Q3.


Complete funding agreement reports by prescribed dates (including Roads to Recovery, Road and Maritime Services monthly expenditure, state and federal grants).

100% 100 100

Complete externally contracted capital works within 3% of contracted value accepting approved variations

100% 100 N/A No externally contracted works completed in Q2.

FINANCE & RATES Initiatives


STATUS


Prepare business case for implementation of electronic distribution of rate notices

November 2014

C Business case complete. Service provider RFQ in progress with closure in Q3.

Prepare project plan for revision of rating categories

December 2014

W Deferred pending current finance process review.

Develop detailed specifications for the tender of banking services

April 2015 N

Develop financial communication reference materials for Council’s intranet and formalise budget management training program

June 2015 N


FINANCE & RATES Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 99


Submit investment reports monthly to Council

100% 100 100

Submit quarterly statutory budget reports to Council

100% 100 100 Q2 is scheduled for the first month of Q3.

Issue Section 603 certificates which specify any outstanding rates, charges and debts relating to a parcel of land, within 5 working days

100% 100 99 359 of 361 were issued within 5 working days. The remaining two were completed the following week.

Issue rating/instalment notices within statutory timeframes

100% 100 100

GOVERNANCE Initiatives


STATUS


Evaluate Dogs on Beaches and Vehicles on Beaches policy with specific user and interest groups

Dec 2014 C Policies were reviewed following extensive community engagement and adopted December 2014. Feedback from those we spoke to were very positive about the experience, expressing that they felt heard and appreciated our quick responses and feedback. Policies will need to be reviewed within a 12 month period, due to the changing nature of the coastal environment and other issues that arose as a part of the engagement which would require canvassing of the broader community.


Evaluate and report on the Community Partnership Memorandums of Understanding

Dec 2014 P To be completed Q3.

Formalise internal TRIM training strategy

June 2015 P

GOVERNANCE Key Performance Indicators



Q1 Q2 Q3 Q4


90% 99 97


Hold Internal Audit Committee meetings

3 (annually)

1 1

Respond to liability claims within 5 days

100% 100 50

Release two positive media stories weekly

100% 100 100

Process Government Information Public Access (GIPA) formal applications within 20 days

100% 100 100

Enter surface mail into Council’s records management system by close of the second business day

100% 100 100

Enter all Corporate email received by 4pm into Council’s records management system on the same day

100% 98.5 97


Prepare and distribute Council newsletters quarterly

100% 100 0 Staff vacancy has caused review of processes and increased focus on web communication this quarter.

Produce and circulate staff newsletters monthly

100% 100 0 Staff vacancy has caused review of processes and increased focus on staff digital communication this quarter.

Report Risk Management Action Plan quarterly

100% 100 100

ORGANISATIONAL DEVELOPMENT Initiatives


STATUS


Develop program of WHS toolbox talks with all indoor teams

December 2014

P

Design and implement a skills audit; and design and deliver tailored training packages including e-learning tools.

June 2015 P New e-Quip online learning system procured and customised as part of a regional MIDROC HR project. The system was tested in Q2 for launch in Q3.

Promote work experience program for TVET and tertiary students.

June 2015 P

Implement integrated self serve Human Resource Information System.

June 2015 P Project implementation pending intranet/Sharepoint initiatives lead by Technology.

Implement a mature aged worker strategy including flexible work patterns and succession planning programs for vacancy critical roles.

June 2015 P First draft of Mature Age Worker Strategy complete and discussed with Sageco consultant.


ORGANISATIONAL DEVELOPMENT Key Performance Indicators



Q1 Q2 Q3 Q4


90% 98 97


Implement training plan activities (measured annually)

90% - - Measured annually

Complete and lodge payruns within prescribed timeframes

100% 100 100

Resolve grievances at local level 90% 0 0 0 grievances handled in Q2.

Complete process improvement projects within prescribed timeframes

100% 0 0 0 projects undertaken in Q2 as a result of staffing changes.

Hold monthly toolbox talks with outdoor teams

100% 80 100

Complete health monitoring activities within prescribed timeframes (measured annually)

100% - -

PROPERTY & PROCUREMENT Initiatives


STATUS


Develop standardised leasing and licensing documents.

December 2014

C

Standardise lease charges based on type of user group.

March 2015 P On target for completion by due date.


PROPERTY & PROCUREMENT Key Performance Indicators



Q1 Q2 Q3 Q4


90% 98 98


Stock loss <2% 0.9 1.5

Review store stock items biannual N C

Review leases prior to expiry 100% 100 100

Plant utilisation >75% 72 77

Complete Trades works in accordance with service level agreement

>95% 100 100

Capture service and goods contracts on contract register

100% 100 100

TECHNOLOGY Initiatives


STATUS


Develop road map for GIS system to allow incremental LPI updates.

July 2014 P In progress. Project start delayed due to completion of efficiency projects relating to current suite of reviews.

Upgrade online DA tracking August 2014 C

Implement online payments and certificate requests

September 2014

P ePathway deployed. Currently undergoing user acceptance testing before launch in February 2015


Implement new Intranet October 2014 P SharePoint deployed. Intranet currently under development before progressing to user acceptance testing in late February 2015.

Implement online DA lodgement January 2015 P ePathway deployed. Currently undergoing user acceptance testing before launch in April 2015

Scope Virtual Server Environment upgrade

February 2015 P Design complete. SAN upgraded completed. Server RFQ process underway

Scope project for cloud base Disaster Recovery

June 2015 C Design complete. Project to be included in 2015/2016 Work plan

TECHNOLOGY Key Performance Indicators



Q1 Q2 Q3 Q4


90% 100 93


Systems available during council working hours

98% 98 89 Significant server outages due to SAN issues SAN replacement brought forward and completed in December

Deploy new hardware within 30 days of receipt

90% 73 91 New SOE saw significant improvement in time taken to rollout new hardware.

Variation between Council LIS and LPI

<2% 1.8 1.6

Meet the outcomes of the internal

service level agreement:

High Priority response within 4 working hours

90% 95 96 Continued focus on the Help Desk has resulted in improvements across all agreed SLA

Medium Priority responses within 8 working hours

85% 90 92


Low Priority responses time within 5 working days

80% 75 76

Corporate

CORPORATE Initiatives


STATUS


Prepare the strategic direction for financial sustainability in light of the FAGs indexation freeze

A strategy was adopted by Council at the August meeting (Report C7), as detailed below. See August Business Paper for further details.

Investigate infrastructure SRV December 2014

P Investigation complete. Consultation with Councillors and community scheduled for Q3/4.

Conduct a service review and determine service profiles

December 2014

P Investigation complete. Consultation with Councillors and community scheduled for Q3/4.

Examine opportunities for improved income streams

March 2015 P Waste Services commercial opportunities underway. Investment and borrowing strategies being progressed under guidance of Finance and Investment Advisory Committee. Fees and Charges Review underway.

Undertake a review of the various means by which donations, sponsorships and in kind support is provided.

March 2015 P Review commenced this quarter, including scoping the various ways in which we provide donations and in-kind support and collating data on the amounts and how that support is distributed. Project is not expected to be completed until May 2015 to ensure sufficient time is allowed for consultation with internal stakeholders and the broader community.

Scope 5 year review of Manning Valley Community Plan 2010-2030

March 2015 N

Implement Local Government Reform initiatives

June 2015 P


CORPORATE Key Performance Indicators



Q1 Q2 Q3 Q4

Finance Management

Budget versus actual variation per quarter

<10% 100 100

Achieve “unqualified” annual financial audit

100% - 100 Measured annually in November each year.

Customer Service

Correspondence answered within 14 days

90% 96 97

Recruitment

Recruitments completed within 50 business days

90% 100 100

New employee retention after 12 months

90% 100 100

Employee orientation completed within 3 months of commencement

100% 100 100

Training

Mandatory training program attendance

100% 100 95

Corporate training program places filled

85% 100 100

Employee satisfaction with Corporate training attended

75% 100 100

Staff participate in Code of Conduct training every two years

90% - 94 Measured annually


All new staff participate in Code of Conduct training within 12 months

100% - 100 Measured annually

Employee Performance Management

Employee performance assessments completed on time

90% 92 - - - Measured annually

Workplace Health & Safety

Lost time injury frequency rate 50% (<30) 9.4 28

Lost time claims to total claims 80% 100 67

Total workers compensation claims costs to total wages (annually)

<5% - .12 Measured annually

Workers compensation claims to incidents reported

50% 17 27

Lost time hours to total hours worked

<1% .07 .04

Council Business

Council business papers published 5 days before meeting

100% 100 100

The quarterly operational plan status report is prepared and presented to Council within one month of the end of the quarter

100% 100 100

Progress towards the Delivery Program is reported to Council within one month at the end of Quarter 2 and 4.

100% 100 -

Council Resolutions commenced within 7 days

100% 84 100

Advisory Committees

Committee minutes published on website within 14 days

100% 75 78 9 meetings with 7 minutes being published on website within 14 days


Internal Communication

Staff newsletter produced monthly 100% 100 0 Due to staff vacancy not produced but increased focus on tools such as intranet daily posting and yammer trials has increased and diversified internal communications.

operational plan 2014/2015 - mid-coast council

Documents