NAMBUCCA SHIRE COUNCIL

 

 

Ordinary Council Meeting - 04 August 2011

 

LATE AGENDA††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Page

 

8††††††† General Manager Report

8.11†† Organisation Review

8.12†† Review of Code of ConductView


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Ordinary Council Meeting†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 4 August 2011

General Manager's Report

ITEM 8.11††† SF1653††††††††††† 040811†††††††† Organisation Review

 

AUTHOR/ENQUIRIES:†††† Joanne Hudson, Manager Human Resources ††††††††

 

Summary:

 

The Consultative Committee, at its meeting on 3 August 2011, considered the report on the Organisation Review, including the Consultantís Brief. The purpose of this report is to feed back the views and recommendations of the Committee to assist Council in its decision-making process.

 

 

Recommendation:

 

That Council adopt the revised Consultantís Brief attached to this report.

 

 

OPTIONS:

 

Council can adopt the recommendations or not.

 

DISCUSSION:

 

The Consultative Committee, at its meeting on 3 August 2011, considered the report on the Organisation Review, including the Consultantís Brief.

 

The relevant extract from the minutes of the meeting is as follows:†

 

 

A number of points were raised during the discussion:

 

∑††††† Councilís recent decision not to support a reduction in councillor numbers which could have saved the organisation around $30K per annum.

 

∑††††† If it was found that staffing numbers are inadequate, the consultant should be given the flexibility to report that.

 

∑††††† That before Council considers redundancies, it should look more closely at cost saving measures.

 

RECOMMENDATION:

 

That the following items be included/added to the Consultantís Brief:

 

∑††††† Councilís Vision and Mission statement

∑††††† Organisation Structure Chart

∑††††† Core functions of Council

∑††††† Socio-demographic information

∑††††† ďOverall staffing across the organisationĒ as one of the issues to be addressed

 

 

A key concern was the provision in the Brief that the consultant only make recommendations within the existing salaries budget. Committee members expressed the view that Council is already understaffed and the Consultant should be able to make recommendations to increase staffing as well as decrease staffing. The Brief has been amended to provide the opportunity for the consultant to comment on the adequacy of the existing staffing levels. However, there is a financial reality that Council is falling behind in asset renewal at a rate of about $3.5 million per annum, not counting an existing backlog which is estimated at $40 million. One example of the asset issue in this Business Paper is the future of the Macksville Saleyards. In this context, it is not realistic to suggest there should be an increase the salary budget.

 

The draft Consultantís Brief is attached with most of the amendments recommended by the Committee. It was decided not to include socio-demographic information as this is readily available from Councilís website and other key documents including the Annual Report.

 

CONSULTATION:

 

General Manager

Directors

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Not applicable

 

Social

 

Not applicable

 

Economic

 

Not applicable

 

Risk

 

The amendments to the Brief recommended by the Committee are useful and will enhance the ability of the Consultant to meet the brief.

 

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

 

 

Source of fund and any variance to working funds

 

 

 

Attachments:

1

19878/2011 - Consultant's Brief - Organisation Review

 

2View

16103/2011 - Organisation structure chart - adopted 30 June 2011

 


Ordinary Council Meeting - 4 August 2011

Organisation Review

 

 

 

Consultantís Brief

Independent Review of

Councilís Organisation Structure

 

July 2011

 

 

 

1††††††† Our vision

 

Nambucca Valley Ė Living at its best

 

2††††††† Our mission

 

The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.

 

3††††††† Objective of the review

 

The purpose of the review is to identify a structure which enables Council to fulfil its core functions as well as deliver services in the most efficient way.

 

4††††††† Background

 

At its Special meeting on 30 June 2011, Council resolved as follows:

 

∑††††† That Council adopt the revised organisation structure as an interim measure;

 

∑††††† That a review of the current organisation structure, particularly at the management and director levels, be undertaken as soon as possible by an independent organisation;

 

∑††††† That Bellingen Council be advised that Nambucca Shire Council is undertaking this work;

 

∑††††† That expressions of interest be obtained from suitably qualified organisations.

 

5††††††† Issues

 

Some of the concerns/issues which are to be addressed in the review include:

 

∑††††† Overall staffing levels across the organisation

∑††††† The number of managers for the size of the organisation

∑††††† Span of control

∑††††† Duplication of responsibilities

∑††††† Inadequate staffing to address governance functions

∑††††† Increase in FBT liability arising from the packaged vehicles for management positions

∑††††† Opportunities to increase efficiencies / make savings, including the option of restructuring jobs across the organisation and possible redundancies (voluntary or forced)

∑††††† Whether remuneration packages are appropriate for management positions


Nambucca Shire Council

Consultantís Brief - Independent Review of Organisation Structure

July 2011

 

 

6††††††† Parameters

 

∑††††† No increase in recurrent salary costs to Council arising from the recommendations, acknowledging there may be one-off costs associated with redundancies.

 

∑††††† Priority for review is Councilís salaried staff, with particular focus on management positions.

 

7††††††† Timing

 

The review is to be finalised by October 2011.

 

 

8††††††† Current structure

 

Councilís current organisation structure includes the following management positions:

General Manager

Director Engineering Services

Director Environment and Planning

Manager Financial Services

Manager Business Development

Manager Information Technology

Manager Human Resources

Manager Assets

Manager Civil Works

Manager Water and Sewerage

Manager Technical Services

Manager Health and Building

Manager Planning and Assessment

Manager Community and Cultural Services

 

The Director Corporate Services position was vacated in July 2007 and not replaced, eventually being deleted from the structure. The decision was largely made on economic grounds: in removing the position, Council was able to afford a Manager Assets to develop and implement Councilís asset management strategy and system in time for the implementation of the new Integrated Planning and Reporting Framework for local government.

 

The organisation structure chart is attached.

 


Nambucca Shire Council

Consultantís Brief - Independent Review of Organisation Structure

July 2011

 

 

9††††††† Core functions

 

Corporate Services

General Manager

Public Officer

Governance

Manager Financial Services

Financial management

Financial planning

Investments

Debtors and creditors

Revenue including rating and water billing

Manager Information Technology

IT management

Records management

GIS

Manager Human Resources

Recruitment

Industrial/employee relations

Training and development

Payroll

Workers compensation

OHS

Risk management

Insurance

Manager Business Development

Council property

Economic development

Saleyards

Aquatic Centre

Tourism

Caravan parks

 

 

 

Engineering Services

Director Engineering Services

Emergency Services

Manager Assets

Asset management

Fleet management

Building maintenance

Manager Civil Works

Beach control

Workshop, depot and store

Roads and bridges construction and maintenance

Parks, reserves and sporting fields

Noxious weeds

Maintenance

Drainage construction and maintenance

Street cleaning

Public conveniences

Manager Water & Sewerage

Water provision and maintenance

Sewerage provision and maintenance

Manager Technical Services

Design

Survey

Traffic management

Street lighting

Engineering assessment of DAĒs

Waste Management Officer

Domestic waste collection

Waste facility operation

 

 

 


Nambucca Shire Council

Consultantís Brief - Independent Review of Organisation Structure

July 2011

 

 

 

Environment and Planning

Director Environment and Planning

 

 

Manager Health and Building

Building control

Companion animals

Livestock control

Public health

Regulatory compliance

Public cemeteries

Environmental education and enforcement

 

 

Manager Planning and Assessment

Development control

Environmental policies

Estuary management

Flood plain management

Natural resource management

Strategic town planning

 

 

Manager Community and Cultural Services

Social planning

Community development

Welfare services

Aged and disabled

Aboriginal services

Youth services

Ethnic services

Area Assistance Scheme

Community committees

Library services

Cultural services

 

 

 


Ordinary Council Meeting - 4 August 2011

Organisation Review

 

 

Corporate Services

 

Organization Chart
 


 


Environment and Planning

 

Organization Chart
 


Engineering Services

 

Organization Chart 


 


Engineering Services - Works Section

 

Organization Chart
 

 

 

 


 


Engineering Services Ė Parks and Reserves Section

 

 

 

Organization Chart
 

 


Engineering Services - Water and Sewerage Section

 

Organization Chart
 


Engineering Services - Waste Section

 

 

 

Organization Chart

 

 


Ordinary Council Meeting†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 4 August 2011

General Manager's Report

ITEM 8.12††† SF36††††††††††††††† 040811†††††††† Review of Code of Conduct

 

AUTHOR/ENQUIRIES:†††† Joanne Hudson, Manager Human Resources ††††††††

 

Summary:

 

The Consultative Committee, at its meeting on 3 August 2011, considered the report on the Review of Councilís Code of Conduct. The purpose of this report is to feed back the views and recommendations of the Committee to assist Council in its decision-making process.

 

 

 

Recommendation:

 

That the suggested changes by Consultative Committee in relation to the review of Councilís Code of Conduct be endorsed by Council.

 

 

OPTIONS:

 

Council can adopt the recommendation or not.

 

DISCUSSION:

 

The Consultative Committee, at its meeting on 3 August 2011, considered the report on the on the Review of Councilís Code of Conduct. The relevant extract from the minutes of the meeting is as follows:†

 

 

Most of the discussion centred around the provision on Use of Council Resources.

 

Recommendation:

 

1†††††† That clause 10.12 under Use of Council Resources be amended as follows:

 

You must use Council resources ethically, effectively, efficiently and carefully in the course of your official duties, and must not use them for private purposes (except when supplied as part of a contract of employment).

 

The following exceptions apply:

 

a)†††††††† Minimal use of telephone, email, internet or faxes for private purposes will be permitted.†

b)††††††† Occasional use of photocopier may be permitted with the consent of your supervisor.†

 

Council staff and Councillors are not permitted to hire Council equipment for private purposes.

 

2†††††† That in clause 10.8 (a) the word ďcivicĒ be amended to ďofficialĒ.

 

 

The Committeeís key concern was that the current Code does not clearly express Councilís requirements. For example, it states that Council officials cannot use Council resources for private purposes, then it makes a specific reference to non-motorised hand tools or motorised plant, then further down it states equipment can be taken home (albeit for the purposes of Council work). Committee representatives agreed the current wording of the provision created confusion amongst staff.

 

It was suggested that the provision be rationalised to express clearly to staff that Council resources must not be used for private purposes with two exceptions ie minimal use of telephone, email, internet, faxes and occasional use of photocopier with the supervisorís consent.†

 

It was also suggested that the specific reference to STD and mobile telephone calls be removed and covered under the single category of telephone use. The reason for this is that the cost of long-distance and mobile telephone calls has decreased over the years and control measures are in place ie checking of the accounts to ensure there is no excessive usage.

 

 

CONSULTATION:

 

General Manager

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Not applicable

 

Social

 

Not applicable

 

Economic

 

Not applicable

 

Risk

 

Risk of Council officials breaching the Code of Conduct is mitigated by having a Code that is clear in its requirements.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

 

 

Source of fund and any variance to working funds

 

 

 

Attachments:

There are no attachments for this report. ††††