Hornsby Shire Council

Attachment to Report No. CC100/08 Page 0

 

Corporate performance for the first quarter of 2008/09

 

Welcome to the September quarter for 2008/09. 

 

Local Government elections were held at the end of the quarter. The Mayor, Councillor Nick Berman, and Councillors McMurdo, Browne and Evans returned for a further term of office.  Six newly elected representatives assumed office for the new term of Council until September 2012.

 

Council’s community donations program provides financial assistance to support community development, and in August council provided just over $64,000 to 55 community groups or organisations based in the Hornsby Shire or groups who provide assistance and support to residents of the shire.  Council also supports community groups and organisations by subsidising or foregoing rental of its community centres, halls and other facilities including sportsfields and it is estimated this equated to over $2.5 million in 2007/08.

 

In this quarter council’s Epping Library was announced as winner of the 2008 Northern District Times True Local Business Awards.

Epping Library was nominated for the award by the general public and gained sufficient votes to be one of the finalists. The Library then completed a questionnaire covering services, teamwork, attracting customers, green footprint, future plans etc.  The Library was also visited by a mystery customer to test the level of customer service. The highest combination of scores from votes, questionnaire and mystery customer determined the winner.  It is very gratifying to know that the staff’s hard work in providing a customer focussed service is appreciated by the public.

 

Council continued its commitment to sustainability by joining the “Sustainable Choice” program, an initiative of the Local Government and Shires Association to promote the purchase of products and services that are more sustainable.  The program provides support and guidance to councils on products and services that save water or energy, contain recycled content, are non toxic, have greenhouse or biodiversity benefits or advance social objectives.  The purpose is to ‘mainstream’ the level of sustainable purchasing by integrating it into everyday purchasing systems.

 

Last year council undertook a major project to conserve Bar Island’s heritage at a cost of $38,000 with assistance from the Department of Planning. The project included the repair of broken headstones and the construction of a path for visitors. It also involved an archival recording of the site, an Aboriginal site survey and the removal of weeds.  In this quarter that work was recognised by being awarded the Keep Australia Beautiful (NSW) 2008 Sustainable Cities Award for Heritage Management by a Metropolitan Council.  The award celebrates council’s heritage management across the shire, especially its work to conserve the natural, built and Aboriginal heritage of Bar Island cemetery.

 

Financial performance for the first quarter of 2008/09

The Net Operating and Capital Result after internal and external funding for the three months to 30 September 2008 was a positive result of $36,521,868 which was $718,291 better than budget. The reason for the large positive figure is the recognition of the total rates and charges as they are levied. Consequently during the year, this income (as opposed to the cash received) remains relatively constant while expenditure increases throughout the year. The positive variance to budget reflects timing differences in the phasing of the budget and accruals not reflected in the actuals.

 

All Divisions reviewed their full year budgets in September and this has resulted in requests for funding totalling $216,218 for circumstances that have changed since the original budget for 2008/09 was prepared then adopted over six months ago. This would take our revised budget to a deficit of $310,018.  

 

Despite the volatility in the financial markets, Council has not had to lower its investments returns this quarter however the economic situation remains a concern and will be monitored closely.  

 

Every effort is being made to reduce the budget deficit.  Potential cost savings are being investigated and any confirmed savings will be brought to account in the December budget review.

 

 

ROBERT BALL

GENERAL MANAGER


Strategic Themes – performance indicators

Indicators with a GRI (Global Reporting Initiative) number are part of our suite of sustainability indicators.  Over time these indicators will enable us to track our performance against other public agencies.

Working with our community

Target

Result

% of respondents at public meetings satisfied with the level of engagement in matters of discussion  - GRI SO5

 

85% or more

No public meeting surveys were undertaken in the quarter

The number of people supported through the home modification and maintenance service

700 or more people per year

582 people supported this quarter

The number of young people contacted by Youth Services

3,000 per year

750 young people contacted

Donations to community, civil society and cash-in-kind– GRI EC1

 

·      Subsidised and foregone property rental - $541,198

·      Sporting ground subsidies = $1,883,068

·      Donations to community groups = $64,269

·      Pensioner rates write offs = $762,864

Information, no target

Annual Indicator – from 2007/08

 

Annual Report total donations as per column on left = $3,251,399

 

The number of people addressing Council at its meetings - GRI SO5

Information indicator, no target

150 people addressed Council in the September 08 quarter

The number of community members participating in council sustainability activities or related education

1,500 people or more per year

Gardens for Wildlife = 52 participants

14 Bushland events = 515 participants

550 plants sent to 21 schools for planting, plus 125 volunteers planted 1,110 plants at 3 sites for

National Tree Day

The number of community panels convened and topics researched – GRI PR5

 

(The Community Consultation Database currently has over 1170 registered participants.  Of these, some 750 have an e-mail address registered)

 

Information indicator, no target

 

The database was not used for the conduct of on-line, random telephone or postal surveys during the reporting period. 

It was used to:

-remind participants about the local government elections and advise them of their voting rights and obligations.

 

-advise participants about the Hornsby Council 2008 Country and Garden Fair at Galston. 

 

The type of events and attendance at events hosted through the Aboriginal Community Facilitator Project

4 events per year

Reporting will commence in the second quarter of 2008/09

 

Conserving our natural environment

Target

Result

Percentage of water consumption reduction achieved through council’s initiatives for its own operations (compared to council’s average annual consumption from 1999 to 2002) – GR1 EN10

 

20% by 2011

This indicator will be reported in 2011

Percentage of water consumption reduction achieved through council’s initiatives for the community (compared to the shire’s average annual consumption from 1999 to 2002) – GR1 EN10

18% by 2011

This indicator will be reported in 2011

Percentage of area of bushland in the active care of council and the community compared to total bushland under council management – GRI EN11

12.2%

Annual Indicator - from 2007/08 Annual Report

10.8% in 2007/08

Percentage of greenhouse gas reduction achieved, compared to 1995/96 levels, through council’s initiatives for its own operations – GRI EN18

30% by 2010

Annual Indicator - from 2007/08 Annual Report

29% reduction on 95/96 levels

Percentage of greenhouse gas reduction achieved, compared to 1995/96 levels, through council’s initiatives for the community – GRI EN18

5% by 2010

Annual Indicator - from 2007/08 Annual Report

4% reduction on 95/96 levels

Percentage of domestic waste material, by weight, collected by council going to landfill – GRI EN22

42% or less

46.8% of waste to landfill this quarter

Tonnes of recycling diverted from landfill – GRI EN22

18,492 tonnes

4,398 tonnes of recycling diverted this quarter

Tonnes of green waste diverted from landfill – GRI EN22

14,340 tonnes

3,484 tonnes of green waste diverted this quarter

Percentage of monitored healthy waterways within the shire  - GRI EN25

Council monitors representative creeks across the shire.  This target aims for half of the shire’s waterways to be classified as healthy

50%

Annual Indicator – from 2007/08 Annual Report

50% in 2007/08

Number of programs implemented in progression to sustainable corporate governance – GRI EN26

30 programs

Annual Indicator – from 2007/08 Annual Report

More than 30 programs

 

Contributing to community development through sustainable facilities and services

Target

Result

The number of incidents and removal expenditure for vandalism and graffiti compared to same time previous year –* new indicator, target comparisons will be included when sufficient data available

*Less incidents than previous year

Graffiti – 339 incidents costing $19,200 to remove

Vandalism – 61 incidents costing $22,400 to repair

The maintenance expenditure on sealed roads, unsealed roads, footpaths and drains

·      Sealed roads = $8,100 per year

·      Unsealed roads = $11,500 per year

·      Footpaths $2,200 per km per year

·      Drainage $3,600 per km per year

Completion within budget

Year to date

·  Sealed roads = $1,390

·  Unsealed roads = $2,940

·  Footpaths = $500

·  Drainage = $770

 

Fulfilling our community’s vision in planning for the future of the Shire

Target

Result

The net area of bushland on private land and agricultural land lost to development – GRI EN13

No net loss of bushland

Annual Indicator – from 2007/08 Annual Report, 3.083 hectares of land lost to development

The percentage of planning projects completed on time and within budget

90%

Annual Indicator – will be reported June 2009

The number of commercial buildings approved in the Hornsby Shire achieving a 4 star rating or better, assessed against the BCA’s green star rating

4 star = best practice

5 star = Australian excellence

Information not available to report this data

The number of community group grant applications assisted – GRI EC1

(During the reporting period six new clients were registered on the Inquiry Database.  In total fifty five clients are registered as interested in receiving assistance to secure grant funding for projects.)

* A number of clients have indicated an application would be submitted for grants suggested.  Outcome to be followed up.

Information indicator

 

Current status of clients:

·      Twenty two actions pending*

·      Twenty six regarded as inactive at present

·      Six applications submitted have been successful

·      Three applications submitted – result unknown.

·      One application submitted – unsuccessful

 

Number of service requests relating to health and  building matters that are received and investigated per year

1,200 per annum

475 matters in the Sept quarter

 

Supporting our diverse economy

Target

Result

The median processing times for category one and category two development applications

Category One – 60 days

Category Two – 40 days

Category One = 25  days

Category Two = 54 days

Unemployment rates in Hornsby local area compared to same time previous year

(Source: Small area labour markets smoothed series Dept of Employment and Workplace Relations)

Less than same time previous year

June 2007 Hornsby unemployment rate 3%

June 2008 Hornsby unemployment rate 2.6%

The amount of Section 94 contributions collected in the year

$1.8 million pa

$460,479 collected year to date

Growth in gross regional product per annum

Information indicator, no target

Annual Indicator – will be reported in June 2009 

Percentage of the population that live and work in the shire

27% or more

Annual Indicator – from 2007/08 Annual Report, the 2006 ABS journey-to-work data demonstrates that 50.5% (20,902 workers) both live and work in the shire

Indicators with a GRI (Global Reporting Initiative) number are part of our suite of sustainability indicators.  Over time these indicators will enable us to track our performance against other public agencies.

 


 

Maintaining sound corporate and financial management

Target

Result

The number and time spent on requests for information using Section 12 and FOI – GRI SOC3

Trends over time

Period 26 July to 25 Sept  08

186 applications under Section 12 legislation with 225 hours of processing time

 

9 applications under FOI legislation with 112 hours of processing time

% of action correspondence completed or acknowledged within target days

90%

2,874 pieces of correspondence received and 85% closed within time

Absenteeism and staff turnover GRI LA7

Less than same time previous year

Absenteeism = 4.66% (8,661 hours) Sept 08 compared to 4.85% (12,509 hours) Sept 07

Staff turnover  = 4% Sept 08 (20 people compared to 6.25% Sept 07)

Council’s green procurement – stages of development - GRI PR13

100%

Council joined the “Sustainable Choice” program which promotes the purchase of products and services that are more sustainable.  The program provides support and guidance to councils on products and services that save water or energy, contain recycled content, are non toxic, have greenhouse or biodiversity benefits or advance social objectives.

Return on invested funds greater than benchmark Bank Bill Swap Rate  (Council’s investment strategy recognises the desire-ability of ethical and socially responsible investments and has invested in such products)

Year to date (July to August) benchmark 8.03%

Total Investments year to date return after fees = 7.51%

Indicators with a GRI (Global Reporting Initiative) number are part of our suite of sustainability indicators.  Over time these indicators will enable us to track our performance against other public agencies.

 


Utilisation of Consultants – July to September 2008

The 2008/09 annual budget for consultancies is $1,280,742 which equates to $320,185 per quarter.  In the period from July to September council expended $317,009 as payment to consultants covering 36 consultancy projects, which is 1% favourable variance.

 

 

The value of individual consultancy payments in the quarter ranged from $330 (Parks and Landscapes) to $37,856 (Hornsby Quarry Geotech Report/EOI).  Of the 36 consultancies, 32 were less than $15,000 and 4 were greater than $15,000.

The four consultancy payments greater than $15,000  were:

Branch or Division

Value

Purpose of consultancy

Development Contributions

$23,342

Demographic profiling of the shire

Reception

$30,000

PABX :evaluation of technology inclusions in tender documents

Works

$37,856

Hornsby Quarry Geotechnical Report/EOI

Property Development

$18,000

Geographic Information Systems

Notes

“A consultant generally provides expert analysis and advice which facilitates decision making, performs specific one-off or set of tasks and that task involves skills or perspectives that would not normally be expected to reside within the department of which need to be undertaken independently for policy or probity reasons” (Victorian Government August 2003).

From time to time Council will contract and utilise the services of consultants in order to benefit from their specialised expertise, independent advice and/or to manage Council’s resources in the most effective and efficient manner possible. 

The selection, engagement and use of consultants at Hornsby Shire Council is in accordance with Council’s policy titled ‘Consultants – Engagement and Selection’ and/or ‘Council Policy – Tenders’ as well as Council’s Procurement and Tendering Procedures.

 


 

General Manager’s Division

 

Performance measures

 

Achievement

 

Target

 

% and number of branches operating within budget

 

80% (3 of 4)

 

100%

 

% of speech notes provided to Mayor at least 2 days before event

 

90%

90%

 

Number of complaints upheld by regulatory bodies – GRI PR5

 

Nil

Nil

 

Indicators with a GRI (Global Reporting Initiative) number are part of our suite of sustainability indicators.  Over time these indicators will enable us to track our performance against other public agencies.

 

Service comment

 

With Local Government elections taking place on 13 September, the period from July to September 2008 was a busy time for Council's Community Relations team. Major media issues in this period included the community campaign to save Glenowen, a heritage-listed property in Castle Hill, and Telstra's Development Application to install a mobile phone tower and equipment shelter at Rofe Park in Hornsby Heights.

 

Community Relations also worked to ensure the news, web spotlight and events sections of Council's website were regularly updated to encourage regular visitation by the community. The team prepared more than twenty sets of speech notes for Mayor Nick Berman and facilitated school visits for more than 250 local primary school students in this period.

 

As part of the ongoing events calendar, council ran a number of successful events for the community this quarter. Events include the Photo Competition, Fagan Park Playground Opening, Great Debate, Country & Garden Fair, opening of the serpent mosaic at Hornsby Station, Garden Competition, Knit in at Hornsby Library and two Citizenship Ceremonies (one was cancelled due to the September election).

 

Council also established an Australia Day event committee with community group input and support to ascertain the grounding for successful community events for next Australia Day. Community Relations established contact with Koala Park and is working on an Australia Day 2009 event within the allocated budget.

 

The newly created position of Graphic Designer went through a testing period to establish the viability and cost-effectiveness of producing design in-house. The role is being advertised as a permanent full time position in late October, which serves as a testament to the success this role brings to Council.  Major achievements include updating the corporate style guide for Council and the creation of professional and consistent publications and promotional material.

 

The Annual Report and Sustainability Report 2007/08 is on-track to be delivered on time and within budget, despite the financial details being one month behind schedule (due to the cancellation of the September meeting of Council). The relationship with Transurban continues to flourish and the Manager Community Relations is actively involved in the Councillor and Community Engagement Working Party and the Vibrant Hornsby Mall Group where she is looking to assume the role of Chairperson at the next meeting.

 

The progress of the first quarter of the 2008-2009 Internal Audit Plan has been partially influenced by the completion of audits brought forward from the previous year and assistance in additional investigation tasks. The Internal Auditor and the other syndicate internal auditors have been involved in a third system audit conducted by the Internal Audit Bureau at another of the syndicate Councils. The associated report will be reviewed by the Internal Auditor and the Information Systems Branch in relation to Hornsby Shire Council.

 

Objectives in the Management Plan and Service Plan have generally been achieved for the first quarter and performance overall has been pleasing.


 

Financial comment

 

The 2008-2009 financial year has commenced well, with operations within the General Manager’s Division working substantially in line with allocated budget resources.

 

 

General Manager’s Division -explanation of material variances in $000

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

+77

Timing difference due to late billing by suppliers to the Garden Fair in Fagan Park

Net Capital Result

0

 

Internal Funding

0

 

Net Operating and Capital Result after Internal Funding

+77

 

 

 

Robert Ball

General Manager

 

 


 

Strategy Division

 

Performance measures

 

Achievement

Target

Value of Development Contributions collected compared to the value estimated to be collected (for more detail see table below)

$460,479 collected ytd

$1,800,000 in 2008/09

% and number of branches operating within budget

100% (4 of 4)

100%

Staff turnover (full time equivalent) compared to same time previous year – GRI LA2

4% Sept 08 (20 people)

6.25% Sept 07

Absenteeism i.e.% and number of  lost hours through sick leave compared to same quarter previous year – GRI LA2

4.66% (8,661 hours) Sept 08

4.85% (12,509 hours) Sept 07

Number of  workers compensation claims registered in the quarter – GRI LA7

8 claims lodged and $47,618 paid in claims in the quarter

Information only, no target

Number of internal  training programs delivered in the quarter – GRI LA11

83 classes delivered with 1,568 participants

Information only, no target

Number of staff attending external courses and seminars in the quarter – GRI LA11

59 external courses attended

Information only, no target

Indicators with a GRI (Global Reporting Initiative) number are part of our suite of sustainability indicators.  Over time these indicators will enable us to track our performance against other public agencies.

 

Development Contributions – Summary of contributions 2008/09 per category (the closing balances will be adjusted as journals are processed)

Development Contributions major categories

 

Opening Balance

$

Contributions received

$

Interest earned during the year $

Expended during the qtr

$

Held as a restricted asset $

Drainage

443,408

17,049

6,579

 

467,036

**Roads

1,851,358

39,769

27,019

 

1,918,146

Traffic facilities

144,959

23,199

2,403

 

170,561

*Parking

0

0

0

 

0

Open Space

4,583,844

223,180

56,871

826,541

4,037,355

Community facilities

7,241,628

105,219

104,046

64,578

7,386,315

Civic improvements

2,132,206

38,070

30,447

39,262

2,161,461

Other (Bushfire facilities and plan administration)

-1647

13,993

-861

72,587

-61,102

SUB TOTAL – Development Contributions under plans

16,395,756

460,479

226,504226,504

1,002,968

16,079,772

Development Contributions not under plan

577,119

 

 

8,245

 

585,364

TOTAL CONTRIBUTIONS

16,972,876

920,958

234,750

2,005,936

16,665,137

The format used to display this information has changed from previous quarters to align to the DLG reporting requirements

*The zero balance is due to two factors:

§  Contributions only commenced in the new plan in November 2007

§  No funds have been received as at 30 September 2008

** The Roads funds include contributions levied against extractive industries and is for RTA use on the regional road network

 

Current development trends suggest that insufficient funds will be collected to fund the works program identified in the new plan.

 

Service comment

Achievements for the first quarter of 2008/09 include

§  The development and delivery to 620 staff of a training package regarding staff responsibilities relating to alcohol and other drugs in the workplace

§  The development of specifications for the major manual handling programme

§  The development and implementation of an improved suite of management performance indicators

§  Securing major film production houses as regular uses of shire locations, which has resulted in increased revenue streams

§  Substantial progress on the compliance plan as an auditable document of processes and procedures to minimise operational risks

§  Contribution to the Annual Report and Sustainability Report 2007/08, including the use of the Global Reporting Initiative 

 

Financial comment

 

Controllable expenses were $131,000 (24%) below budget in this first quarter, due largely to a combination of salary savings and consultancy projects not yet commenced.

 

Development contributions collected in the quarter were marginally above the budgeted level, however multi-unit development remains subdued and the budget expectation has been set at a low level to reflect the slow-down in the industry.

 

Strategy Division explanation of material variances – in $000

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

+143

Mainly due to unfilled staff position in HR +50 and below budget expenditure on consultants +25 and timing differences on other expense items

Net Capital Result

+9

Above budget S94 development contributions

Internal Funding

-18

Offset to above budget S94 income and below budget expenses in development contributions

Net Operating and Capital Result after Internal Funding

+134

 

 

JULIE WILLIAMS

MANAGER CORPORATE STRATEGY


 

Corporate and Community Division

 

Performance measures

 

Achievement

Target

Number of requests for information using FOI legislation

Number of requests for information using s12 Local Govt Act

9

 

283

40 per annum

950 per annum

Number and value of tenders completed by the Procurement Department each quarter

3

3

Number of library visits per capita (annualised) 

6.8

6

Time to complete Council Minutes

2 days

2 days

Occupancy Rate for Council’s Long Day Care Centres

98.36%

97%

% and number of branches operating within budget

100% (6 of 6)

100%

 

 

Financial Services

·      Upgrade of financial reporting software tested and roll-out to budget managers commenced. Added functionality has been developed to include drill down to transactions.

·      System generated aged debtors trial balance developed.

·      E-tendering software implemented and training provided to relevant staff.

·      Fair Value accounting requirements gathered for inclusion into the 2007/08 financial statements. Valuation of Council’s buildings and operational land completed by Scott Fullerton Valuations.

 

Administration Services

·      A fantastic milestone was reached in September with the registration of the 1 millionth document into TRIM - council’s electronic document management system.  Achieved in only four years, it illustrates the successful adoption of electronic recordkeeping throughout the organisation and a growing awareness of the importance of recordkeeping to support business, allow instant access to information and provide protection to Council. A thorough training and assistance programme offered by the Records Management Team, an active TRIM User Group and exceptional management and staff support has been instrumental in this corporate success story and has made Hornsby one of the most successful sites in the country for TRIM implementation.

 

§  The Administration Services Branch assisted the NSW Electoral Commission with the conduct of the local government elections which were held on 13 September by providing support to the Returning Officer allocated to the Hornsby Shire for the election. This included the identification and fit out of a suitable returning office, provision of facilities and equipment, assistance with enquiries and advice to members of the public, the collection, collation and distribution of various documentation, and liaison with the Electoral Commission.

 

Information Systems

§  Councils Online continues to be improved with the following systems to be implemented during this year:

 

-       Electronic Business Paper System installed and going live in October 2008.

-       Property Enquiry with Waste Management Collection Calendars - available on the HSC website

-       Council Policy Register – available on the HSC website

-       Property Enquiry with Waste Management Collection Calendars(Public View) - available on the HSC website

-       Delegations Register – to be released later this year

-       Forms Register – to be released later this year

-       Grants Register – to be released later this year

-       Section 53 - Land Register – to be released later this year

-       HSC Phone Book – to be released later this year

-       HSC staff email available via the internet from any location.

       

§  Telecommunications review including tender for mobiles, land lines, internet, remote sites and PABX now completed. The report to Council of the preferred tenderers was endorsed at the Ordinary Meeting held on 13 August 2008. Contracts are now signed and the implementation project to be scheduled. The PABX replacement is scheduled to complete by June 2009.

 

§  Information Systems Steering Committee has reviewed the IS Strategic Plan (June Quarter) in July 2008 to provide direction and prioritisation of technology projects.

 

§  COL hardware infrastructure being replaced for all five Councils in the Syndicate. This replacement is scheduled to complete by end of October 2008. Note this will also include an upgrade to the Council Syndicate corporate systems business recovery solution.

 

§  A review of the upgrade options for the Oracle (eBusiness Suite) corporate applications currently underway. This work is being completed by the Council Syndicate with results to be provided to the General Manager’s Steering Committee in December 2008.

 

Community Services

§  Following a period of community consultation, Council adopted a Statement of Reconciliation with Aboriginal people. following the Prime Minister's Apology to the Stolen Generations in February 2008.  This Statement will appear on Council's website and be displayed in Council buildings and facilities throughout the Shire.

 

§  In partnership with Mission Australia, Council’s Youth Services Team is providing direct support to young people and their families at Hornsby Court. This is the first time that Council has been involved in the provision of services to young offenders. The project is designed to assist young people who have never been to court before. Workers and volunteers are at the courthouse door and are able to direct young people to legal advice or refer them to local services to encourage positive integration and support within the community with the view to stopping them re-offending.

 

§  Over 200 people participated in Council’s Over 55 Expo on 6 August. The Expo was organised in partnership with Parramatta City Council and provided an opportunity for older people to connect with their community and to gain information about local services that they can access. 

 

§  The Community Centres and Halls Team began the implementation of the Finance and Procedures Manual for Community Centre and Halls Section 377 Management Committees. These manuals were produced in response to a Council resolution which supported a model of management of community facilities that involves Section 377 Management Committees but with “significantly improved performance”.

 

§ Stage One of the Cherrybrook Community and Child Care Centre Project is nearing completion. The renovated Cherrybrook Community Centre is scheduled for reopening in mid November 2008.    

 

Library and Information Services

§  Epping Library won the category for Community Services/Non Profit in the Northern District Times True Local Business Awards

 

§  Library services and programs were promoted at the Fagan Park Country and Garden Fair and the Council Seniors Expo at Epping Leisure and Learning Centre.  Successful Knit In held at Hornsby Library, in conjunction with the ABC, in support of the Wrap with Love program. 153 members of the public attended.

 

§  Readers Week celebrated during the month of September. Borrowers given the opportunity to nominate their top three favourite books. Promotion well supported by community. Customers using other people’s selections to find new titles to read.

 

 

 

Corporate and Community Division explanation of material variances – in $000

 

 

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

+1,058

 

A positive variance of 2.29% when compared to the 1st quarter budget. This is a result of budget phasing issues, greater than budget investment returns (which will be offset by lowering of the cash rate) and employee leave entitlements not accrued. Any corporate savings against budget will be assessed as part of the December 2008 or March 2009 Budget Reviews.

Net Capital Result

-281

 

Due to timing differences in the changeovers of Council’s fleet.

Internal Funding

-27

 

Timing differences.

Net Operating and Capital Result after Internal Funding

+750

 

 

 

 

 

Gary Bensley

Executive Manager


 

 

 

 

 

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Environment Division

 

Performance measures

 

Achievement

Target

Amount of gross pollutants removed from gross pollutant devices each quarter - gross pollutant devices capture litter before it pollutes waterways

329

450 tonnes per year

Tonnes of litter collected from residential street sweeper per week

30

35 tonnes

The number of ratepayers receiving free plants from council’s nursery during ‘plant giveaway’ days

No plant giveaway days this quarter

1,000 per year

Number of street trees planted per annum

300

500 per year

Number of review of on site sewerage management systems per quarter

81

70 per quarter

Percentage of public health reviews of high and medium risk businesses undertaken

30%

90% of high and medium risk businesses

Percent and number of branches operating within budget

67% (6 of 9)

100%

 

 

Service comment

·      Planted 1,110 trees at three sites on National Tree Day

·      Completed new area of walking track in Beecroft Reserve with boardwalk sections

·      Completed installation of new fire trail gates

·      52 participants in Gardens for Wildlife workshops

·      Distributed 550 plants to 21 schools for SCHOOLS National Tree Planting Day

·      Vegetation and Restoration Plan Management Guidelines completed and on website

·      Installed 16 new streetscape style litter bins in west side of Hornsby CBD

·      Collected 73 fridges through Fridge Buyback program,  resulting in savings of $427,100 in electricity and 2,817 tonnes of greenhouse gases

·      Opened regional adventure playground facility at Fagan Park

·      Commenced Secondhand Saturday initiative, in which approximately 60 participants per week take part

·      Significant progress made on the Rural Sports Facility and Galston Skate Facility

·      Installed three water quality probes on the Hawkesbury Estuary

·      Upgraded the Kangaroo Point boat effluent pumpout facility

·      Installed fish cleaning table at Berowra Waters

·      Installed 400,000 litre rainwater tanks at Greenway Park for irrigation of the ovals

 

 

Awards  

·      NSW Sustainable Water Challenge 2008 (Commendation in the Community Engagement Category) for Tankscape – Schools Rainwater Tank Program

·      Awarded the Excellence in Stormwater Software Development by the Stormwater Industries Association for developing a stormwater harvesting model

 

Financial comment

The Environment Division achieved a $141k favourable variance versus the Original Budget for the 1st quarter.

 

Major variances are highlighted below:

·      Favourable variance in Commercial Waste due to timing and expenditure not yet accrued

·      Favourable variance in Hazard Reduction and Mitigation due to timing

·      Savings in Employee Expense attributable to vacant positions

 

The Division requested the following budget changes:

·      New contracts for grass cutting $25k

·      Construction of a pedestrian link through Chilworth Reserve $9k 

Environment Division explanation of material variances – in $000

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

1779

Favourable variances:

·      Domestic Waste $1,517k* expenditure not yet accrued, offset by Waste Reserve Account

·      Commercial Waste $82k expenditure not yet accrued

·      Catchment Remediation Rate $74k* due to timing of expenditure

·      Property Cleansing $79k due to timing of expenditure

·      Parks & Landscape Team $83k mainly timing of expenditure for Parks Asset Group & Streetscape  Maintenance

Unfavourable variances:

·      Fire Control -$145k mainly due to reimbursements not yet received from NSW Rural Fire Service

 

* offset by funding adjustments

Net Capital Result

-835

Favourable variances:

·      Timing of Bushland s94 Projects $83k*, offset by Funding

Unfavourable variances:

·      Timing of Parks s94 Projects -$808k*, offset by Funding

·      Timing of Catchment Remediation Projects -$44k*, offset by Funding

·      Fire Control Centre -$36k*, offset by Internal Loan

 

* offset by funding adjustments

Internal Funding

-803

 

* offset major variances from Net Operating and Net Capital Results above:

·      Domestic Waste -$1517k*

·      Catchment Remediation Rate – Operating -$74k*, Capital +$44k*

·      Parks s94 Projects +$808k*

§  Bushland s94 Projects -$83k*

§  Fire Control Centre +$36k*

 

Net Operating and Capital Result after Internal Funding

141

 

 

 

Robert Stephens

Executive Manager


 

Works Division

 

Performance measures

 

Achievement

Revised Target

Recreation Centre % utilisation per available hours

60.1%  Sept 2008

56.3%  Sept 2007

Favourable variance compared to same time last year

Maintenance expenditure on sealed roads per kilometre

Maintenance expenditure on un - sealed roads per kilometre

Maintenance expenditure on footpaths per kilometre

Maintenance expenditure on drainage per kilometre

* based on 3 months expenditure

$1,390*

$2,940*

$500*

$770*

 

 $8,100 pa

$11,700 pa

 $2,700 pa

 $3,600 pa

 

Percentage of design and construction projects completed compared to percentage scheduled for completion in the quarter

83%

80%

Percentage of building  projects completed compared to percentage scheduled for completion in the quarter

100%

100%

Value of building projects completed in the quarter

$100,000 ytd

$400,000 pa

Number of graffiti incidents responded to in the quarter

339 this quarter

Information indicator

Number of volunteer hours provided by Hornsby SES

933 ytd

5,000 hours per annum

Number of schools visited on road matters

5 this quarter

51 per annum

Number of traffic matters investigated and actioned

269 ytd

1,200 pa

Percent and number of branches operating within budget

56% (5 of 9)

100%

 

Service comment for the quarter

Indicators for the September Quarter confirm continuing delivery and completion of maintenance, upgrading works and special project works by the Works division, generally in accordance with Council’s adopted program

 

Financial comment

The Works Division completed the Quarter with a net operating and capital result some $374K more than budgeted for this period – primarily due to Capital project budget phasing.  All projects are proceeding in accordance with estimates.

Principal factors impacting Divisional financial performance this quarter were:-

·      Essential work on Council’s Cadastre Verification project. $35K is requested in this Review, to enable the project to proceed to completion.

·      A request for $80K is included in this Review to fund urgent structural repairs to Hornsby Aquatic Centre.  Council will be further advised of the extent of repairs required, and the implications for this service.

·      Additional funding of $35K (net) will be required in a later Budget Review to fund the costs of acquisition of the various rights-of-way at Quarry Road Hornsby, in order to provide access to the Hornsby Quarry and associated lands.

·      Ongoing investigations into management of water and geotechnical issues and actions regarding the future use of the Hornsby Quarry pit, as previously resolved by Council, will require additional funding in a later Budget Review.

·      Budget provision for ongoing safety and security issues in and around the Quarry site proved to be adequate this quarter.

·      Increased allocation ($90K) for upgrading of Air Conditioning at Epping Library offset by restricted funding.

·      A new allocation of $68K for purchase of new Aerial Photos of the Shire has been included in this Review, offset by contributions from Works Division ($25K – currently in Restricted Asset Account), and future contributions from Environment Division ($25K) and Planning Division ($18K) which will be reported in the December Budget Review.

·      Traffic Infringement income for this quarter was generally as budgeted. Progress will be reviewed and reported in the December Budget Review.

 

Works Division explanation of material variances – in $000

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

438

Assets:

·      Less Drainage and Unsealed Road Maintenance, and Pavement Rehabilitation than forecast for this quarter.  Partly offset by more Shoulder Maintenance and Pavement Resurfacing work.  Also, less Road Restoration Concrete and AC than forecast for this quarter.

Engineering:

·      Delay in Mechanical Services plant hire transfers.  Transfers will be processed in the next quarter.

Property Development:

·      Receipt of road closure income - offset by funding items. Budget changes have been included in this review.

 

Net Capital Result

(744)

Design:

·      Capital works out of phase with budget. Budget adjustments have been included in this review.

Engineering Services:

·      Capital works out of phase with budget – Hornsby Library re-roof.

·      Purchase of major plant out of phase with budget - offset by restricted asset funding.

Traffic:

·      Capital works out of phase with budget. Budget adjustments will be included in the December Budget review.

 

Internal Funding

(68)

·      Funding movements in accordance with project expenditure.

·      Net release of mechanical services funds from restricted asset to cover purchase of major plant during the year.

 

Net Operating and Capital Result after Internal Funding

(374)

Unfavourable variance

 

Maxwell Woodward

Executive Manager


 

Planning Division

 

Performance measures: July – September 2008

 

Achievement

Target

Median processing times for development applications

25 days

54 days

Category One 60 days

Category Two 40 days

Median processing times for construction certificates

6 days

7 days

 

Number of Development Applications received and determined as per service agreements

·      Category One

·      Category Two

 

28

 

72



75 applications per officer pa

180 applications per officer pa

 

Number of service requests relating to health, building and planning matters that are received and investigated per officer per year

95

200 matters per officer pa

Percentage of  building and planning correspondence determined and resolved within 60 days

98%

95%

Percent and number of branches operating within budget

75% (3 of 4)

100%

 

Budget comment

 

As a result of the down turn in the building industry the income generated within the Competitive Services Team and Assessment Team 2 is 10% below target.  This reduced income will be offset by a reduction in the staff complement.  This reduction will be achieved by not filling two vacant positions.

 

 

Service comment

 

Development and CC applications were determined within service delivery targets for the first quarter. The Comprehensive LEP is progressing in accordance with the programme adopted by Council and the Department of Planning.

 

Financial comment

 

The Planning Division achieved a minor surplus of approximately $40K in the first quarter owing to salary and operational savings and the advance of grant funds for Council’s Housing Strategy, and Employment Lands Study.

 

 

 

Planning Division -explanation of material variances in $000

YEAR TO DATE VARIANCES TO BUDGET

VARIANCE

NARRATIVE

Net Operating Result

-10

Lower than budget income from fees and charges -165, offset by labour savings +99 and other savings in mainly advertising, consultants and legal expenses +66

Net Capital Result

0

 

Internal Funding

0

 

Net Operating and Capital Result after Internal Funding

-10

 

 

 

SCOTT PHILLIPS

Executive Manager