Council

Meeting Agenda

17 September

2019

Doc ID No: A5790252

The Chairperson has determined this matter is of real urgency and approval has been given to refer this report to the Council as a late item.

ITEM: L.1

SUBJECT: Quote Consideration Plan - People and Culture Performance Framework

AUTHOR: Learning and Development Advisor

DATE: 12 September 2019

Executive Summary

This is a report concerning a Quote or Tender Consideration Plan as part of Business Transformation Project #2 – Develop and Implement a People and Culture Performance Framework.

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

A. That Council (Interim Administrator of Ipswich City Council) resolve to prepare a Quote or Tender Consideration Plan for design, development and implementation of both a Grievance Management Framework and a Performance System Review in accordance with section 230(1)(a) of the Local Government Regulation 2012.

B. That Council (Interim Administrator of Ipswich City Council) resolve to adopt the Quote or Tender Consideration Plan for design, development and implementation of both a Grievance Management Framework and a Performance System Review as outlined in the report by the Learning and Development Advisor dated
12 September 2019 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C. That Council (Interim Administrator of Ipswich City Council) resolve to enter into a contract with Prominence Pty Ltd for the development of a Grievance Management Framework and for the development of a Performance Review Process on the terms described in the report by the Learning and Development Advisor dated 12 September 2019.

D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Prominence Pty Ltd to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

RELATED PARTIES

Prominence Pty Ltd

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Business Transformation Project #2 ‘Develop and implement a People and Culture performance framework’ is a key project in the transformation of Ipswich City Council.

For the first phase of the project Prominence Pty Ltd was engaged to facilitate the delivery of a leading practice, fit-for-purpose, framework that provides a clear description of the future role and contribution of People and Culture within Ipswich City Council.

Prominence developed the People and Culture Framework with a highly consultative approach that included the following engagement activities:

• P&C Leaders’ workshop (co-facilitated with ICC)

• Stakeholder interviews – Executive business leaders (8 participants)*

• Stakeholder interviews – P&C leaders (4 participants)*

• Business Leaders’ workshops x 3* (23 participants)

• People and Culture ‘select team members’ workshop

• Employee engagement workshops x 4 (56 self-nominated participants in response to ICC wide invitation; names of participants will not be published due to internal sensitivities)

• Depot ‘drop in’ sessions / days at Yamanto and Riverview depots

The People and Culture team are now in the process of implementing the Framework and progressing to the next phase of the Transformation Project.

The development of a Grievance Management Framework has been identified as a high priority task and the project is looking to develop and implement this as soon as possible. It is acknowledged that the project team require subject matter expert support to ensure that the developed framework is both aligned to current best practice and addresses the known needs of our organisation.

There are also clear synergies between the Grievance Management framework and our approach to Performance Reviews; and therefore we further propose that these two sub-projects be developed with due consideration of the other.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

Delay in implementation of ICC Grievance Management framework and skilling of staff.

Financial/RESOURCE IMPLICATIONS

The proposed work will be funded from the Transformation Project #2 budget.

COMMUNITY and OTHER CONSULTATION

Community Consultation is not applicable.

Other consultation is covered in the background.

Conclusion

A Quote or Tender Consideration Plan has been prepared for adoption by council for providers which have been identified as sole or unique suppliers.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Quote Consideration Plan Prominence including Quote
1.1.	Prominence proposal for Ipswich City Council's Grievance Management Framework

Ross Muller

Learning and Development Advisor

I concur with the recommendations contained in this report.

Ken Tapfield

Manager (People and Culture)

I concur with the recommendations contained in this report.

David Farmer

Chief Executive Officer

“Together, we proudly enhance the quality of life for our community”

Council

Meeting Agenda

17 September

2019

Doc ID No: A5790129

The Chairperson has determined this matter is of real urgency and approval has been given to refer this report to the Council as a late item.

ITEM: L.2

SUBJECT: Ipswich Waste Services Annual Performance Plan 2019-2020

AUTHOR: Senior Business Advisor

DATE: 12 September 2019

Executive Summary

This is a report concerning the Ipswich Waste Services Annual Performance Plan for the 2019-2020 financial year. This plan is the mechanism for the Council to specify its expected standard of performance for waste service delivery by Ipswich Waste Services.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the 2019-2020 Ipswich Waste Services Annual Performance Plan and its supporting Service Specification, as detailed in Attachments 1 and 2 to the report by the Ipswich Waste Services Manager titled ‘Ipswich Waste Services Annual Performance Plan 2019-2020’ dated 12 September 2019, be adopted.

RELATED PARTIES

There was no declaration of conflicts of interest.

Advance Ipswich Theme

Caring for the environment

Purpose of Report/Background

Council’s waste services section (Ipswich Waste Services) is considered a commercial business unit under the provisions of the Local Government Regulation 2012. Section 175(1) of this Regulation specifies that Council’s Annual Operational plan must include an annual performance plan for each commercial business unit of the local government. The Regulation details the required content of the annual performance plan for a commercial business unit as follows:

(a) the unit’s objectives;

(b) the nature and extent of the significant business activity the unit is to conduct;

(d) the nature and extent of the community service obligations the unit must perform;

(e) the cost of, and funding for, the community service obligations;

(f) the unit’s notional capital structure, and treatment of surpluses;

(g) the unit’s proposed major investments;

(h) the unit’s outstanding, and proposed, borrowings;

(i) the unit’s policy on the level and quality of service consumers can expect;

(j) the delegations necessary to allow the unit to exercise autonomy in its commercial activities;

(k) the type of information that the unit’s reports to the local government must contain.

Attachment 1 contains the proposed Ipswich Waste Services Annual Performance Plan for the 2019-2020 financial year. There are no changes proposed to the previous 2018-2019 Annual Performance Plan at the present time as a comprehensive review of the Waste Services section is currently being undertaken. This review will inform the development of the 2020-2021 Ipswich Waste Services Annual Performance Plan.

Attachment 2 contains the Service Specification that accompanies the Annual Performance Plan. The following changes have been made to the previous 2018-2019 Service Specification:

· Throughout the document “Wheeled cart” terminology has been amended to MGB (mobile garbage bin) which is now the standard waste industry term for the domestic bins.

· The definition of “Infirm Household” has been updated to ensure that infirm services are only provided to households that have no occupants available to place the bins out on the kerbside for servicing. Council has had an issue whereby some households were receiving infirm services as a result of one member of the household presenting a letter from their doctor indicating that they were unable to present the bins at the kerbside but there were other members in the household that were capable of undertaking this task.

· Workplace Health & Safety references have been updated to align with current legislation.

· Some of the wording within the Service Specification has been simplified but the intent of the provisions have not been altered.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The basic structure and content of the proposed Annual Performance Plan has been operating since 1998. The risk of not approving the recommendation to adopt the proposed Annual Performance Plan and its accompanying Service specification is non-compliance with State legislation.

Financial/RESOURCE IMPLICATIONS

The annual Ipswich Waste Services budget is developed in order to align with the service and performance standards nominated within the Annual Performance Plan.

COMMUNITY and OTHER CONSULTATION

There are no community or other consultation requirements specified under section 175 of the Local Government Regulation 2012 for the development of the Ipswich Waste Services Annual Performance Plan.

Conclusion

Council’s waste services section (Ipswich Waste Services) is considered a commercial business unit under the provisions of the Local Government Regulation 2012. Under this legislation, Council’s Annual Operational plan must include an annual performance plan for each commercial business unit of the local government. The Ipswich Waste Services Annual Performance Plan provides the required content to comply with this legislation.

Attachments and Confidential Background Papers

1.	Ipswich Waste Services Annual Performance Plan 2019-2020 ⇩
2.	Service Specification for Ipswich Waste Services Annual Performance Plan 2019-2020 ⇩