Council Agenda - Kangaroo Island Council - SA.Gov.au

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Item No 10.5 Report Title Allocation of Funds for 2013-14 Council Meeting Date 10 July 2013 Author Title Department Attachments Andrew C Boardman Chief Executive Officer CEO Hours to compile 5.0 Strategic Plan Reference Purpose Executive Summary Recommendation Discussion Appendix 1 - ICT Officer Position Description Appendix 2 - CEM Officer Position Description Appendix 3 - Executive Officer Position Description 5.9 – to ensure Council maximises use of current IT system 1.3 – to provide good governance that is transparent, equitable and accountable 1.12 – to improve communication with Elected Members 1.14 – to comply with Local Government legislative requirements 1.15 – to align Council, State Infrastructure Strategic Plans This brief is to highlight needs within the business for additional resource for the financial year 2013-14. There is an allocation of funds in the current budget ($350,000) that may be designated for specific purposes such as business support and diversification activities, 2014-18 Strategic Plan, Kangaroo Island Energy, business improvement initiatives etc. Council need to consider requests for allocation of these funds and formally direct their expenditure. There is a clear need to supplement the resources available to the management team. The hours worked and workload associated with the roles is not sustainable and some capacity has to be injected into the business to assist alleviate this in the short to medium term. When the organization settles down and the staffing structure is able to start implementing and managing the systems and work practices that are currently lacking the need for the additional resource may then be reviewed. That Council approve the allocation of funds held within the 2013-14 Annual Budget to secure: 1. Strategic Planning Process for 2014-18 2. Resource 1 – ICT Officer 3. Resource 2 – CEM Support Officer 4. Resource 3 – Executive Officer (Governance & Support) Prior to the 2013-14 Budget process commencing it was highlighted that there is a need for additional resource to assist the management team in reducing individual workloads and therefore working hours to sustainable levels. Additional resource for the CEO to assist with the Governance workload was formally resolved by Council at the December 2012 Meeting. Despite acknowledging the workload issues Council determined in its Budget 2013-14 guidelines that no additional fulltime employee equivalents (FTE) were to be considered. The draft budget was delivered to the Audit Committee Meeting in May highlighting a (cash) surplus from operations and also then a list of those resources identified as required by the Management Team and CEO. Kangaroo Island Council – 10 July 2013 Agenda 26
It was determined that Council should maintain a (cash) surplus – albeit small – and recommended that a collection of activities identified and costed within the budget around business development / improvement initiatives, the 2014-18 Strategic Plan, Kangaroo Island Energy initiatives etc. should be pulled together into a central sum of $350,000 which – although partially allocated in the budget – should only be spent in consultation with and by approval of Council. The CEO was asked then to “bid” for these funds as required, come to Council with the justification and seek the requisite approval. We have identified three key resources that are required to create some capacity in the organisation – particularly for the Senior Management Team – and allow the business to operate more efficiently. Resource 1 – Information Communications Technology (ICT) Officer – 1 FTE – see Appendix 1 for Position description This role reports to the Finance & Systems GM for 60% of their job function and to the Asset Services GM for the remainder 40%. The role is to provide hardware / software support to the organisation including physical network management (hard cabling, patch panel, printer issues etc.) and management of mobile ICT asset such as phones, laptops, handheld devices, the NAVMAN units fitted to our Plant etc. Currently this hands-on work is being undertaken by GM Finance & Systems and this does detract from the main responsibilities of the Systems elements of his role which was always intended to be high level operational management of our IT providers, IT infrastructure as well as work on strategic initiatives to improve IT use and reduce costs of operation. We have tried to out-source this sort of work locally on a contract basis and we have had some success with IT Providers on the Island but there seems to be insufficient work in total for someone to maintain a full time business here. We have not had access to a resource for over 6 months now. We are working towards trying to improve our use of IT – particularly in the Asset Services Dept – looking at using and further developing the systems we have for greater efficiency and in particular targeting those work practices that generate considerable Administrative Overhead because they are currently paper-based with a view of moving to using smart phones, handheld data collection devices, car-mounted devices etc. to their maximum potential. There is no expertise in these areas in the organisation at this time. The role we have specified would be awarded on a 1 year contract with an option of a further year subject to funding availability in 2014-15 Budget. This role is specified as a Level 4 role and as such we would expect that the Gross Costs of the position would be circa $ 80,600. Resource 2 – CEM Department Support Officer - 0.6 FTE - See Appendix 2 for Position Description This role reports to the Communications, Engagement & Marketing GM and is a part time, 3 day / week position. The aim of this role is to provide administrative support for the CEM GM as well as provide additional support and work cover throughout the CEM Dept whether this is Library, Customer Service, Records, CPN/Grants. Currently work cover is provided through the use of temporary staff (if deemed required) but the need for Customer Service / Library Staff to be multi-skilled and able to manage financial transactions does limit their application in the Department. The availability of a flexible resource centred on providing capacity for the CEM GM and the CEM Deparment will provide Community benefit in so much as this resource will free up time for the CEM GM who currently manages the large quantity of correspondence received from Community Groups and has little / no assistance in responding to these. In effect the CEM GM will become more available to support some of the strategic initiatives we have in the organisation as well as being able to focus further on the Community engagement and marketing elements of his role. Kangaroo Island Council – 10 July 2013 Agenda 27
Page 1 and 2: 10 JULY 2013 COUNCIL MEETING INDEX
Page 3 and 4: ATTACHMENTS BEHIND BLUE PAGE BEHIND
Page 5 and 6: 5.0 MAYOR’S REPORT Report Title M
Page 7 and 8: 6.0 QUESTIONS FROM THE GALLERY 7.0
Page 9 and 10: Item No 8.1.2 Report Title Council
Page 11 and 12: 8.2 QUESTIONS WITHOUT NOTICE 9.0 RE
Page 13 and 14: 20-06-13 Thu Jeff Ellison, Bill Spu
Page 15 and 16: Executive Summary The Visible Solar
Page 17 and 18: Item No 10.3 Report Title Council M
Page 19 and 20: z y x There are a significant numbe
Page 21 and 22: The cost option for this is estimat
Page 23 and 24: The prudential review process will
Page 25 and 26: Economic Considerations (Assessment
Page 27: Email 3 - J Hart - general comment
Page 31 and 32: In Financial terms this presents as
Page 33 and 34: 5. ICT Developments Council’s IT
Page 35 and 36: ) Funds Report The following report
Page 37 and 38: Governance Considerations (relates
Page 39 and 40: Training and Development A. Council
Page 41 and 42: Grants 9. Emily Larcombe has been a
Page 43 and 44: Item No 13.2 Council Meeting Date 1
Page 47 and 48: Item No 13.4 Report Title Sponsorsh
Page 49 and 50: Of the 31 applications received, 28
Page 51 and 52: Figure 6: FWS Youth Services (Decem
Page 55 and 56: Item No 13.6 Report Title Council M
Page 57 and 58: Item No 13.7 Report Title Community
Page 63 and 64: Item No 13.10 Report Title Council
Page 65 and 66: 14.0 DEVELOPMENT SERVICES REPORT It
Page 67 and 68: Mid/late August - documentation to
Page 69 and 70: 15.0 ASSET SERVICES REPORT Item No
Page 71 and 72: 28. Improvement Notices were issued
Page 73 and 74: Property - Amenity use (Halls) 57.
Page 75 and 76: Table 1.0 Non RPT Passenger and Gen
Page 77 and 78: Governance Considerations (relates
Page 79 and 80:
17.0 CORRESPONDENCE FOR DISCUSSION
Page 81 and 82:
Item No 18.3 Report Title Council M
Page 83 and 84:
Item No 18.9 Report Title Council M
Page 85 and 86:
19.0 NOTIFICATIONS & REPORT REQUEST
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Council Agenda - Kangaroo Island Council - SA.Gov.au

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