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Notice is hereby given that a Meeting of the Activities Performance Audit Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 16 September 2015

10.30am

Council Chambers
15 Forth Street
Invercargill

 

Activities Performance Audit Committee Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Lyall Bailey

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

Chief Executive

Steve Ruru

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for the Activities Performance Audit Committee

 

This committee is a committee of Southland District Council and has responsibility to:

 

·                Monitor and review Council’s performance against the 10 Year Plan

 

·                Examine, review and recommend changes relating to Council’s Levels of Services.

 

·                Monitor and review Council’s financial ability to deliver its plans,

 

·                Monitor and review Council’s risk management policy,  systems and reporting measures

 

·                Monitor the return on all Council’s investments

 

·                Monitor and track Council contracts and compliance with contractual specifications

 

·                Review and recommend policies on rating, loans, funding and purchasing.

 

·                Review and recommend policy on and to monitor the performance of any Council Controlled Trading Organisations and Council Controlled Organisations

 

·                Review arrangements for the annual external audit

 

·                Review and recommend to Council the completed financial statements be approved

 

·                Approve contracts for work, services or supplies in excess of $200,000.


Activities Performance Audit Committee

16 September 2015

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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports for Resolution

7.1       Road Pavement Rehabilitation Programme 2015/2016                                           11

Reports for Recommendation

8.1       Adoption of the Information Management Strategic Plan 2015 - 2020                  33

Reports

9.1       Survey results year end                                                                                              83   

Public Excluded

Procedural motion to exclude the public                                                                            259

C10.1  Update on the Around the Mountains Cycle Trail                                                 261

 


1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)      The reason why the item was not on the Agenda, and

(ii)     The reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)     That item may be discussed at that meeting if-

(i)      That item is a minor matter relating to the general business of the local authority; and

(ii)      the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)     no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1     Meeting minutes of Activities Performance Audit Committee, 26 August 2015

 


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Activities Performance Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Activities Performance Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 26 August 2015 at 1pm.

 

present

 

Chairperson

Lyall Bailey

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Julie Keast

 

 

Ebel Kremer

 

 

IN ATTENDANCE

 

Chief Executive Steve Ruru, Group Manager Services and Assets Ian Marshall, Group Manager Environment and Community Bruce Halligan, Group Manager Policy and Community Rex Capil, Chief Financial Officer Anne Robson, Chief Information Officer Damon Campbell, Manager Communications and Governance Louise Pagan and Committee Advisor Fiona Dunlop.

 

 


ADJOURNMENT OF MEETING

 

Moved Cr Dobson, seconded Cr Dillon and resolved:

That the Activties Performance Audit Committee adjourn until the conclusion of the Council meeting.

 

The meeting adjourned at 1.01pm.

 

The meeting reconvened at 1.34pm.

 

(Mayor Tong, Councillors Bailey, Baird, Dillon, Dobson, Douglas, Duffy, Ford, Keast and Kramer were present when the meeting reconvend.)

 

1          Apologies

 

Apologies were received from Councillors Harpur, Macpherson and Paterson.

 

Resolution

Moved Cr Douglas, seconded Cr Keast and resolved:

That the Activities Performance Audit Committee accept the apologies.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

There was no public forum.

 

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Dillon, seconded Cr Kremer  and resolved:

That the Activities Performance Audit Committee confirms the minutes of  the meeting held on 5 August 2015.

 


 

 

Reports

 

 

7.1

Management Report from Audit New Zealand for the Long Term Plan 1 July 2015 to 30 June 2025

Record No:         R/15/6/11244

 

Finance Manager Sheree Marrah was in attendance for this item.

 

She advised that as part of the audit process, Audit New Zealand provides Council with a report at the end of its audit outlining the work that was performed and any recommended areas for improvement.

Audit New Zealand has provided a management report in relation to the audit of the 2015-25 Long Term Plan (LTP)

The Management Report from Audit New Zealand noted that Council has 9 groups of activities and it reports its performance against 111 performance measures. Audit New Zealand believes there is scope to rationalise the number of measures to better reflect the Council’s key priorities to the communities. For example, Council includes 25 measures for community services compared to 6 measures assessing the performance of its roading activities.  Officers responded to Audit New Zealand advising that it is Council’s intention to review its performance framework prior to the  2018 – 2028 LTP.

Following the advice from officers, Audit New Zealand issued an unmodified opinion on Councils 2015 -2025 Long Term Plan document on 24 June 2015. This means that Council’s LTP “met its statutory purpose and provided an effective basis for public participation in Council’s decisions about the proposed content of the 2015 – 2025 LTP”.  In issuing the unmodified opinion, Audit NZ found the LTP had no “material” misstatements.

 

 

Resolution

Moved Cr Dobson, seconded Cr Baird  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Management Report from Audit New Zealand for the Long Term Plan 1 July 2015 to 30 June 2025” dated 13 August 2015.

 

 

7.2

Financial Report to 30 June 2015

Record No:         R/15/6/9979

 

Management Accountant Susan McNamara was in attendance for this item.

 

She advised that the report outlined the interim financial results to 30 June 2015 and that this report is based on the financial information as at 10 July 2015.  This was before year end processing was undertaken. The year-end processing primarily involves balancing up business units using either loans or appropriate reserves, calculating interest on internal reserves and loans along with a final depreciation calculation.  The process also brings in accruals for employee benefits and ACC and revaluations relating to infrastructure and forestry for the year. 

 

She also advised that this report covers Council’s financial performance for district wide activities only.  Those activities reported to Community Boards, Community Development Areas, Rural Water Supplies are not included. This is consistent with reporting throughout the financial year.  As part of the year end process staff have also identified a number of projects that are either in progress or not started that still need to occur.  These projects have been identified and included in a separate report to Council titled ‘Projects from 2014/2015 to be carried forward into 2015/2016 Financial Year’.  This report was also at a Council meeting on 26 August 2015.

 

The Committee was advised that the balance sheet is at 30 June 2015 and represents the audited balance sheet of activities for the Council.  It excludes SIESA and Venture Southland.  External borrowings have still not been required by Council with internal funds being used to meet any obligations for year-to-date.

 

 

Resolution

Moved Cr Ford, seconded Cr Dillon and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Financial Report to 30 June 2015” dated 19 August 2015.

 

 

 

The meeting concluded at 1.56pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON WEDNESDAY 26 AUGUST 2015.

 

 

 

DATE:...................................................................

 

 

 

CHAIRPERSON:...................................................

 

 


Activities Performance Audit Committee

16 September 2015

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Road Pavement Rehabilitation Programme 2015/2016

Record No:        R/15/8/15644

Author:                 Joe Bourque, Strategic Manager Transport

Approved by:       Ian Marshall, GM - Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        To outline to the Activities Performance Audit Committee (APAC) the proposed 2015/2016 Roading Pavement Rehabilitation Programme to seek feedback and endorsement of the proposed actions.  The sites have been selected as they require renewal to overcome their structural deterioration which is unlikely to be able to be dealt with as economically through heavy duty maintenance.

Executive Summary

2        This report outlines the proposed 2015/2016 Roading Pavement Rehabilitation Programme that is currently being worked on.  APAC’s endorsement is sought on this programme and the planned procurement processes.

 

Recommendation

That the Activities Performance Audit Committee:

a)         Receives the report titled “Road Pavement Rehabilitation Programme 2015/2016” dated 1 September 2015.

b)        Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)        Determines that the sites below be included in the 2015/2016 Roading Pavement Rehabilitation Programme, and be approved for investigation, design and release for procurement:

1.       Seaward Downs Gorge Road [RP 8650 - 9600]

2.       Webb Road [RP 90 - 1350]

3.       Gropers Bush Thornbury Road [RP 1260 - 1455]

4.       Otautau Tuatapere Road [RP 2525 - 3810]

5.       Hundred Line Road West [RP 0 - 1900]

6.       Avondale Road [RP 12660 - 14380]

e)         Delegates authority to the Group Manager Services and Assets to let contracts for all of the listed projects subject to satisfactory tenders being received that provide value to the Southland District Council.

 


 

Content

Background

3       The Pavement Rehabilitation Programme for 2015/2016 has a target of
8.0 km of road to be rehabilitated prior to 1 July 2016 to complete all candidate sites whilst remaining within approved budgets.  This report discusses the proposed sites identified for pavement rehabilitation.  It is proposed to have these projects ready for release to the market prior to 30 November 2015.

4        The candidate sites are described within the attachment to this report.  They have been selected for rehabilitation based on the remaining expected pavement life recorded in RAMM, visual assessment of the sites by MWH, the results of FWD, condition rating and high speed data testing, along with discussions with Council’s Area Engineers and the three Alliance Management Teams on the potential suitability and timing of rehabilitation at the sites.

5        Each site is discussed in terms of its location, the scope of the rehabilitation work anticipated and the specific details of each site which have influenced its selection as a candidate for rehabilitation.  The options for each site are then discussed as well as any site-specific issues or risks which may influence the procurement method selected for the site.

6        The Pavement Rehabilitation Programme for 2015/2016 has been developed taking into account all of the considerations above.  The location plans, photographs and general details of the sections of road included in the attachment to this report are provided alongside very preliminary rough order of cost estimates, which includes an allowance for professional services fees.  It should be noted that some of these estimates are based on a general view of potential costs, prior to detailed design being carried out to confirm sizes and full requirements.

Issues

7        The various treatment options proposed for each site are based on re-establishing levels of service appropriate to the One Network Road Classification (ONRC) hierarchy of the road for each location.

8        The chosen treatments attempt to balance all factors to come up with the most economical long term solution to produce the best value for money.

9        As part of the site investigation, prior to reporting to Council, a review of the entire 2015/2016 rehabilitation programme candidate sites has been carried out with NZTA.  The purpose of this review was to ensure alignment between SDC and NZTA on rehabilitation site priorities.

10      As a result some sections of the proposed sites will be removed from the rehabilitation programme as it was agreed that SDC could push these sections of road harder, effectively sweating the asset by recommending that sections of the sites be patched and resealed within the existing maintenance programme.

Factors to Consider

Legal and Statutory Requirements

11     No unusual legal considerations are involved with these projects.  As with all projects, but larger value projects in particular, there is the risk of a legal challenge regarding the tender results from unsuccessful tenderers.  To reduce this risk the Tender Evaluation Team will diligently follow the NZTA procurement procedures.

12      The Request for Tender will state that the Principal reserves the right to consider or reject any alternative tender, in the Principal’s sole discretion.

Community Views

13      Although no specific community views have been sought, feedback has been sought and received from both Council’s Area Engineers and the Alliance Maintenance Teams in identifying candidate sites.

Costs and Funding

14      The programme of works form part of the overall roading programme for 2015/2016 and fits within the Annual Plan.

Policy Implications

15      The projects are part of the Southland District Council 2015/2016 Roading Pavement Rehabilitations Programme.

Analysis

Options Considered

16      Two main options for each site have been considered and outlined below.

Analysis of Options

Option 1 - Patch and Reseal Candidate Rehabilitation Sites within the Existing Maintenance Programme

Advantages

Disadvantages

·          Reduced financial input required particularly in the short to medium term.

·          Greater number of small defects can be treated in isolation over the whole SDC roading network.

·        Continued reduction in levels of service and subsequent inconvenience and economic hardship to users.

·        Increased risk of road deterioration requiring sections to be fully reconstructed, imposing a significant financial requirement in the longer term.

Option 2 - Full Rehabilitation of Candidate Sites

Advantages

Disadvantages

·          Reinstating levels of service on routes justified by traffic volumes and strategic value to the network.

·          Removing inconvenience to road users and providing improved economic output.

·          Maximises the current NZTA funding assistance rate.

·          Long term cost savings.

·        Greater shorter term financial input required compared to patch and reseal option.

17     Following the drive-over review of the full 2015/2016 Roading Pavement Rehabilitations Programme with the NZTA, three sites have been considered as a combination of Options 1 and 2. 

18      In these cases, only the worst sections of failures within these sites are fully rehabilitated.  The remainder of the sections are then patched, repaired and resealed.  Adopting this solution results in SDC being provided with better long term value for money.

19      The patched and repaired sections should be able to be managed under continued routine maintenance for the medium term before rehabilitation is required, extending the remaining pavement life of these sections.

Assessment of Significance

20      The pavement rehabilitations programme is not considered significant.

Recommended Option

21      The report and its attachment provide an outline of the proposed programme of 2015/2016 Roading Pavement Rehabilitations and an indication on how these may be procured.  The proposed procurement methodologies have been chosen to balance minimising professional services inputs with obtaining competitive prices and managing risks and price certainty.  The overall aim is to obtain value for money.

22      It is recommended that the APAC endorse both the proposed programme of work and procurement methodologies, including that all projects be let under staff delegated authority.

Next Steps

23      That the projects detailed are included in the 2015/2016 Roading Pavement Rehabilitations Programme and MWH proceed with detailed investigation, design and procurement on the basis of the supporting information contained within this report.

 

Attachments

a         Report to Activities Performance Audit Committee - Rehab 15-16 - Attachment View    

 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 


Activities Performance Audit Committee

16 September 2015

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Adoption of the Information Management Strategic Plan 2015 - 2020

Record No:        R/15/8/13772

Author:                 Damon Campbell, Chief Information Officer

Approved by:       Steve Ruru, Chief Executive

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1       To enable the Activities Performance Audit Committee to adopt the Information Management Strategic Plan 2015 - 2020 (IM Strategy). 

Executive Summary

2       In the 10 Year Plan 2015 - 2025 one of the key budgeted projects for the Corporate Support Activity is the Core Systems Review (CSR) Project.  This project aims to review all of Council’s current IM services to ensure that they meet the current and future needs of Council.

3       This project is seen as a key enabler for Council to achieve the organisational goal of being a ‘Dynamic, Effective and Efficient Organisation’.

4       In order to ensure that the CSR Project and the recently approved Property File Digitisation Project could achieve their project goals, the Executive Leadership Team requested that an overarching Information Management Strategy be completed to provide a strategic alignment to these projects as well as various other projects being undertaken (both externally and internally).

5       The Information Management Group completed the development of a new Information Management Strategic Plan with the assistance of Effectus Limited.  This work was completed between April and June this year.

 

Recommendation

That the Activities Performance Audit Committee:

a)         Receives the report titled “Adoption of the Information Management Strategic Plan 2015 - 2020” dated 3 September 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Adopts the Information Management Strategic Plan 2015 - 2020 and approves the strategic goals outlined within the plan.

 

Content

Background

6       The development of the Information Management Strategic Plan has been undertaken in conjunction with the various business units within Council.  This was done via a series of stakeholder sessions (26 were completed) during April and May.  The sessions were designed to give Effectus a view of what the business currently had, what it did not have, and what it would need in the future.

7       The stakeholder session information was further expanded to also incorporate the directions signalled through the 2015 Long Term Plan.

8       Effectus also undertook a review of the current Information Management Team capability using the international recognised CoBIT assessment framework. 
This framework is used to measure an organisations IT capability against a number of criteria groups as follows.

·                      Align, plan and organise.

·                      Build, acquire and implement.

·                      Deliver service and support.

·                      Monitor, evaluate and assess.

9       Further information on the results of this assessment process can be found in Appendix 4.4 of the strategy document.


 

10     The IM Strategy is aimed at providing:

·                      Alignment that supports and enables achievement of priorities signalled through the Council’s Long Term Plan.

·                      A pragmatic and fit-for-purpose plan for implementing strategic initiatives that will position Council to take advantage of new opportunities.

·                      An understanding of the potential business disruption to implement these initiatives and strategies.

11     From the outset of the strategy, officers wanted to ask four key questions about the current state of Information Management at Council.  These questions were used to engage with staff from across Council to ensure that the information collected was relevant to the overall strategic picture.  These questions revolve around the issue of whether Council is  realising all of the value it can from Information Management:

·                      Are we doing the right things?

·                      Are we doing them the right way?

·                      Are we getting them done well?

·                      Are we getting the benefits?

Strategic Outcomes

12     Following the stakeholder and evaluation component of the strategy, a number of IM strategic goals were defined that would provide focus moving forward:

·                      Improve the use of information to support Council becoming more a dynamic, efficient and effective Council.

·                      Deliver fit-for-purpose, optimised and cost effective IM solutions and services.

·                      Improve access to Council’s services through innovative online solutions - “reduce the friction”.

·                      Support Council to become a digitally enabled organisation through leadership in developing a cross-functional digital channel strategy.

·                      Always test IM initiatives and services for value and fit with the businesses strategic direction.

·                      Achieve economies of scale through use of shared services when appropriate.

·                      Be agile and flexible - “fail fast” and change the approach if success is not evident.

·                      Partner with the business activities to ensure maximum benefit and operational effectiveness is achieved and maintained across Council.

13     The Strategy has defined a number of Key Focus Areas (KFAs) that will be used to ensure alignment to the currently identified initiatives as well as future initiatives should priorities change.  The KRAs also have been linked to the organisational goals.

14     The key focus areas that have been put forward in the plan are:

·                      Data is a Valuable Asset - Council is an information rich organisation and this information needs to be managed just like any other asset.  Ownership, access, accuracy and context are all areas where work is required.

·                      Workforce Mobility - Council operates in a significantly large geographically area and the need to ensure staff and potentially ratepayers are able to operate where and when required.

·                      Fit-for-purpose Solutions - Council’s planned Core Systems Review Project will be used to ensure that the right solutions are being used within the various parts of the organisation.  Appendix 3 of the IM Strategy gives a summary of what applications are currently used within Council and possible future options. 

·                      Digital Enablement - The recently approved business case for Property File Digitisation is a corner stone part of this KRA.  A future focus is needed to enhance Council’s online/digital presence.  The future brand strategy and customer service review will be key drivers of what services are required online.  

·                      Aligned Delivery Capability - This area is focused on the internal delivery of Information Management Services to Council.  These improvements will be measured against the CoBIT assessment framework.

·                      Section 2.2 of the IM Strategy covers in more detail what each key focus area covers and aims to achieve.

15     The “Strategy-on-a-Page” (Appendix 4 of the IM Strategy) shows the inter-relationships between the organisational goals, key focus areas, and the IM strategic goals.

16     To ensure there is strong organisation engagement with the IM Strategy, an oversight committee will be established that will have membership from the Executive Leadership Team and selected staff from across the organisation.  This group will be responsible for assessing priorities and providing leadership to ensure the successful implementation of the IM Strategy.

Issues

17     As part of the IM Strategy development and stakeholder sessions, a number of issues were highlighted.  These were key areas in formulating the future initiatives and key focus area. Section 1.3 outlines these in more detail:

·                      Access to information and reporting.

·                      Lack of mobility.

·                      Lack of integration (between systems).

·                      Risks regarding out of system support.

·                      Lack/quality of online services.

·                      Asset management.

·                      Business process.

Factors to Consider

Legal and Statutory Requirements

18     As part of the development, Council has ensured that the various legislation and statutory requirements were considered.  Specifically the Public Records Act, Local Government Act 2002 and Local Government Official Information and Meeting Act 1987 (LGOIMA) were core areas. 

Community Views

19     No specific community views were considered, however during the stakeholder sessions areas that had direct community interaction were encouraged to discuss what could be done as part of the IM Strategy to provide a higher and more efficient service delivery option.

Costs and Funding

20     Funding for IM Strategy initiatives will be come from Information Management Operational, Core Systems Review, Property File Digitisation Project Budgets or District Operating reserve if and when required.  All initiatives will be required to complete some level of business case, and evaluation in order to secure funding. Projects that are not currently budgeted will be brought back to Council for approval.

Policy Implications

21     The various initiatives may in some circumstances require policy changes.  If this is required the normal Council policy development process will be completed.

Analysis

Options Considered

22     APAC can either agree to adopt the Information Management Strategy or ask for further changes to be made before it is adopted.

Analysis of Options

Option 1 - Adopt the Information Management Strategy and Plan

Advantages

Disadvantages

·        Provide Council with a clear Information Management strategic framework and work programme.

·        Enables future initiatives to be measured and evaluated against clear criteria.

·        There has been significant engagement with staff from across the organisation in development of the IM Strategy.

·        Possible changes in project delivery priority.

 


 

Option 2 – Ask for Amendments to be made to the Information Management Strategy

Advantages

Disadvantages

·        Will enable the Plan to be amended to address any Council concerns.

·        Will delay adoption of the Strategy.

·        Council may be at risk of undertaking projects that may not provide sufficient value or benefit if these are progressed prior to the Strategy being finalised.

 

Assessment of Significance

 

23     The IM Strategy is an internally focussed strategic document for Council. Its aim is to ensure that Council has the information management capability needed to support achievement of its strategic goals. Given the internal focus of the document a decision to adopt the IM Strategy is not considered to be significant.

Recommended Option

24     That the Activities Performance Audit Committee adopts the Information Management Strategic Plan 2015 - 2020.

 

Attachments

a         Information Management Strategic Plan - 2015-2020 View    

 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Activities Performance Audit Committee

16 September 2015

 


 



 



 



 



Activities Performance Audit Committee

16 September 2015

 


Activities Performance Audit Committee

16 September 2015

 


 



 


 


Activities Performance Audit Committee

16 September 2015

Description: sdclogo

 

Survey results year end

Record No:        R/15/8/13739

Author:                 Shannon Oliver, Planning and Reporting  Analyst

Approved by:       Rex Capil, Group Manager, Policy and Community

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        The report is to provide a copy for your information on the surveys conducted that relate to the annual report.

 

Executive summary

2        A number of surveys are carried out in relation to the external performance measures that are reported on in the Annual report.  This allows reporting on whether levels of service (as outlined in the Council’s Long Term Plan) have been achieved.  For the 2014 2015 financial year six surveys were conducted.  Overall, the results were positive but some of the levels of service targets were not met.  The results of the surveys have been discussed and reviewed by the relevant activity manager and the Executive Leadership team.  The relevant activity managers will use the feedback and results to improve on service delivery.  Please find the survey results reports attached for your information.

 

Recommendation

That the Activities Performance Audit Committee:

a)         Receives the report titled “Survey results year end” dated 10 September 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

Attachments

a         Building Control Survey Results 2015 View

b         Library User Survey Results – 2015 View

c         Work Schemes survey results report 2014 2015 View

d         Nuisance Complaints survey results report 2014 2015 View

e         Resource Management survey results report 2014 2015 View

f          Customer Service Survey Results 2014/2015 View    

 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Activities Performance Audit Committee

16 September 2015

 


 


 


Activities Performance Audit Committee

16 September 2015

 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


Activities Performance Audit Committee

16 September 2015

 



Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Activities Performance Audit Committee

16 September 2015

 


 


 


 


 


 


 


 


 


 

    

 


Activities Performance Audit Committee

16 September 2015

Description: sdclogo

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1         Update on the Around the Mountains Cycle Trail

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Update on the Around the Mountains Cycle Trail

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.