Shared Services and Land Use Planning Where to start …. An NGSC Perspective Warren Groves June 2016

Shared Services - A Working Definition Shared services is the provision of a service by one part of an organization or group where that service had previously been found in more than one part of the organization or group. Thus the funding and resourcing of the service is shared and the providing department effectively becomes an internal service provider. Wikipedia, the free encyclopedia Look at Auditor general report Another definition What is currently done BY many….In the future is done by ONE….. ….FOR many………… I like that one Off presentation at a MAV conference

Engineering Services Experience Could you find more attractive models? What is this slide for?

Synopsis - NGSC Located in Wimmera Region in the Central West of Victoria Covers an area of 5,918 square kilometres Population of 11,719 (Density of 1 per 2.00 kilometres) 3,048 Kilometres of local roads 234 kilometres from Melbourne GPO to Stawell P.O.

Identification of a need/Opportunity for Innovation - Hindmarsh Shire Council Area 7,527 square kilometres Population of over 6,200 374 kilometres from Melbourne GPO to Nhill Unable to recruit a suitable Engineer - high costs of contractors

Assess Capacity - NGSC Infrastructure Dept. Personnel - 3 design and project Engineers and a Graduate Engineer Maintain sufficient workload to fully occupy a full time Graduate summer grad program -> full time Existing relationship with Hindmarsh Shire Management & Officers Sufficient fleet and equipment to support extra requirements

Early stages of the process / relationship Initially developed a process where individual jobs were quoted for on a cost recovery basis Quotes were significantly cheaper with reduced travel costs, no accommodation costs and completed within time frames Graduate Engineer -> full time utilisation?

Development of a Process Agree to mutually acceptable service standards Agree on acceptable Cost recovery basis Determine Transport, Travel, Wages, reasonable on costs Agree on skill level/experience of officers supplied

Formalisation/Benefits of the MOU process Single agreement (MOU) removes need for quotes MOU obviates procurement considerations Provides ongoing service provision and certainty for Hindmarsh Shire Enables strategic planning

Supplementary Infrastructure Agreements Oval aerating - quote for gallops adopted for Councils Street Sweeping Road Grading West Wimmera - agreement Discussions with other Councils

NGSC Environmental Health Experience Add image

Identification of a need/Opportunity for Innovation Ararat Rural City Council Adjoining Council Existing strong relationship

Assess Capacity/ Define Need - NGSC Environmental Health Unit NGSC conducted service reviews in 2014 - one EHO surplus to requirements Unable attract a suitable full time EHO in 2014 Executive level in principle arrangement re a potential shared service agreement during informal discussions

Early stages of the process / relationship Discussion at appropriate level - Mngr Planning, HR, Finance Induction at new workplace and commence duties on informal basis - cost recovery of wages only Working from Ararat - familiarity with staff and processes

Development of a Process Agree to mutually acceptable service standards Agree on acceptable Cost recovery basis Determine Transport, Travel, Wages, reasonable on costs Agree on skill level/experience of officers supplied - EHO and EHT provided to conduct less complicated inspections

Formalisation of the process - MOU Single agreement (MOU) removes uncertainties MOU obviates procurement considerations Provides ongoing service provision and certainty for ARCC Enables strategic planning

How can Shared Services apply to land use planning? Limited capacity in Statutory/Strategic/Enforcement Cost of full time role/contractors Neighbouring Councils with similar issues Budget limitations

How can Shared Services apply to land use planning? Online interactive information / applications Paperless/Remote processing Joint area initiatives (Triangle Project) Implement RGP Initiatives Cluster/Regional services

Shared Service Checklist Identification of Need / Opportunity Assess Capacity / Define Need Early Relationship / Informal stage Developmental/Sounding out Process Formalisation of Process Service Delivery Review of Process

Shared Service Case Study Utilise the following case study or your own organisation to provide a (Planning) service to a neighbouring Council. What methodology would you apply within the following circumstances?

Shared Service Case Study Quarreltown is staffed by 1.5 fte Statutory, 0.5 fte Strategic Planning, 1.0 fte Admin support, Quareltown has ability to attract further Statutory/Strategic Planner(s) Stoicville is staffed by 1.0 fte Statutory Planner, 0.6 fte Admin support. No current Strategic capacity

Shared Service Case Study Both Shires have neglected strategic works over a number of years Both Shires are under pressure to reduce staff and expenditure Both LGA’s use different software and operating systems

Shared Service Case Study Travel time between Shires is approx. one hour Both LGA’s have low rate bases and strong reliance on external funding Neither LGA is adverse to embracing opportunities for innovation