LGOIMA Request Details

I refer to your official information request dated 10 November 2024.  

The information you have requested is below.  Documents are included in this link –   LG_2313_Documents_for_release.zip  The link will expire after 7 days so remember to save any documents you wish to have continued access to.  We recommend that this link is opened on a PC.

1.         Provide a copy of the Manawatu District Council (MDC) complaints register. Include all details of complaints made about council processes, employees and elected members in the past 5 years and how these were resolved.   
We do not have an active complaints register at MDC that covers council processes, employees and elected members. Any complaints that are made to the Council are directed to the relevant area of Council and are dealt with and responded to from that area.  

2.         Current guidelines, policy and procedures relating to how complaints are dealt with by MDC.  
Complaints related to Elected Members are potentially covered by the Code of Conduct for Elected Members (available on this page of our website: Elected Member Roles | Manawatū District Council). Complaints related to employees are evaluated by the management of that staff member's area, and if appropriate, the Employee Code of Conduct or Disciplinary Policy would be used to respond.  

3.         Breaches of Health and Safety over the past 5 years, how these were resolved and whether changes were made to any policies or procedures at MDC.  
Manawatū District Council has maintained full compliance with the Health and Safety at Work Act 2015 (HSWA), with no breaches in the last 5 years. However, in the event of a breach, immediate action would be taken to address the situation. The first priority would be to eliminate the hazard or risk entirely. If elimination is not practicable, steps would be taken to minimise the risk to ensure the health and safety of workers and others are protected as far as is reasonably practicable. This approach reflects our commitment to proactive risk management and continuous improvement in health and safety practices. 

4.         Key Performance Indicators (KPI'S) set by MDC for the 2024/25 year.  Any documents relating to how they are set for the organisation and how they cascade down to the frontline including copies of KPI's for each part of the organisation, whether they be generic or personal.  
Council's overall performance measures are established by the Long-Term Plan (every three years) or the Annual Plan (in the intervening two years), and the organisation's performance is reported each year in the Annual Report. These are all available on our website: (Long Term/10 Year Plan | Manawatū District Council; Annual Report | Manawatū District Council). 

The Council sets the Chief Executive's KPIs each year based on the performance measures in the Long-term or Annual Plan, with the process being driven by the Chief Executive Employment Committee, and the Chief Executive Performance Sub-Committee. The Chief Executive then cascades the appropriate objectives to the members of the Executive Leadership Team, who work with their teams to set KPIs for all staff. The Council's performance year is 1 July to 30 June, in line with our Annual Planning and Annual Reporting processes.  

5.         Any policies, guidelines or instructions relating to how MDC manages business process improvements. 
While we do not have an organisational policy on business process improvements, all areas of the Council are looking continually to improve processes, systems and services. We undertake process-mapping and engage both internal and external audits periodically to benchmark our processes and seek improvement ideas.  

6.         Organisation structure for MDC each year for the past five financial years.    

The organisational structure charts for 2020, 2022 and 2024 are contained in the document link above. Please note that some of the roles on the charts may not be recruited or budgeted for. 

7.         Documents relating to any changes in the structure over this period explaining what has changed and why.  
Like many organisations, Council continually is refining and updating our structure to be aligned with the organisation's needs. The documents associated with these processes are confidential employment-related documents. 

8.         Reports to Council over the past five financial years relating to organisational changes or restructure and any responses or directions made by any elected Council member.  
Organisational changes or restructures are operational matters for the organisation and therefore are not reported to Council (who deal with governance matters).  

9.         Documentation relating to staffing, outsourcing of work over the past five financial years relating to the planning team including the consents process, building inspections etc.   
The performance and funding of the consent team is detailed the Annual Report. The most recently published being 2022/23, available on page 68-70 of the document: MDC-Annual-Report-22-23_Final-V2_Web.pdf 
The 23/24 Annual Report was adopted by the Council in October, and will be published on our website shortly. Previous Annual Reports are available in this section: Previous Annual Reports | Manawatū District Council 
 

10.       Information relating to staff numbers at MDC for the past five financial years including, turnover, retention and redundancies and dismissals due to poor performance.   

The information that is able to be publicly released relating to this question is available on the following pages in the Council's Annual Reports:  

2019/20 – Annual Report page 106 section 29, 30 and 31.   

2020/21 – Annual Report page 127 section 29, 30 and 31.   

2021/22 – Annual Report page 152 section 29, 30 and 31. 

2022/23 – Annual Report page 157 sections 29, 30 and 31.  

11.       Staff costs for each position based on salary/total remuneration for the past five years.  
The information that is able to be publicly released relating to this question is available on the following pages in the Council's Annual Reports:  

2019/20 – Annual Report page 106 section 29 and 30  

2020/21 – Annual Report page 127 section 29 and 30  

2021/22 – Annual Report page 152 section 29 and 30  

2022/23 – Annual Report page 157 sections 29 and 30  

12.       The total number of managers employed by MDC for each year over the past three years.   
The numbers below cover the roles who have staff reporting to them and excludes the CE.      

2019/20 – 39   

2020/21 – 39 

2021/22 – 44 

2022/23 – 41 

13.       The ratio of management to total staff numbers for the same period.  

2019/20 – 1 to 4.55 staff 

2020/21 – 1 to 4.22 staff 

2021/22 – 1 to 5.25 staff 

2022/23 – 1 to 3.66 staff 

2023/24 – 1 to 4.26 staff 

14.       The average and median salary of a manager.  

2019/20 – Average $97k (excludes CE) and Median $91k 

2020/21 – Average $94k (excludes CE) and Median $91k 

2021/22 – Average $105k (excludes CE) and Median $95k 

2022/23 – Average $104k (excludes CE) and Median $101k 

2023/24 – Average $118k (excludes CE) and Median $109k 

15.       Total number of FTEs in paid employment by MDC each year for the past 5 years and including year to date for 2024. 

This information is available on the below the pages in the Annual Reports: 

2019/20 – Annual Report page 106 section 30  

2020/21 – Annual Report page 127 section 30    

2021/22 – Annual Report page 152 section 30  

2022/23 – Annual Report page 157 section 30 

16.       Legal costs incurred by MDC over the past five years on a per year basis relating to advice about planning consents or to support actions/decisions MDC wanted to take or implement as a part of the annual or ten-year plan, payments made to anyone due to Council negligence or as a part of settling a claim or for compensation.  

17. MDC’s level of net debt (total for the council) as a percentage of rates income for each of the last 5 financial years.  

18. The dollar amount of debt per rating unit for the same period. 

19. The dollar amount of interest paid per rating unit for the same period.  

20. Documentation relating to setting or managing the level of debt (total) MDC has accrued since 2019.  
The Debt Resolutions, showing Councils approved level of borrowing within each respective financial year are included in the documents link above.