Downsizing

The permanent establishment of the department was further reduced from 7,961 to 7,580 without compromising the quality of services through more effective deployment of resources and continuous outsourcing. The reduction was achieved by the deletion of existing vacancies and other posts vacated by officers on voluntary retirement.

The department has reviewed the manpower plan for further reduction of its establishment in line with the target set in the Chief Executive's policy address to reduce the size of the civil service to about 160,000 by March 2007.

Voluntary Retirement Scheme

Approval was given for about 330 staff (mostly artisans, workmen and general grade staff) to retire under the Second Voluntary Retirement Scheme. This helps address the surplus staff problem which might arise as the department implements its various cost-saving measures and proceeds further with its service outsourcing programmes. By December 31, 281 posts have been deleted on the retirement of officers under the scheme.

Staff Training and Development

We are facing a wave of changes as a result of rising public demands for better services, the drive for public sector reform and performance management. Through staff training and development, we aim to build a competent and versatile workforce to meet these challenges.

During the year 2004, over 7,000 trainees attended training programmes organised in-house, including those arranged by the Civil Service Training and Development Institute (CSTDI) and other local institutes. The training covered areas of professional skills and knowledge, general and financial management, language and communication, and information technology. Local and overseas experts were invited to give lectures and conduct seminars on specialised subjects such as building services in sports and cultural venues, management of national sports associations, major event management and arts marketing, etc.

	The organiser of the opening and closing ceremonies at the Athens Olympics shares his experiences with LCSD staff in the lead up to the 2008 Beijing Olympic Games.

To further equip staff with the latest professional knowledge, 35 officers were sponsored to undertake overseas training programmes. Most of them were vocational training in areas like garden design, horticulture education, plant conservation techniques, outdoor recreation, golf management, conservation studies and management of performing arts venues in major institutions.

On national studies, over 30 officers attended short courses offered by the CSTDI. Two officers joined familiarisation visits on Promotion of Culture and Sports in Beijing and Qingdao organised by the Civil Service Bureau. The programme included visits and experience sharing with the Beijing Olympic Games organisations which helped our colleagues better prepared for the Department's involvement in the East Asian Games to be held in Hong Kong in 2009.

For those more technology-advanced learners, some 120 trainees had pursued web-based learning programmes on Putonghua, Chinese language, English and communication, government practices and information technology provided by CSTDI. This is a new and flexible mode of learning recently promoted by CSTDI that allows staff to undertake training programmes anytime, anywhere and at one's own pace. However, staff of the Department have yet to accustom to shifting to self-paced learning.

Besides providing training for staff, as the Department joined the Youth Job Creation Programme (YJCP) since 2003, the Training Section has also been offering training schemes such as Swimming Pool Trainee Scheme, Horticultural Trainee Scheme and Library Assistant Trainee Scheme, to more than 1,000 young people. Among these, the scheme for Swimming Pool Trainee (SPT) Scheme has been most successful. Apart from relieving Hong Kong Government's unemployment pressure during the economic downturn by providing pre-employment training and workplace attachment for young people aged 18 to 24, the SPT Scheme has also provided a source of manpower for the Department in Aquatic Venues. Within the six-month Scheme, the SPTs were trained intensively on lifesaving and swimming pool operation. They were required to complete at least 10 items of training and assessment, which included:

• Swimming Improvement;
• Lifesaving Bronze Medallion;
• First Aid;
• Aquatic First Aid;
• Pool Lifeguard Award;
• Safety for Confined Space Worker;
• Occupational Safety and Health on Swimming Pool Filtration Plant; and
• Electrical and Mechanical Services Department's Filtration Plant Operation Training and Assessment.

	Swimming pool trainees row a hand-made raft in a leadership training programme.

	Horticulture trainees learn organic planting in the field.

To further develop their potentials in the aquatic field, those trainees with outstanding performance were supported by the Department to receive advanced training, such as, Swimming Teacher Certificate and Lifesaving Assistant Teacher Certificate training. This has further enhanced their employability in the market.

During 2004, over 98% of the trainees (about 70) gained qualifications in Lifeguard and/or Filtration Plant Operation. Amongst them, more than 90% were recruited as Seasonal Lifeguards in the department, while others pursued a career with private or other public organisations like the Vocational Training Council. The successful rate of job finding in SPTs was 100%.

In the coming year, the department will continue to nurture a dynamic and customer-oriented workforce to serve the community by providing more training resources through different methods.

Staff Relations and Communications

Great importance is attached to maintaining good and effective relations and communication with staff, particularly given the diversity of work streams and the dispersed locations of offices and venues. With growing public expectation of the department's services and the constraints on resources, it is all the more important to ensure close communication between management and staff and to cultivate a common goal in meeting the challenges together.

Management and staff have regular contact through meetings of the Departmental Consultative Committee and the General Grades Consultative Committee, and through meetings with staff unions. Ad hoc meetings, informal gatherings and briefings are also held where necessary to discuss issues of mutual concern. The Director also personally meets staff union representatives to understand their concerns.

The needs of individuals are also given equal attention. The Staff Relations-Staff Welfare Unit is always ready to attend to requests or enquiries from individual staff members over their welfare and concerns. Recreational activities are also organised from time to time and these include day trips, karaoke contests and interest classes, etc. The activities of the Departmental Volunteer Team and Departmental Sports Team are supported to encourage staff to use their leisure time for worthwhile pursuits. This year, the Departmental Volunteer Team has participated in a number of activities organised by the Social Welfare Department and charity organisations, for example, charity raffle, charity mooncake, Qile Charity Cake, etc. The 15 Departmental Sports Teams have actively participated in various open and inter-departmental sports competitions, and won six championships and ten other awards.

	Enjoyment all round for staff and family members at a staff function in an LCSD park.

	Staff set an example by donating blood in the lobby of LCSD headquarters.

	All in a good cause — members of the Departmental Volunteer Team raising funds for charity at a cake stall.

	Friendships are strengthened and sporting skills honed during activities held by the Departmental Sports Teams.

An informative Staff Newsletter is published every two months as another effective channel for communicating with staff.

Staff Motivation

The department spares no effort in giving due recognition to members of staff for their contributions. Members with over 20 years' service are eligible to be considered for the Long and Meritorious Service Certificates and the Long and Meritorious Travel Awards. In 2004, three Commendation Letters and 181 Certificates of Merit were issued by the Director and Assistant Directors respectively to staff who had performed commendable acts. Five members were awarded a commendation under the Secretary for the Civil Service Commendation Scheme for their exemplary performance over a long period of time. We are particularly proud of the following nine officers who, by virtue of their assiduous and professional services, were awarded the Chief Executive's Honours and Awards:

The department operates a Customer Appreciation Card Scheme to provide a direct channel for staff to receive feedback from customers when their services are appreciated. Staff members are also encouraged to develop and improve service standards through the Work Improvement Teams, which have been set up at major leisure venues, and to make constructive and practical suggestions under the Staff Suggestion Scheme.

Customer Service

Customer focus is a core value of the department. In recognition of good customer service, the department nominated five venues/ sections for consideration under the 2003-04 Customer Service Award Scheme organised by the Civil Service Bureau:

The Hong Kong Central Library, with its highly-acclaimed professional and customer services, was selected as the second runner-up for the Frontline Service Award.

	Hong Kong Central Library representatives receive the Frontline Service Award (second runner-up) in the Civil Service Customer Service Award Scheme 2003-04.

A new design for the Customer Appreciation Card Scheme was introduced in 2004. During the year, the department received over 3,900 cards from customers, in addition to more than 1,000 compliments that were received through other channels, particularly letters and e-mails. We are grateful for the positive feedback from users of our services and will continue to strive to do even better in future.

	Frontline staff in their new tops designed for easier identification by the public at LCSD venues.

A working group, comprising representatives of the three branches, has been established to further promote quality customer service throughout the department and to consolidate and strengthen efforts on this front.