Agenda of Finance Policy Committee

Finance Policy Committee 3 March 2015

2.1 Statement of Bank Balances as at 17 February 2015

TRIM REFERENCE: 2015/445

AUTHOR: Geoffrey Hamilton, Cost Clerk

EXECUTIVE Summary

Council operates one Bank Account and is required to carry out a Bank Reconciliation at the end of each month. As at 17 February 2015 the Cash Book Balance was $176,638.20

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “1.2 Our City - Information and advice provided for the decision-making process will be succinct, reasoned, accurate, timely and balanced”.

Financial Implications

Nil

Policy and Governance Implications

Nil

Recommendation

That the information provided in the report by the Cost Clerk on Statement of Bank Balances as at 17 February 2015 be acknowledged.

further considerations

Consideration has been given to the recommendation’s impact on Council’s service delivery; image and reputation; political; environmental; health and safety; employees; stakeholders and project management; and no further implications or risks have been identified.

SUPPORTING INFORMATION

STATEMENT OF GENERAL FUND BANK BALANCES AS AT 17 FEBRUARY 2015
		Ticketek
	General	Suspense

Opening Cash Book Balance 20/1/15 Debit/(Credit)	75,105.87	726.98

Add Deposits	9,571,285.90	30,570.56

Less Payments	-10,984,753.57	-30,620.02

Add/(Less) Money Market at Call Account Movement	1,515,000.00

Closing Cash Book Balance 17/2/15 Debit/(Credit)	176,638.20	677.52

Balance as per Bank Statement	287,361.12	677.52

Add Outstanding Deposits	-57,244.53

Less Outstanding Cheques	-53,478.39

Add/(Less) Bank Adjustments

Balance as per Closing Cash Book Balance above Debit/(O'drawn)	176,638.20	677.52


Legal Overdraft limit all Funds = $20,673,000
Overdraft arranged at bank all funds $ 3,700,000

Finance Policy Committee 3 March 2015

2.3 Promoting Better Practice - Update Report

Attachment 1 Promoting Better Practice Action Plan Update - December 2014

D15/2390

Updated on the Promoting Better Practice Action Plan – September 2014

RECOMMENDATION			PRIORITY	ACTION PROPOSED	TIMEFRAME	RESPONSIBILITY	PROGRESS REPORT
1.	As part of the next review of the Code of Conduct, the Council should remove the references to a dress code and transfer these requirements to a separate policy.			Noted – no action to be taken.			17 December 2013: COMPLETED.
2.	Pursuant to the Council finalising its response to ‘Operation Jarek’, it should implement any necessary improvements to its corruption-prevention policies and practices.		High	Council complete the activities in the Jarek Action Plan submitted to ICAC in March 2013.	June 2015	Manager Administration and Governance	July 2014: Council provided an update to the ICAC on progress of implementation in May 2014. Significant items completed include major review of Gifts and Benefits Policy, Statement of Business Ethics and Purchasing procedures. A letter has been sent to Council’s suppliers advising of consequences of non-compliance with Council’s position in relation to gifts and benefits. A review of the operation of Council’s Store and inventory management system has improved efficiencies and tightened security. A comprehensive assessment of fraud and corruption risks across the organisation has been completed, with an action plan developed and in the process of being implemented. September 2014: Risk system upgraded and rolled out to all managers who will now have ready access to risk issues assigned to them. December 2014: The Fraud and Corruption Prevention Plan and Policy has been updated and adopted by Council. The implementation of the ICAC Operation Jarek Action Plan is ongoing, with particular focus over the last quarter being on gifts and benefits.
3.	All councillors are encouraged to review their current pecuniary interest return to ensure that it has been fully completed (including any nil responses).		High	Distribution of Promoting Better Practice report when finalised and provision of information to Councillors to assist in their completion of the forms.	December 2013	Manager Administration and Governance	COMPLETED December 2013
4.	All councillors should be reminded of their obligations to disclose pecuniary interests at the Council and committee meetings and to not be present at or within sight when matters in which they have a pecuniary interest are being discussed.		High	Inclusion on all Policy and Council meetings of a standing item at the beginning of agendas for declarations. Information provided to Councillors on the Promoting Better Practice recommendations and information on the issue	December 2013	Manager Administration and Governance	COMPLETED December 2013
5.		The Council is to consider inserting a standing item towards the beginning of its committee meetings regarding the disclosures of interest to assist councillors in complying with their obligations under the Local Government Act 1993.		Already completed			COMPLETED December 2013
6.		The review team supports the Council’s intention to create an Enterprise Risk Management system and encourages its implementation.	High	Complete the implementation of the ERM System project plan.	Dec 2014	Manager Administration and Governance.	COMPLETED December 2013
7.		With reference to the Division of Local Government Circular to Councils 07-12 – Business Continuity Plans, the Council is encouraged to develop a business continuity plan.	Low	Being delivered as part of the ERM system	June 2015 Revised to December 2015	Manager Administration and Governance.	July 2014: Plans have progressed. Templates created. IT and Water and Sewer have progressed plans. September 2014: Risk system updated to include BCP plans. December 2014: Work continuing on Business Continuity Plans (BCP) in the Enterprise Risk Management (ERM) tool that all staff have access to. Enhancements to reporting out of ERM system scoped for regular monitoring of risk issues across Council’s operations. Scope of the BCP project has caused a revised end date of December 2015 for this project.
8.		The Council should develop and implement a system or processes to guide its compliance with its legislative and regulatory obligations.	Low	Consideration will be made for a system.	July 2015	Manager Administration and Governance	July 2014: Delegations online tool implemented. September 2014: Review of over 100 pieces of legislation to assign delegations at individual staff level. December 2014: Consideration of the legislative reporting requirements has progressed with allocation of compliance reporting tasks to individuals. Each individual reporting task will be attached to the online delegations tool.
9.		The Council should endeavour to include a process or system for the monitoring and auditing of purchasing and tendering, disposal of assets and contractor performance within its purchasing policy and/or procedure.	High	Purchasing policy review to be completed once the online requisitioning process is in place.	Revise to December 2014	Manager Financial Services	July 2014: Review of purchasing policy complete. Contractor performance system scoped. September 2014: Project management framework developed. Ongoing monitoring of purchasing policy compliance in place. December 2014: Project management framework implemented. Online supplier list management implemented. Purchasing policies updated and implemented. Process where purchasing officer is now monitoring and reporting to GM and Directors any non-compliance with purchasing policy implemented. Contractor performance forms on intranet. Purchasing policy / procedures and Asset Rationalisation Policy implemented to manage the disposal of assets. COMPLETED DECEMEBER 2014
10.		Councillors are reminded to familiarise themselves with and comply with the Council’s records policies and their obligations under the State Records Act.	Low	Information will be distributed to Councillors. Promoting Better Practice report recommendations will be provided to Councillors.	November 2013	Manager Administration and Governance	COMPLETED December 2013
11.		In order to improve the efficiency of Council meetings, it is recommended that councillors: a. refrain from raising non-urgent matters that are not on the agenda at Council and committee meetings and that councillors familiarise themselves with the Regulations regarding the transaction of urgent business. b. familiarise themselves with the Council’s ‘Councillors access to information and their interaction with staff policy’ to obtain information prior to meetings rather than inappropriately raising issues that are not on the agendas. c. familiarise themselves with their obligations under the Model Code of Conduct to refrain from directing or influencing, or attempting to direct or influence, any member of staff of the Council in the exercise of their functions. d. Ensure their conduct in meetings is fair and impartial taking care and not improperly influenced by inappropriate lobbying.	High	Promoting Better Practice report recommendations will be provided to Councillors. Reminder of the works request processes will be provided to Councillors. Additional copy of the policy on Councillors access to information and their interaction with staff will be distributed.	March 2014	Manager Administration and Governance	COMPLETED MARCH 2014
12.		The Councillors Access to Information and their Interaction with Staff policy be revised to reflect the current legislative requirements.					COMPLETED December 2013
13.		The Council is encouraged, if it hasn’t already done so, to finalise the development of its complaints handling policy and put in place procedures to collect and review information on its customer service performance.	Medium	Policy review and implementation of customer service performance assessment	Jan 2014	Manager Administration and Governance	COMPLETED December 2013
14.		The Council is encouraged to document in more detail its consultation processes when it next updates its Community Engagement Strategy.	Low	Community Engagement Strategy to be reviewed	Revise to October 2016	Director Corporate and Commercial Services	July 2014: Commenced review of the consultation strategy. Not required until next election. September 2014: Project brief to design consultation processes complete. Consideration levels of service undertaken to be summarised for community consultation processes. Community committees to be actively used in consultation processes to create next Community Strategic Plan by listing as an agenda item. December 2014: Brief for consultation project prepared. Will include review of the community engagement strategy.
15.		As a matter of priority, all aspects of its asset management planning are to be completed by the Council.	High	Completion of next rounds of AMPs	December 2013	Director Corporate and Commercial Services	COMPLETED FEBRUARY 2013
16.		The Council is required to revise its Long-Term Financial Plan to include Key Performance Indicators, Sensitivity Analysis, Balance Sheets and Cash Flow Statement.	High	Completion of the online tool for the creation of future LTFP and update of the next Plan with all components.	July 2014	Manager Financial Services	COMPLETED.JULY 2014
17.		The Council is required to prepare its future Quarterly Budget Review Statements in line with the Division of Local Government’s minimum Quarterly Budget Review Guidelines.	High	The format of the quarterly report will be reviewed.	November 2013	Manager Financial Services	COMPLETED FEBRUARY 2013
18.		It is recommended that the Council prepare an Asset Rationalisation Policy.	Medium	Policy development to be considered. Assets rationalisation is included in the Asset Management Plans creation processes.	Revise to September 2014	Manager Financial Services	COMPLETED AUGUST 2014
19.		As part of the Council’s ongoing asset management planning and development, it is recommended that the Council prepare and adopt a Plant Replacement Policy.	Medium	Policy development to be considered	July 2014	Manager Depot and Plant	July 2014: Plant replacement planning now multi year exercise which is included in the Delivery/Operational plan. Policy elements to be covered in the Assets Management Policy. September 2014: Draft Assets Management Strategy being prepared. - Instruction to include policy issued. December 2014: Inclusion in Assets Management Strategy/Policy for 2015/16 COMPLETE December 2014
20.		The Council is encouraged to formalise its overdraft facilities and practices in a policy adopted by Council.	Low	Policy development to be considered	July 2014	Manager Financial Services	COMPLETED AUGUST 2014
21.		In accordance with the Local Government Act 1993, the Council is required to prepare appropriate plans of management for its community land.	Medium	Complete Plans of Management.	Revise to December 2015	Director Community, Recreation and Cultural Services	July 2014: A review of the process to create Plans of Management has occurred. September 2014: Review continues with target date for completion of December 2014. December 2014: Council has commenced a broader strategic review of its management of open space which is due for completion in June 2015. This review of open space will inform the Plans of Management to be completed by December 2015.
22.		As a matter of priority, the Council is encouraged to review its pricing policies for both its water and sewerage funds with a view to moving these businesses to a break-even status.	Low	The pricing processes are already adequate and have achieved this recommendation.	July 2014	Manager Financial Services	COMPLETED December 2013.
23.		The Council should incorporate targeted succession planning as part of the next revision of its Workforce Management Strategy.	Low	Implement succession planning project that is included in the action plan of the Workforce Management Plan	July 2014	Manager Human Resources.	COMPLETED JULY 2014
24.		The Council is encouraged to activate and implement the Civica Human Resources software for all of its human resources records.	Low	Complete HR systems project	Dec 2015	Manager Human Resources	July 2014: Pulse systems established for Performance management. Scout system established for recruitment management. Civica options being reviewed. September 2014: Civica tools assessed during the quarter for rostering. December 2014: The online leave project has commenced and is being trialled. A project plan has been developed to transition all safety training records and licences into Civica.
25.		The Council should include an employment strategy for people from social justice groups in its Equal Employment Opportunity Management Plan, and incorporate this within its Workforce Management Strategy.	Low	The EEO Management Plan and Workforce Plan will be reviewed to consider the recommendation	Revise to August 2014	Manager Human Resources	July 2014: Management Plan update scheduled for review August 2014 September 2014: review commenced, December 2014: New EEO Management plan adopted 9 September 2014. The plan includes actions relating to EEO target groups. COMPLETE December 2014
26.		The Council should include information about its Equal Employment Opportunity strategies and outcomes in its Annual Reports.	Low	The Annual report will be amended when published for 2012/13	Nov 2013	Manager Corporate and Community Relations	COMPLETED December 2013
27.		The Council is encouraged to formalise its existing multicultural practices in a policy.	Low	Review Strategic Policy ST002 Access for People from Culturally and Linguistically Diverse Background. Consider the development of a Council Statement of Commitment to Multiculturalism.	Revise to September 2014	Manager Community Services	July 2014: Strategic Policy “Access for People from Culturally and Linguistically Different Backgrounds” reviewed. Proposal that this policy be incorporated into a broader policy on access to Council services. Proposal being further considered. Draft Statement of Commitment to Multiculturalism being developed for consideration. September 2014: Policy review continuing. December 2014: Strategic Policy “Access for People from Culturally and Linguistically Different Backgrounds” was reviewed. At the meeting of Council on 18 November 2014 it was resolved that Council’s Community Strategic Plan and Delivery/Operational Plan identify how access for this target group can be enhanced. As this need is attended to in these documents, a Strategic Policy is not required. A Statement of Commitment to Multiculturalism is still to be considered. COMPLETED DECEMBER 2014
28.		The General Manager should consider whether there is scope to further delegate the consideration of appropriate development applications.	Low	The delegations are reviewed annually.	Nov 2014	Director Corporate and Commercial Services	COMPLETED December 2013.
29.		The Council is required to develop its register of graffiti removal work so that it complies with section 13 of the Graffiti Control Act 2008.	Medium				COMPLETED December 2013.
30.		The Council is encouraged to use ‘Practice Note 15 – Water Safety’ to assist in the management of aquatic recreation facilities and services in its area.	Medium	The management of recreational aquatic facilities will be reviewed.	July 2014	Manager Commercial and Emergency Services	COMPLETED JULY 2014
31.		The Council is encouraged, in conjunction with the local RSPCA (which runs the Council’s pound), to promote the registration of cats in the local community.	Low	The management of cats will be reviewed.	December 2014	Director Development Services	COMPLETED December 2013.