ORANGE CITY COUNCIL
Finance Policy Committee
Agenda
7 April 2015
Notice is hereby given, in accordance with the provisions of the Local Government Act 1993 that a Finance Policy Committee meeting of ORANGE CITY COUNCIL will be held in the Council Chamber, Civic Centre, Byng Street, Orange on Tuesday, 7 April 2015.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Finance Policy Committee 7 April 2015
1.1 Apologies and Leave of Absence
2.1 Minutes of the Audit and Risk Management Committee - 6 March 2015
3.1 Audit and Risk Management Committee Annual Report for the Year Ended 31 December 2014
3.2 Statement of Bank Balances as at 24 March 2015
3.3 Combined Rates and Charges Interim Reconciliation as at 24 March 2015
3.5 Request For Financial Assistance
3.6 Financial Assistance Request
Finance Policy Committee 7 April 2015
1.1 Apologies and Leave of Absence
The provisions of Chapter 14 of the Local Government Act, 1993 (the Act) regulate the way in which Councillors and designated staff of Council conduct themselves to ensure that there is no conflict between their private interests and their public role.
The Act prescribes that where a member of Council (or a Committee of Council) has a direct or indirect financial (pecuniary) interest in a matter to be considered at a meeting of the Council (or Committee), that interest must be disclosed as soon as practicable after the start of the meeting and the reasons given for declaring such interest.
As members are aware, the provisions of the Local Government Act restrict any member who has declared a pecuniary interest in any matter from participating in the discussion or voting on that matter, and requires that member to vacate the Chamber.
Council’s Code of Conduct provides that if members have a non-pecuniary conflict of interest, the nature of the conflict must be disclosed. The Code of Conduct also provides for a number of ways in which a member may manage non pecuniary conflicts of interest.
Recommendation It is recommended that Committee Members now disclose any conflicts of interest in matters under consideration by the Finance Policy Committee at this meeting.
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TRIM REFERENCE: 2015/730
AUTHOR: Kathy Woolley, Director Corporate and Commercial Services
EXECUTIVE Summary
The Audit and Risk Management Committee (ARMC) met on 6 March 2015 and the minutes of that meeting are provided to the Finance Policy Committee for adoption.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “1.3 Our City - Ensure a robust framework that supports the community’s and Council’s current and evolving activities, services and functions”.
Financial Implications
Nil
Policy and Governance Implications
Nil
1 That a process determining the resources required to monitor non- compliance of “material” issues be developed and a report be prepared for the Committee. 2 That Council note the adequacy of training for Councillor management of information and provide this feedback to the Committee. 3 That the balance of the recommendations made by the Audit and Risk Management Committee at its meeting held on 6 March 2015 be adopted. |
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.
COMMENTS FROM DIRECTOR CORPORATE AND COMMERCIAL SERVICES
The ARMC meeting of 6 March identified a number of actions for Council to consider. The following provides commentary on how these will be progressed.
Issue |
Action to be taken |
Committee requested an annual report on non-compliance of a “material” nature |
Reporting format and means to capture this information needs to be considered. The Committee’s focus would typically be on the process Council puts in place to ensure this risk is being managed. Compliance requirements are across virtually all aspects of Council’s operations so without parameters this would be an enormous task. Many dozens of pieces of legislation have compliance requirements. The scope of this request therefore needs to be clarified and the meaning of “material” issues defined. Initially, materiality will be assessed as those compliance requirements that are needed in the key corporate risks as identified in the corporate risk register that the Committee uses to determine its areas of focus. A report on the proposed process to manage non-compliance will be provided to the Committee to illustrate what systems are already in place and identify is any additional systems are to be implemented. Typically the Committee’s focus is on ensuring the systems and processes Council implements are adequate to manage the risk area being considered. |
Sharing delegations tool and Enterprise Risk Management tool with Dubbo and Bathurst |
A demonstration of the Pulse tools that deliver the delegations and Enterprise Risk Management tools has been made to Centroc Directors of Corporate Services group of which Bathurst is a member. The internal auditor will follow up with the Councils to determine interest in this item. |
Invite all Councillors to the Audit and Risk Management training to be held on 20 May 2015 |
A memo advising this training has already been sent to all Orange City Councillors. |
Issue |
Action to be taken |
An update report on the ongoing training of councillors regarding record keeping policy and obligations under the State Records Act. |
In the promoting Better Practice investigation this item specifically identified two minor items for Council to consider in this area they were: · the need for Councillors to be advised of the obligations regarding records management · creation of individual email addresses for councillors. Both items have been actioned. Council adopts annually a policy on the management of Council information so Councillors consider this issue yearly. All emails Councillors receive through their Council emails and any materials received through Council and distributed to Councillors are captured and stored in Council’s records management system when appropriate. Council recently changed its policy to ensure all mail sent to Councillors via Council is opened and recorded if considered relevant. The policy amendment also has alerted Councillors to the requirements for them to manage information that comes to them directly. Additionally, training on this was included in the induction of Councillors following the 2012 elections. A report outlining these comments will be provided to the Committee.
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Attachments
1 Minutes of the Meeting of the Audit and Risk Management Committee held on 6 March 2015
ORANGE CITY COUNCIL
MINUTES OF THE
Audit and Risk Management Committee
HELD IN Committee Room 3, Civic Centre, Byng Street, Orange
ON 6 March 2015
COMMENCING AT 9.05AM
1 Introduction
Attendance
Mr P Burgett (Chairperson), Cr C Gryllis (Deputy Mayor), Mr A Fletcher, General Manager (9.29am), Manager Financial Services, Internal Auditor, Manager Administration and Governance.
1.1 Apologies and Leave of Absence
1.2 Acknowledgement of Country
1.3 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests
Nil
** The Manager Administration and Governance left the meeting at 9.50am**
4 General Reports
TRIM Reference: 2015/470 |
Recommendation Cr C Gryllis/Mr A Fletcher That the report be noted and submitted to Council.
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TRIM Reference: 2015/488 |
Recommendation Cr C Gryllis/Mr A Fletcher That the amendments to Council’s Investment of Council Funds Policy be noted.
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The Meeting Closed at 10.24am.
TRIM REFERENCE: 2015/731
AUTHOR: Kathy Woolley, Director Corporate and Commercial Services
EXECUTIVE Summary
The Audit and Risk Management Committee (ARMC) is a Committee of Council which operates according to a Charter approved by Council. At the end of every calendar year the ARMC submits a report to Council regarding activities of the Committee. The Committee Chairperson’s Annual Report for the year ended 31 December 2014 is attached.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “1.3 Our City - Ensure a robust framework that supports the community’s and Council’s current and evolving activities, services and functions”.
Financial Implications
Nil
Policy and Governance Implications
Nil
That the information contained within the Audit and Risk Management Committee Chairperson’s annual report be noted. |
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
The ARMC Chairperson’s Annual Report for the year ended 31 December 2014 was considered and adopted by the ARMC at its meeting of 6 March 2015.
1 Audit and Risk Management Committee Annual Report for the year ended December 2014, D15/9082⇩
Finance Policy Committee 7 April 2015
3.1 Audit and Risk Management Committee Annual Report for the Year Ended 31 December 2014
Attachment 1 Audit and Risk Management Committee Annual Report for the year ended December 2014
TRIM REFERENCE: 2015/855
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 24 March 2015 the Cash Book Balance was $275,732.26
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
That the information provided in the report by the Cost Clerk on Statement of Bank Balances as at 24 March 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 24 MARCH 2015 |
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Ticketek |
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General |
Suspense |
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Opening Cash Book Balance 17/2/15 Debit/(Credit) |
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176,638.20 |
677.52 |
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Add Deposits |
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21,720,703.64 |
9,757.75 |
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Less Payments |
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-17,042,609.58 |
-8,749.50 |
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Add/(Less) Money Market at Call Account Movement |
-4,579,000.00 |
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Closing Cash Book Balance 23/3/15 Debit/(Credit) |
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275,732.26 |
1,685.77 |
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Balance as per Bank Statement |
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455,067.18 |
1,685.77 |
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Add Outstanding Deposits |
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-102,368.14 |
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Less Outstanding Cheques |
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-76,966.78 |
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Add/(Less) Bank Adjustments |
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Balance as per Closing Cash Book Balance above Debit/(O'drawn) |
275,732.26 |
1,685.77 |
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Legal Overdraft limit all Funds = $20,673,000 |
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Overdraft arranged at bank all funds $ 3,700,000 |
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TRIM REFERENCE: 2015/865
AUTHOR: John Kennedy, Senior Revenue Officer - Rates
EXECUTIVE Summary
The following tables and graphs provide details of Rates, Water, Sewer and Garbage Charges raised and collected up to the 3rd quarter of the 2014/15 rating year.
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
That the information provided in the report on Combined Rates and Charges Interim Reconciliation as at 24 March 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
The following report gives details of the combined rates and charges reconciliation as at 24 March 2015. As at 24 March 2015 $6,096,607.14 or 13.18% remains outstanding. As at 18 March 2014, 15.78% of the amount payable remained outstanding.
Debt Collection - Rates
Debt recovery for overdue rates for the 2014/15 year remains satisfactory. A total of 1002 accounts with a value of $1,495,113.02 have been referred to Council’s collection agents to be issued with 7 day letters of demand for rates arrears balances with two or more instalments outstanding.
As at 24 March 2015, 578 accounts with payments totalling $719,345.89 have been finalised after being issued with 7 day letters in 2014/15. The remaining 424 accounts with a debt value of $775,767.13 have current action. Of those accounts, 181 have been placed on hold and/or payment arrangements negotiated for arrears balances.
A further 27 accounts with a debt balance of $48,627.17 have progressed in the debt recovery process. The remaining 216 accounts with a debt balance of $290,774.33 were issued with 7 Day Letters of Demand following non-payment of the 3rd Rates instalment.
General Rates |
Ordinary Rates YTD 3rd Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
1,542,467.53 |
1,358,202.09 |
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Sewer Charges |
Sewer Charges YTD 3rd Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
890,592.37 |
897,985.19 |
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Water Charges |
Water Charges YTD 3rd Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
4,042,817.48 |
3,584,654.57 |
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Garbage and Recycling Charges |
Garbage Charges YTD 3rd Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
419,053.88 |
255,765.29 |
TRIM REFERENCE: 2015/800
AUTHOR: Michelle Catlin, Manager Administration and Governance
EXECUTIVE Summary
This report continues the review of Council’s Strategic Policy Register. A number of policies have recently been on exhibition and are recommended for adoption. Several Policies have been reviewed and are recommended for exhibition.
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
Council’s Strategic Policies are being reviewed and amended to ensure ongoing compliance with legislation and industry best practice. Policies of Council are of two types – Strategic Policies are determined by Council, and relate to Councillors and the broader community. These policies require public exhibition (if new or include significant changes) and adoption by Council. Operational Policies are determined and implemented by the General Manager, and relate to staff and the operations of the organisation.
In reviewing a number of the current Strategic Policies, it is clear that they should be Operational, or are incorporated in Council’s suite of Integrated Planning and Reporting documents. As the review of policies continues, it is expected that a number of former Strategic Policies will be recommended to Council for deletion.
1 That Council exhibit Strategic Policy ST134 - Vehicle Access Orange Airport. 2 That Council delete ST058 - Private Works as the requirements for these matters are contained with the Delivery/Operational Plan. 3 That Council adopt Strategic Policy ST107 - Outdoor Dining Areas. |
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
Policy for exhibition
Policy |
Comment |
NEW - ST134 – Vehicle Access – Orange Airport |
This Policy has been developed to ensure the safe operation of any vehicle airside at the Orange Airport. The policy sets out the controls for this activity to ensure compliance with the requirements of the Civil Aviation Safety Authority. This draft Policy has also been to the Airport Community Committee and members have been invited to make comment. |
Policy for deletion
The following policy has been reviewed and is recommended for deletion. A comment is provided below:
Policy |
Comment |
ST058 – Private Works |
This Policy was developed prior to the Integrated Planning and Reporting (IP&R) system was introduced, which includes the development of the Delivery/Operational Plan. This plan sets out Council’s approach to private works, and the Register of Fees and Charges state that any private works are to be undertaken at zero cost to Council. It is recommended that the Policy be deleted. |
Policy for adoption
At its meeting held on 17 December 2014 Council resolved to exhibit Strategic Policy ST107 – Outdoor Dining Areas. This exhibition has been concluded, and submissions received are attached.
The submissions made by Aging and Access Community Committee and the Guide Dog Association are generally consistent with the submission raised by the former Access Committee when the Policy was reviewed in December 2013. The Committee members have expressed concerns regarding the placement of street furniture adjacent to the building as opposed to the kerb as this inhibits visually impaired people who use the shop front as a guide. Previous consideration by the Committee on the placement of the street furniture was that the placement of street furniture adjacent to the building forced people with a disability, including able bodied users of the footpath to travel without any protection from the elements from awnings attached to those buildings. For this reason the Policy was reviewed to advise that street furniture would only be permitted to be placed adjacent to a building in exceptional circumstances.
The options for Council are to retain these provisions or to alter the Policy to specifically prohibit the placement of street furniture against a building. It is considered that the current Policy gives Council the ability to allow street furniture to be placed adjacent to the building where it can be justified but highlighting that it may only be done under exceptional circumstances and this option is recommended.
The other issue raised by the Ageing and Access Committee and by Mr Anderson is the placement of A Frame billboards on the public footpaths by shop owners. The Outdoor Dining Area Policy prohibits the placement of billboards and the sale and display of goods on public footpaths within the Central Business District. Both submissions raise the issue of the impact that the placement of articles on the footpath upon pedestrian traffic particularly upon persons with a disability. The Ageing and Access Committee make reference to the moratorium that Council has in relation to advertising signage. However, Council has not included A frame billboards in the moratorium due to the potential for public liability claims to be made against both business owners and Council should a person suffer an injury or damage to property from a billboard or article. Council staff are about to commence a program of requiring the removal of articles from public footpaths in the CBD.
Mr Anderson also makes submission in relation to the operators of the outdoor dining activities placing their outdoor furniture outside the area approved by Council. This practice is not uncommon in particular areas of the Summer Street footpath, where there is a high level of pedestrian use, and the width available for pedestrian traffic, particularly people using mobility vehicles is less than that required by the subject Policy. Council staff are investigating the use of permanent markers on the footpath so that business owners and Council enforcement staff are able to easily establish whether outdoor furniture is placed within the approved area. This will allow Council staff to take appropriate action so as to require compliance with approvals and licences issued by Council.
Mr and Mrs Glasby’s submission makes suggestion that Council should consider providing, at Council’s cost, permanent outdoor structures as provided in other urban areas and as shown in their attached submission. It is suggested that Council could charge a rent for such structures. General observation is that such structures are permitted by other Council’s where there are a number of food outlets adjacent to each other, that there is sufficient room to provide such structures whilst providing adequate pedestrian access and that they are mostly within tourist hubs. Council did consider an application to provide a permanent structure in association with the Occidental Hotel a number of years ago but this was not supported by Council. Generally, it is considered that there is insufficient room within the footpaths within the CBD to construct permanent structures and that any structure built in isolation is likely to detract from the visual amenity of an area.
Amendments that have been made to the Policy as a result of exhibition include:
Guidelines
1.3 Street furniture must not obstruct pedestrian traffic or emergency egress from any premises and the 2.5m wide pedestrian corridor shall be maintained in Summer Street for use by pedestrians, users of mobility scooters and the like at all times (addition of bold text).
1.4 Street furniture is required to be located on the footpath within the property boundary frontage and between 500 (not 800)mm from the kerb and 2.5 (not 2.2)m from the front boundary of the property.
Confirmation that the licence agreement for approved Outdoor Dining Areas is for a two year period.
Typographical errors identified have been corrected in this Policy.
1 FOR EXHIBITION - ST134 - Vehicle Access Orange Airport Policy and Procedure, D15/8160⇩
2 FOR DELETION - Strategic Policy - ST058 - Private Works, D15/8181⇩
3 FOR ADOPTION - ST107 - Strategic Policy - Outdoor Dining Areas and Procedure, D15/8222⇩
4 Submission - Review Outdoor Dining Policy - Scrumptious on Summer Cafe - Suzanne Glasby, D15/8466⇩
5 Submission - Draft Outdoor Dining Areas Policy - ST107 - Steven Anderson, IC15/1444⇩
6 Submission - ST107 - Strategic Policy - Outdoor Dining Areas - Ageing and Access Community Committee, D15/8229⇩
7 Submission - ST107 - Strategic Policy - Outdoor Dining Areas - Guide Dogs NSW/ACT, D15/8231⇩
Finance Policy Committee 7 April 2015
3.4 Strategic Policy Review
Attachment 1 FOR EXHIBITION - ST134 - Vehicle Access Orange Airport Policy and Procedure
3.4 Strategic Policy Review
Attachment 2 FOR DELETION - Strategic Policy - ST058 - Private Works
3.4 Strategic Policy Review
Attachment 3 FOR ADOPTION - ST107 - Strategic Policy - Outdoor Dining Areas and Procedure
3.4 Strategic Policy Review
Attachment 4 Submission - Review Outdoor Dining Policy - Scrumptious on Summer Cafe - Suzanne Glasby
3.4 Strategic Policy Review
Attachment 5 Submission - Draft Outdoor Dining Areas Policy - ST107 - Steven Anderson
3.4 Strategic Policy Review
Attachment 6 Submission - ST107 - Strategic Policy - Outdoor Dining Areas - Ageing and Access Community Committee
3.4 Strategic Policy Review
Attachment 7 Submission - ST107 - Strategic Policy - Outdoor Dining Areas - Guide Dogs NSW/ACT
TRIM REFERENCE: 2015/861
AUTHOR: Josie Sanders, Management Accountant
EXECUTIVE Summary
Council is in receipt of a number of requests for financial assistance under section 356 of the Local Government Act 1993. This report declines requests relating to General and Major Promotions as both budgets are fully expended.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “3.3 Our City – Recognise that members of the community will take different leadership pathways, the Council will support this growth and development through appropriate activities, initiatives and assistance”.
Financial Implications
If Council resolves as per recommendations of this report, the following balances remain from the 2014/15 Budget.
Program |
Original Budget |
Actual |
Remaining Balance |
General Donations |
100,000 |
169,581 |
Nil |
Major Promotions |
30,000 |
30,553 |
Nil |
Sports Participant |
15,000 |
2,882 |
7,0181 |
Sports Facilities |
50,000 |
47,636 |
2,364 |
1 Council allocated $5,000 from the Sports Participant Program to the General Donations Program at the Finance Policy Committee meeting on 13/02/2015.
Policy and Governance Implications
Nil
1 That Council decline the request for financial assistance from Canobolas High School, as the General Donations budget has been fully expended and they have already received funding in this financial year. 2 That Council approve the request from Hayden Dillon, from the Sports Participant Program. 3 That Council decline the requests for financial assistance from Orange Show Society, and NSW Police, as the Major Promotions Budget has been fully expended. |
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.
Comment from the Director Corporate and Commercial Services
Council will note from the information contained within this report that the General Donations budget and the Major Promotions budget are all fully expended. Consequently the requests for donations from these programs have been recommended to be declined.
Council adopted in the December 2014 Quarterly Review for the General Fund a deficit of $65,362. Assigning any additional donation monies for these requests would worsen this deficit position.
However, an option is that, should Council wish to allocate any funding for these requested donations, a further report be brought back identifying specific programs to be taken out of the current Delivery/Operational Plan to free up the necessary funding. This would mean other projects would not be undertaken however.
1 Donations Table, D15/8223⇩
2 Canobolas High School, IC15/3056⇩
3 Hayden Dillon, IC15/3899⇩
4 Orange Show Society Inc., IC15/2952⇩
5 NSW Police - Orange Police Station, IC15/4041⇩
Finance Policy Committee 7 April 2015
3.5 Request For Financial Assistance
Attachment 1 Donations Table
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
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A.1 |
Canobolas High School |
$1,000 |
Canobolas High School has already received funding to the value of $700 in this financial year.
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Year 12 to build a memorial to commemorate soldiers of war, to coincide with the 100th Anniversary of the ANZAC landing. |
Budget fully expended.
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Nil |
No |
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
B.1 |
Hayden Dillon |
$100 |
Regional/State representation -Individual. |
Assist with costs associated with 2015 NSWU18 Boys Hockey tournament held in Melbourne 8-16 April 2015 |
Policy has been applied |
$100 |
No |
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
C.1
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Orange Show Society Inc. |
$5,000 |
Sponsorship - To a maximum of $5,000 |
Assist with costs associated with the Annual Show 2-3 May 2015 |
Budget fully expended.
|
Nil |
Yes |
C.2 |
NSW Police – Orange Police Station |
$2,000 |
Sponsorship - To a maximum of $5,000 |
Assist with costs associated with the celebration of 100 years of Women in the NSW Police Force. Baton relay to travel through Orange on 22 May 2015 |
Budget fully expended.
|
Nil |
No |
3.5 Request For Financial Assistance
Attachment 2 Canobolas High School
3.5 Request For Financial Assistance
Attachment 3 Hayden Dillon
3.5 Request For Financial Assistance
Attachment 4 Orange Show Society Inc.
3.5 Request For Financial Assistance
Attachment 5 NSW Police - Orange Police Station
TRIM REFERENCE: 2015/882
AUTHOR: Nick Redmond, Manager Corporate and Community Relations
EXECUTIVE Summary
Council is in receipt of a request for financial assistance under section 356 of the Local Government Act 1993 from Camp Quality to assist with the hosting of Camel Races to be held at Towac Park on 5 April 2015 (submission attached).
The request is outside the donations policy in that it exceeds the value limit, the organisation has already received funding in the current year and the budget in these areas has already been expended.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “3.3 Our City – Recognise that members of the community will take different leadership pathways, the Council will support this growth and development through appropriate activities, initiatives and assistance”.
Financial Implications
Nil if the recommendation is carried. If a donation is supported a further report on the matter will need to be subject of a quarterly review to determine specific programs to be taken out of the current Delivery/Operational plan to free up the necessary funding.
Policy and Governance Implications
Nil
That Council decline the request for financial assistance by Camp Quality for the hosting of Camel Races at Towac Park. |
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
In 2014, Council resolved to support this event the value of $10,000 with the beneficiary being Cancer Care West. However, the event did not proceed that year and the funding was returned to the donations pool and reallocated to other applications in that year. Once a financial year concludes, the allocation does not carry forward into the next year even if unspent.
The current year’s budgets relating to General Donations and Major Promotions are fully expended and $10,000 is outside the value of donations in the current policy for major events/major promotions which is limited to a maximum of $5,000 (ex GST) for any one organisation per annum.
Any entity or person is limited to one donation or grant in any financial year. Camp Quality has already received a donation in the current year of $3,000 for the Tractor Trek.
Camp Quality is seeking a donation in the 2015/16 year for $3,000 to support the Tractor Trek. The draft Delivery Operational Plan has recommended a donation of $1,000. Camp Quality has advised that if the submission for the Camel Races is successful in the current year the application to the 2015/16 Delivery Operational Plan could be withdrawn.
Comment from the Director Corporate and Commercial Services
Council will note from the information above that the donations budget areas are fully expended. Consequently, the requests for donations received are recommended to be declined as no funds are available and staff can not recommend funding outside policy or budget.
In this case, the withdrawal of an application for next year does not provide the funds in the current year’s budget to fund this request.
Council adopted in the December 2014 Quarterly Review for the General Fund a deficit of $65,362. Assigning any additional donation monies from these requests would worsen this deficit position.
Council has supported Camp Quality in the past, and also allocated some funds to the Camel Races concept (even though it did not proceed). Should Council wish to support the event and maintain the current position in the General Fund the matter would need to be addressed at a quarterly review to determine specific programs to be taken out of the current Delivery/Operational Plan to free up the necessary funding.
1 Request donation - Camp Quality Ltd - Camel Races - 5 April 2015, IC15/4214⇩