ORANGE CITY COUNCIL
Finance Policy Committee
Agenda
5 May 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, 5 May 2015.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Finance Policy Committee 5 May 2015
1.1 Apologies and Leave of Absence
2.1 Statement of Bank Balances as at 21 April 2015
2.2 Combined Rates and Charges Interim Reconciliation as at 21 April 2015
2.3 Request For Financial Assistance
Finance Policy Committee 5 May 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. |
TRIM REFERENCE: 2015/1068
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 21 April 2015 the Cash Book Balance was $74,541.51
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 21 April 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 21 APRIL 2015 |
|||||
|
|
|
|
|
Ticketek |
|
|
|
|
General |
Suspense |
|
|
|
|
|
|
Opening Cash Book Balance 23/3/15 Debit/(Credit) |
|
275,732.26 |
1,685.77 |
||
|
|
|
|
|
|
Add Deposits |
|
|
|
12,747,921.20 |
76,448.60 |
|
|
|
|
|
|
Less Payments |
|
|
|
-12,327,111.95 |
-70,393.66 |
|
|
|
|
|
|
Add/(Less) Money Market at Call Account Movement |
-622,000.00 |
|
|||
|
|
|
|
|
|
Closing Cash Book Balance 20/4/15 Debit/(Credit) |
|
74,541.51 |
7,740.71 |
||
|
|
|
|
|
|
Balance as per Bank Statement |
|
|
108,318.14 |
7,740.71 |
|
|
|
|
|
|
|
Add Outstanding Deposits |
|
|
-18,099.46 |
|
|
|
|
|
|
|
|
Less Outstanding Cheques |
|
|
-15,677.17 |
|
|
|
|
|
|
|
|
Add/(Less) Bank Adjustments |
|
|
|
|
|
|
|
|
|
|
|
Balance as per Closing Cash Book Balance above Debit/(O'drawn) |
74,541.51 |
7,740.71 |
|||
|
|
|
|
|
|
|
|
|
|
|
|
Legal Overdraft limit all Funds = $20,673,000 |
|
|
|
||
Overdraft arranged at bank all funds $ 1,000,000 |
|
|
|
||
|
|
|
|
|
|
TRIM REFERENCE: 2015/1073
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 by the Senior Revenue Officer Rates on Combined Rates and Charges Interim Reconciliation as at 21 April 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 21 April 2015. As at that date $2,666,662.63 or 5.77% remains outstanding. As at 16 April 2014, 6.81% of the amount payable remained outstanding.
Debt Collection - Rates
Debt recovery for overdue rates for the 2014/15 year remains satisfactory. A total of 1004 accounts with a value of $1,531,701.88 have been referred to Council’s collection agents to be issued with 7 day letters of demand for rates accounts with arrears balances greater than $800.00.
As at 21 April 2015, 663 accounts with payments totalling $838,030.03 have been finalised after being issued with 7 day letters in 2014/15. The remaining 341 accounts with a debt value of $693,671.95 have current action. Of those accounts, 254 have been placed on hold and/or payment arrangements negotiated for arrears balances.
A further 53 accounts with a debt balance of $107,133.49 have progressed in the debt recovery process. The remaining 34 accounts with a debt balance of $55,913.14 are currently being reviewed for issue of Statement of Liquidated Claim following non-payment of the third rates instalment.
General Rates |
Ordinary Rates YTD 3rd Quarter |
||||
2013/2014 |
2014/2015 |
||||
$ |
$ |
||||
Balance Outstanding |
955,031.44 |
773,391.52 |
|||
Sewer Charges |
Sewer Charges YTD 3rd Quarter |
||||
2013/2014 |
2014/2015 |
||||
$ |
$ |
||||
Balance Outstanding |
427,324.04 |
434,964.86 |
|||
Water Charges |
Water Charges YTD 3rd Quarter |
||||
2013/2014 |
2014/2015 |
||||
$ |
$ |
||||
Balance Outstanding |
1,289,830.08 |
1,317,813.13 |
|||
Garbage and Recycling Charges |
Garbage Charges YTD 3rd Quarter |
||||
2013/2014 |
2014/2015 |
||||
$ |
$ |
||||
Balance Outstanding |
300,859.32 |
140,493.12 |
TRIM REFERENCE: 2015/1078
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 Sports Facility, 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 |
Adopted Budget |
Actual & Committed |
Remaining Balance |
General Donations |
176,070 |
176,070 |
Nil |
Major Promotions |
30,000 |
30,553 |
Nil |
Sports Participant |
10,000 |
4,681.82 |
5,318.18 |
Sports Facilities |
55,000 |
54,000 |
1,000 |
Policy and Governance Implications
Nil
1 That Council decline the request for financial assistance from James Sheahan Catholic High School, as the General Donations budget has been fully expended. 2 That Council decline the request from Eva Reith-Snare, from the Sports Participant program, as the applicant has already received funding in this financial year. 3 That Council approve the request from Orange High School for their Literature Team, to be funded from the Sports Participant budget. 4 That Council decline the request from Emus Rugby Club, as they have already been approved for a donation this financial year. |
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
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 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 donations 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 Donation Table, D15/11327⇩
2 James Sheahan Catholic High School, IC15/4518⇩
3 Eva Reith-Snare, IC15/5069⇩
4 Orange High School, IC15/5695⇩
5 Emus Rugby Club, IC15/4318⇩
Finance Policy Committee 5 May 2015
2.3 Request For Financial Assistance
Attachment 1 Donation Table
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
|
A.1 |
James Sheahan Catholic High School |
$3,140 |
Miscellaneous request – up to $500 |
Totem Poles Sculpture Project. To permanently install 3 totem poles in the school grounds. |
Budget fully expended.
|
Nil |
No |
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
B.1 |
Eva Reith-Snare |
$100 |
Eva has already received a donation in this financial year. |
Assist with costs associated with 2015 NSWU15 Hockey tournament. |
Policy has been applied. |
0 |
No |
B.2 |
Orange High School |
$5,000 |
National/International Representation – Group/team |
Assist with costs in sending team of 4 students to the World Finals of the Kids Literature Quiz to be held in the USA in July 2015 |
Policy has been applied. |
$750 |
No |
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
C.1
|
Emus Rugby Club |
$2000 |
Emus have already received a donation of $5,000 in this financial year |
Roadway Access |
Policy has been applied. |
Nil |
Yes |
2.3 Request For Financial Assistance
Attachment 2 James Sheahan Catholic High School
2.3 Request For Financial Assistance
Attachment 3 Eva Reith-Snare
2.3 Request For Financial Assistance
Attachment 4 Orange High School