ORANGE CITY COUNCIL
Finance Policy Committee
Agenda
7 July 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 July 2015.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Finance Policy Committee 7 July 2015
1.1 Apologies and Leave of Absence
2.1 Minutes of the Audit and Risk Management Committee - 5 June 2015
3.1 Statement of Bank Balances as at 23 June 2015
3.2 Combined Rates and Charges Interim Reconciliation as at 23 June 2015
3.3 Request For Financial Assistance
3.4 Sporting Grounds Operational Support
3.5 Promoting Better Practice - Update June 2015
3.6 Donation Sought from No Limit Management
Finance Policy Committee 7 July 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.
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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: 2015/1659
AUTHOR: Kathy Woolley, Director Corporate and Commercial Services
EXECUTIVE Summary
The Audit and Risk Management Committee (ARMC) met on 5 June 2015 and the minutes of that meeting are provided to the Finance Policy Committee for consideration.
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
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That the recommendations made by the Audit and Risk Management Committee at its meeting held on 5 June 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.
SUPPORTING INFORMATION
Item 3.1 identifies the need for a review of the items on the Internal Auditor’s plan of works for Orange City Council. This has arisen due to the improvements Council has achieved in the management of risk given the maturity of the Enterprise Risk Management system which has been in place for over two years. The risk system provides the basis for areas where investigations are warranted due to the severity of risk identified. Overall, the intention of the internal audit program is to achieve business improvement opportunities.
Item 3.2 refers to a monitoring process to consider compliance matters that the Committee has requested be prepared. Council operates under an enormous number of individual pieces of legislation and most have some compliance requirements. Each has a set of regulations that also must be considered. Council does not have history of non-compliance. The intention of this report to the ARMC is to identify significant issues of non-compliance and any major changes in compliance reporting that arise during a 12 month period. It will therefore be an exceptions style report.
The preparation of the report has been assigned to the Internal Auditor as part of his annual scope of works as it offers an opportunity to assess any non-compliance with independent eyes that consider issues from an organisational risk perspective.
Attachments
1 Minutes of the Meeting of the Audit and Risk Management Committee held on 5 June 2015
ORANGE CITY COUNCIL
MINUTES OF THE
Audit and Risk Management Committee
HELD IN Committee Room 3, Civic Centre, Byng Street, Orange
ON 5 June 2015
COMMENCING AT 9.00AM
1 Introduction
Attendance
Mr P Burgett (Chairperson), Cr C Gryllis (Deputy Mayor), Mr A Fletcher, General Manager, Director Corporate and Commercial Services, Manager Financial Services, Internal Auditor
Invited - Director Technical Services
1.1 Apologies and Leave of Absence
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RESOLVED Cr C Gryllis/Mr A Fletcher That the apologies be accepted from Cr J Davis (Mayor) for the Audit and Risk Management Committee meeting on 5 June 2015. |
1.2 Acknowledgement of Country
1.3 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests
Nil
3 General Reports
The Director Technical Services entered the meeting, the time being 10.30 AM.
The Director Technical Services left the meeting at 10:53 AM.
The Meeting Closed at 10:57am.
TRIM REFERENCE: 2015/1655
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 23 June 2015 the Cash Book Balance was $244,816.19
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
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That the information provided in the report by the Cost Clerk on Statement of Bank Balances as at 23 June 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
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STATEMENT OF GENERAL FUND BANK BALANCES AS AT 23 JUNE 2015 |
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Ticketek |
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General |
Suspense |
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Opening Cash Book Balance 19/5/15 Debit/(Credit) |
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152,336.30 |
2,934.77 |
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Add Deposits |
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19,222,965.44 |
40,802.17 |
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Less Payments |
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-16,186,485.55 |
-42,065.94 |
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Add/(Less) Money Market at Call Account Movement |
-2,944,000.00 |
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Closing Cash Book Balance 22/6/15 Debit/(Credit) |
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244,816.19 |
1,671.00 |
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Balance as per Bank Statement |
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2,828,404.44 |
1,671.00 |
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Add Outstanding Deposits |
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-2,416,419.42 |
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Less Outstanding Cheques |
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-167,168.83 |
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Add/(Less) Bank Adjustments |
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Balance as per Closing Cash Book Balance above Debit/(O'drawn) |
244,816.19 |
1,671.00 |
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Legal Overdraft limit all Funds = $20,673,000 |
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Overdraft arranged at bank all funds $ 1,000,000 |
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TRIM REFERENCE: 2015/1658
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 4th 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
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That the information provided in the report by the Senior Revenue Officer Rates on Combined Rates and Charges Interim Reconciliation as at 23 June 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 23 June 2015. As at that date $4,988,433.61 or 8.27% remains outstanding. As at 17 June 2014, 11.10% of the amount payable remained outstanding.
Debt Collection - Rates
Debt recovery for overdue rates for the 2014/15 year remains satisfactory. A total of 1,266 accounts with a value of $1,911,057.32 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, including 262 accounts with a total value of $379,355.44 sent to Council’s Collection Agents on 17 June 2015.
As at 23 June 2015, 850 accounts with payments totalling $1,191,764.42 have been finalised after being issued with 7 day letters in 2014/15. The remaining 416 accounts with a debt value of $719,292.90 have current action. Of those accounts, 144 have been placed on hold and/or payment arrangements negotiated for arrears balances.
A further 64 accounts with a debt balance of $161,195.04 have progressed in the debt recovery process. The remaining 208 accounts with a debt balance of $307,800.88 will be reviewed for the issue of a Statement of Liquidated Claim following non-payment of the 7 Day Letters of Demand issued on 17 June 2015.
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General Rates |
Ordinary Rates YTD 4th Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
1,769,922.56 |
1,259,734.31 |
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Sewer Charges |
Sewer Charges YTD 4th Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
872,585.26 |
758,418.86 |
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Water Charges |
Water Charges YTD 4th Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
3,199,131.20 |
2,597,221.97 |
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Garbage and Recycling Charges |
Garbage Charges YTD 4th Quarter |
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2013/2014 |
2014/2015 |
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$ |
$ |
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Balance Outstanding |
451,509.26 |
373,058.47 |
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TRIM REFERENCE: 2015/1634
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. Council advertised the availability of its donations program and wrote to past recipients of donations early in 2015 in order to have donations advertised in the exhibition of the Delivery/Operational Plan. As a result of this process, the general donations budget of over $100,000 has been fully allocated.
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 2015/16 budget.
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Program |
Adopted budget |
Actual & committed |
Remaining balance |
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General Donations |
108,305 |
108,305 |
Nil |
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Major Promotions |
30,900 |
22,000 |
8,900 |
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Sports Participant |
13,900 |
2,700 |
11,200 |
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Sports Facility |
50,000 |
50,000 |
Nil |
Policy and Governance Implications
Nil
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1 That Council decline the request for financial assistance from Bowen Public School, Huntley Berry Farm and SCIC Cochlear Implant Program, as the General Donations budget has been fully expended. 2 That Council approve the requests from Liam Kennedy, Brock Campbell and Jessica Richards, to be funded from the Sports Participant budget. 3 That Council decline the request for financial assistance from Cancer Council NSW, the policy identifies one allocation only per entity per annum and a $3,000 donation has already been approved for the 2015/16 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
Council will note from the information contained within this report that the General Donations budget has been fully expended. Consequently the requests for donations from this program have been declined.
Should Council wish to allocate any funding for these requested donations, a further report will be brought back identifying specific programs to be taken out, or reduced in the current Delivery/Operational Plan to free up the necessary funding. This would mean that other projects will need to be scaled back, or not undertaken.
1 Sec 356 July 2015 Table, D15/19200⇩
2 Bowen Public School, IC15/4897⇩
3 Huntley Berry Farm, IC15/5857⇩
4 SCIC Cochlear Implant Program, IC15/6608⇩
5 Liam Kennedy, IC15/3394⇩
6 Brock Campbell, IC15/8143⇩
7 Jessica Richards, IC15/8314⇩
8 Cancer Council NSW, IC15/9263⇩
Finance Policy Committee 7 July 2015
3.3 Request For Financial Assistance
Attachment 1 Sec 356 July 2015 Table
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Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
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A.1 |
Bowen Public School |
$3,000-$5,000 |
Miscellaneous request – up to $500 |
To build a kitchen to promote healthy eating and cooking skills. |
Budget fully expended.
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Nil |
No |
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A.2
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Huntley Berry Farm |
$432 |
Reduction of Fees for Council Facilities – max of $500 |
Waiver of fees for waste disposal. Three collections per year at $144 per tonne.
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Budget fully expended.
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Nil |
No |
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A.3 |
SCIC Cochlear Implant Program |
$3,500 |
Miscellaneous request – up to $500 |
To cover the costs of providing 4 annual Cochlear Implant Outreach visits to Orange.
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Budget fully expended.
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Nil |
No
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No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
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B.1 |
Liam Kennedy |
$100 |
Regional/State Representation - Individual |
Group 10 Junior Rugby League tour to New Zealand |
Policy has been applied. |
$100 |
No |
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B.2 |
Brock Campbell |
$100 |
Regional/State Representation - Individual |
Young Achievers NSW Country Rugby League tour to PNG |
Policy has been applied. |
$100 |
No |
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B.3 |
Jessica Richards |
$250 |
National/International Representation – Individual |
Ironman World Championships held in Hawaii |
Policy has been applied. |
$250 |
No |
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No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
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C.1 |
Cancer Council NSW |
$1,000 cash donation plus the purchase of a table of 10 tickets at the Dance for Cancer Gala Night 31 July 2015. |
Applicants cannot be the recipient of other funds, donations or grants from Council.
Cancer Council NSW has already successfully applied for a $3,000 donation in the 15/16 financial year. |
Gala night fundraiser. |
Policy has been applied. |
Nil |
No |
3.3 Request For Financial Assistance
Attachment 2 Bowen Public School
3.3 Request For Financial Assistance
Attachment 3 Huntley Berry Farm
3.3 Request For Financial Assistance
Attachment 4 SCIC Cochlear Implant Program
3.3 Request For Financial Assistance
Attachment 6 Brock Campbell
3.3 Request For Financial Assistance
Attachment 7 Jessica Richards
3.3 Request For Financial Assistance
Attachment 8 Cancer Council NSW
TRIM REFERENCE: 2015/1587
AUTHOR: Scott Maunder, Director Community, Recreation and Cultural Services
EXECUTIVE Summary
This report advises Council on support sought by Orange Waratah Sports Club Limited “OWSC” for the maintenance of sporting fields.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “6.2 Our Community – Seek innovative and creative solutions in partnership with key stakeholders that convert the demonstrated community need for sporting and recreational services/facilities to infrastructure and activities”.
Financial Implications
The donation will be funded from the existing City Presentation budget.
Policy and Governance Implications
Nil
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1 That Council place on exhibition a donation for the annual management and maintenance of Orange Waratahs Sporting Club sporting fields as follows: a. In 2015/16 - $90,000 (ex GST) to be funded from the existing City Presentation budget b. For 2016/17 to 2020/21 financial years, the donation be indexed annually by CPI with the allocation coming from the existing City Presentation budget. 2 That a report be brought back to Council outlining submissions received. |
further considerations
The recommendation of this report has been assessed against Council’s other key risk categories and the following comments are provided:
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Service Delivery |
Support will enable the sporting complex to be maintained to the standard and be available to the community |
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Image and Reputation |
Provides for positive goodwill across the community |
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Stakeholders |
Positive interaction with stakeholders |
SUPPORTING INFORMATION
Support from Council for contribution towards the maintenance of the sporting fields has been requested.
Orange Waratahs Sporting Club (OWSC) has sought support from Council for the maintenance of the sporting fields at their complex.
The mechanism for Council to provide financial support to another entity is via Section 356 of the Local Government Act 1993. Given the quantum of this donation it is recommended that Council place it on exhibition. A subsequent report will be provided to Council on any submissions received.
The basis of the request is that OWSC provide these fields for use for significant community events that would otherwise be held on Council grounds or not be able to be conducted. The number of users of the fields is approximately 100,000 per annum and increasing annually.
The importance and use of the OWSC was highlighted in the 2011 Recreational Needs Study and these facilities form an integral part of the sporting fields offering of Orange. Without the grounds being managed by OWSC Council would have a current need to acquire and manage facilities of this scale, the cost of which would likely exceed the level of support sought.
Council is also conducting a survey of grounds availability across the Inland Forum Councils (Armidale Dumaresq, Albury City, Bathurst Regional, Orange City, Dubbo City, Tamworth Regional and Wagga Wagga City) with a view to lodging joint proposals for hosting national sporting events across the Councils for NRL, AFL, ARU, A League and cricket which will see the councils move away from the bidding war. The grounds at OWSC form an important component of available facilities.
Council would also seek public acknowledgement and signage by the OWSC of the support of Council if approved.
1 Letter from Orange Waratahs Sports Club - seeking operational support for provision of sporting facilities, IC15/9249⇩
2 Orange Waratah Sport Club - Ground Usage - 2014/15, D15/20336⇩
Finance Policy Committee 7 July 2015
3.4 Sporting Grounds Operational Support
Attachment 1 Letter from Orange Waratahs Sports Club - seeking operational support for provision of sporting facilities
3.4 Sporting Grounds Operational Support
Attachment 2 Orange Waratah Sport Club - Ground Usage - 2014/15
TRIM REFERENCE: 2015/1672
AUTHOR: Kathy Woolley, Director Corporate and Commercial Services
EXECUTIVE Summary
The Office of Local Government completed a review of Council’s operations as part of their Promoting Better Practice project in November 2013. This report provides an update on progress made.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “1.1 Our City - Provide easily obtainable information on the legal responsibilities of Councillors, Council staff and the community”.
Financial Implications
Nil
Policy and Governance Implications
Nil
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That Council note the update against items in the Promoting Better Practice Action Plan. |
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 updated action plan is attached. Of the 31 tasks identified for improvement, only 6 were outstanding at the commencement of the quarter. Three tasks were completed in the quarter, leaving 3 outstanding tasks with all not due for completion until later in the year.
1 Promoting Better Practice - June 2015 update, D15/19924⇩
Finance Policy Committee 7 July 2015
3.5 Promoting Better Practice - Update June 2015
Attachment 1 Promoting Better Practice - June 2015 update
Updated on the Promoting Better Practice Action Plan – June 2015
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RECOMMENDATION |
PRIORITY |
ACTION PROPOSED |
TIME FRAME |
RESPONSIBILITY |
PROGRESS REPORT |
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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. |
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Noted – no action to be taken. |
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COMPLETED DECEMBER 2013 . |
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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: Update to the ICAC in May 2014. Review of Gifts and Benefits Policy, Statement of Business Ethics and Purchasing procedures complete. A letter 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 complete. A fraud and corruption risks action plan developed. September 2014: Risk system upgraded and rolled out. December 2014: The Fraud and Corruption Prevention Plan and Policy has been updated and adopted by Council. Focus over the last quarter being on gifts and benefits. June 2015: Review risk action plans for corporate risks and fraud and corruption undertaken. Final Jarek Action Plan completed and provided to ICAC in March 2015. COMPLETED MARCH 2015 |
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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. |
Dec 2013 |
Manager Administration and Governance |
COMPLETED December 2013 |
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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 |
Dec 2013 |
Manager Administration and Governance |
COMPLETED December 2013 |
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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. |
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Already completed |
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COMPLETED December 2013 |
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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 |
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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 |
Dec 2015 |
Manager Administration and Governance. |
July 2014: Templates created. IT and Water and Sewer have progressed plans. September 2014: Risk system updated to include BCP plans. December 2014:. Scope of the BCP project has caused a revised end date of December 2015 for this project due. June 2015: Emergency evacuation procedures being reviewed. BCP templates created and risk assessments commenced for key services. |
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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. June 2015: A process to monitor significant non compliance and reporting processes through the Audit and Risk Management Committee implemented. COMPLETED JUNE 2015 |
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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. |
Dec 2014 |
Manager Financial Services |
COMPLETED DECEMEBER 2014 |
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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. |
Nov 2013 |
Manager Administration and Governance |
COMPLETED December 2013 |
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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 |
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12. |
The Councillors Access to Information and their Interaction with Staff policy be revised to reflect the current legislative requirements. |
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COMPLETED December 2013 |
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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 |
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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 |
October 2016 |
Manager Community and Corporate Relations |
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.. December 2014: Brief for consultation project initiated. Will include review of the community engagement strategy. June 2015: Online survey tool implemented. Other development of methods of engagement investigated. |
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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 |
Dec 2013 |
Director Corporate and Commercial Services |
COMPLETED FEBRUARY 2013 |
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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 |
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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. |
Nov 2013 |
Manager Financial Services |
COMPLETED FEBRUARY 2013 |
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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. |
Sept 2014 |
Manager Financial Services |
COMPLETED AUGUST 2014 |
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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 |
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. |
Dec 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. June 2015: The review has identified the opportunity to reduce the number of Plans and benefits of aligning more closely with the open space elements of the Land Register, which have now been completed. |
|
|
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. June 2015: All but safety training management now in Civica. COMPLETED JUNE 2015 |
|
|
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 |
August 2014 |
Manager Human Resources |
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. |
Sept 2014 |
Manager Community Services |
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 |
|
|
Manager Building |
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. |
Dec 2014 |
Director Development Services |
COMPLETED December 2013. |
|
TRIM REFERENCE: 2015/1696
AUTHOR: Scott Maunder, Director Community, Recreation and Cultural Services
EXECUTIVE Summary
Council has received a request for financial from No Limit Management for financial assistance under section 356 of the Local Government Act 1993.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “6.4 Our Community – Encourage partnerships with community groups, government agencies and the business sector for the achievement of improved healthy life style choices for the community”.
Financial Implications
If Council resolves the recommendations of this report, the following balances remain from the 2015/16 budget.
|
Program |
Adopted budget |
Actual and committed |
Remaining balance |
|
General Donations |
108,305 |
108,305 |
Nil |
|
Major Promotions |
30,900 |
22,000 |
8,900 |
|
Sports Participant |
13,900 |
2,700 |
11,200 |
|
Sports Facility |
50,000 |
50,000 |
Nil |
If Council resolves to support the application for financial assistance it will need to identify the source of funds from the above available sources which will have a significant impact on Council’s ability to support other requests for the 2015/16 year.
Policy and Governance Implications
Nil
|
That Council decline the request for financial assistance from No Limit Management, as the General Donations 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.
SUPPORTING INFORMATION
Following a meeting with Council, a request for financial support from No Limit Management was received on 22 June 2015 for the conduct of a title defence for Sam Ah See on 24 July 2015.
The assistance sought is:
· Waive hire fees - $2,500 ex GST
· 40% of profit on alcohol sales – based on previous events estimated to have value of $1,750.
· Alcohol for all ringside tables at a cost price is implicit in the assistance item above
· Use of Pyrotechnics
In relation to the waiver of venue hire fees, Council’s policy position is 50 % up to a maximum of $500. The other requested elements above are not specified under the Donations Policy.
Given the timing of the proposed event and the need for Council to consider all donation requests (as per Section 356 of the Local Government Act 1993), No Limit Management was advised that approval of any donation prior to the event would not be possible. Additionally, the Policy does not allow retrospective allocation of a donation so this too requires a Council resolution to vary the Council’s Policy position.
However Council offered that if No Limit Management wished to proceed with the event, Council would require the hire agreement for the Function Centre to be signed and received by Council by 10 July 2015, together with the payment of the $6,000 bond. Rental fees would not be required to be paid at that time.
If Council ultimately approves the request for a donation to No Limit Management, the bond will be refunded in full (provided there is no damage to the facility) together with the profit share of the alcohol sales less Council staff expenses. If Council does not approve the request for a donation, all charges will be deducted from the bond with the balance refunded.
The donation will have to be advertised as the company operates for profit and thus advertisement is a requirement under Section 356 of the Act. Council will need to specify the details of the donation in the advertisement and thus also needs to specify the level of the donation in its resolution.
No Limit Management also sought Council’s assistance explore the possibility to conduct the event at the PCYC. PCYC declined the request due to the impact on Netball and other concerns. A copy of that correspondence is attached.
1 Orange GM Boxing Support Request - No Limit Management, D15/20454⇩
2 Letter to No Limit Management re ORANGE BOXING PROPOSAL - 24 July 2015, D15/19881⇩
3 Email - Matt Rose Boxing Night - Orange PCYC - 18 June 2015, D15/20575⇩
Finance Policy Committee 7 July 2015
3.6 Donation Sought from No Limit Management
Attachment 1 Orange GM Boxing Support Request - No Limit Management
3.6 Donation Sought from No Limit Management
Attachment 2 Letter to No Limit Management re ORANGE BOXING PROPOSAL - 24 July 2015
D15/19881
F1425
26 June 2015
Mr Matt Rose and Ms Kira Ballinger
Managing Directors
No Limit Management Pty Ltd
Dear Mr Rose and Ms Ballinger
ORANGE BOXING PROPOSAL
I refer to the proposal received by Council on 22 June 2015 for an event on 24 July 2015 in which Council support is sought to conduct the event.
The assistance sought is:
· Waive hire Fees - $2,500 ex gst
· 40% of profit on alcohol sales – based on previous events is circa $1,750.
· Alcohol for all ringside tables at a cost price is implicit in the assistance item above
· Use of Pyrotechnics
Other costs that will need to be met by No Limit Management Pty Ltd include Orange City Council Staff costs (setup and working on the evening), two fire wardens if pyrotechnics are to be used, security staff and licence fees. These costs would be for the direct account of No Limit Management Pty Ltd.
As you know Council is supportive of promoters bringing boxing events to Orange, however given the timing and the requirements of the Local Government Act 1993 I am unable to confirm the support that you seek prior to event on 24 July 2015.
All requests for financial support must be reported to Council for their consideration and if approved in principal then be advertised for a period of 28 days before it needs to again be considered by Council for formal approval or rejection.
As Council has already expended its General donations for 2015/16, which would normally cover requests of this nature, Council must also identify another funding source to fund the donation.
-2-
ORANGE BOXING PROPOSAL
26 June 2015
Given these circumstances Council will require the hire agreement for the Function Centre to be signed and received by Council by 10 July 2015, together with the payment of the $6,000 bond. Rental fees would not be required to be paid at that time.
If Council ultimately approves the request of No Limit Management Pty Ltd the bond will be refunded in full (provided there is no damage to the facility) together with the profit share of the alcohol sales less Council staff expenses. If Council does not approve the request all charges will be deducted from the bond with the balance refunded.
If you wish to proceed on this basis a report will be taken to Council at its meeting of 7 July 2015 for their initial consideration. Can you please confirm if you wish to follow this course of action.
Please contact me if you require further information or have any other queries.
Yours sincerely
Chris Devitt
ACTING GENERAL MANAGER
