ORANGE CITY COUNCIL

Finance Policy Committee

 

Agenda

 

1 December 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, 1 December 2015.

 

 

Garry Styles

General Manager

 

For apologies please contact Michelle Catlin on 6393 8246.

    

 


Finance Policy Committee                                                                       1 December 2015

Agenda

  

1                Introduction.. 3

1.1            Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests. 3

2                General Reports. 4

2.1            Statement of Bank Balances as at 17 November 2015. 4

2.2            Request For Financial Assistance. 6

2.3            Promoting Better Practice - Update December 2015. 76

 


Finance Policy Committee                                                                       1 December 2015

1       Introduction

1.1     Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests

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.

 


Finance Policy Committee                                                                       1 December 2015

 

 

2       General Reports

2.1     Statement of Bank Balances as at 17 November 2015

TRIM REFERENCE:        2015/3070

AUTHOR:                       Georgia Campbell, Cadet Accountant    

 

 

EXECUTIVE Summary

Council operates one Bank Account and is required to carry out a Bank Reconciliation at the end of each month. As at 17 November 2015 the Cash Book Balance was $196,956.88.

Link To Delivery/OPerational Plan

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

Financial Implications

Nil

Policy and Governance Implications

Nil

 

Recommendation

That the information provided in the report by the Cadet Accountant on the Statement of Bank Balances as at 17 November 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.

STATEMENT BY MANAGER FINANCIAL SERVICES

The Statement of Bank Balances as at 17 November 2015 have been reviewed, and it is confirmed that the amounts presented in this statement provide a true and accurate representation of the amounts held in Council’s bank account as at 17 November 2015.

Attachments

1          Bank Reconciliation, D15/44581

  


Finance Policy Committee                                                                           1 December 2015

2.1                       Statement of Bank Balances as at 17 November 2015

Attachment 1      Bank Reconciliation

 


Finance Policy Committee                                                                       1 December 2015

 

 

2.2     Request For Financial Assistance

TRIM REFERENCE:        2015/3072

AUTHOR:                       Josie Sanders, Management Accountant    

 

 

EXECUTIVE Summary

Council is in receipt of requests 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 “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 in 2015/16 budget.

 

Program

Adopted Budget

Actual/Committed

Remaining balance

General Donations

108,305

108,305*

Nil

Major Promotions

30,900

29,519

1,381

Sports Participant

13,900

5,850

8,050

Sports Facility

50,000

50,000

Nil

*NB: Includes 20 x $100 reserved for school prize giving

Policy and Governance Implications

Nil

 

Recommendation

1        That Council decline the requests from Orange Campdraft Club $369, Thegarlicsmith $3,135, Southern Cross University $3,000, Blind Sport NSW $3,000, and Kairos Outside for Women $1,000, as the General Donations budget has been fully expended.

2        That Council approve the requests from Aiden Kelly $100, Thomas Zeylemaker $100, Mac Reith-Snare $100 and Eva Reith-Snare $100 to be funded from the Sports Participant Budget.

3        That Council approve the redirection of the $1,000 donation to Bowen Public School to be used to fund their kitchen garden.

 

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 has received a letter from Bowen Public School, advising that Council’s donation of $1,000 towards their kitchen construction project remains unspent, as this project has been postponed indefinitely. The School are seeking permission for these funds to be redirected towards their kitchen garden, to purchase irrigation and various gardening tools.

Thegarlicsmith application to Council for $3,135 is the full value of the project costs. According to the minutes from Cabonne Council meeting held 27 October 2015, an application was also submitted for this event, with Cabonne resolving to donate $1,000 toward this same event.

In relation to the Kairos Outside for Women request, should Council be inclined to support this, funds could be reallocated from Council’s Community Safety program to cover the $1,000 being requested.

 

Attachments

1          Donation Table FPC 1/12/15, D15/44515

2          Orange Campdraft Club, IC15/16638

3          Thegarlicsmith, IC15/16253

4          Southern Cross University, IC15/16303

5          Blind Sport NSW, IC15/15994

6          Kairos Outside for Women, IC15/16107

7          Aiden Kelly, IC15/17487

8          Thomas Zeylemaker, IC15/17517

9          Mac Reith-Snare, IC15/17543

10        Eva Reith-Snare, IC15/17544

11        Bowen Public School, IC15/16334

 


Finance Policy Committee                                                                                                                                                 1 December 2015

2.2                       Request For Financial Assistance

Attachment 1      Donation Table FPC 1/12/15

 

General Donations

No

Applicant

Amount Sought

Policy Position

Purpose

Comment

Recommendation

To be advertised

A.1

 

Orange Campdraft Club

$369

Reduction in Council  Venue hire fees – 50% up to a maximum of $500

Campdrafting event held at the Orange Showground 13-15 November 2015

Budget fully expended

Nil

No

A.2

Thegarlicsmith (on behalf of Garlic Harvest Festival stallholders)

$3,135

Community Event Seed Funding

3rd Annual Garlic Festival 5 December 2015.

 

Budget fully expended

Nil

No

A.3

Southern Cross University

$3,000

Annual allocation –Up to $3,000

To fund student travel costs for Clinical placement in regional areas.

Budget fully expended

Nil

Yes

A.4

Blind Sport NSW

$3,000

Community Event Seed Funding

Sports day to be held at the PCYC 11-12 December 2015 for Blind and Visually impaired participants.

Budget fully expended

Nil

No

A.5

Kairos Outside for Women Central West NSW

$1,000

Community Event Seed Funding

Residential weekend for women whom have a relative or friend in prison.  Event to be held in Carcoar.

Budget fully expended

Nil

No

 


 

 

Sports Participant Program

No

Applicant

Amount Sought

Policy Position

Purpose

Comment

Recommendation

To be advertised

B.1

 

Aiden Kelly

$100

Regional State Representation – individual $100

To assist in costs associated with representation of the NSW U17 Men’s softball team to compete in Perth in January 2016.

Policy has been applied

Yes

 

No

B.2

Thomas Zeylemaker

$100

Regional State Representation – individual $100

To assist in costs associated with representation of the NSW U17 Men’s softball team to compete in Perth in January 2016.

Policy has been applied

Yes

No

B.3

Mac Reith-Snare

$100

Regional State Representation – individual $100

To assist in costs associated with representation of the NSW U17 Men’s softball team to compete in Perth in January 2016.

Policy has been applied.

Yes

No

B.4

Eva Reith-Snare

$100

Regional State Representation – individual $100

To assist in costs associated with representation of the U15 Girls’ softball team to compete in Brisbane in January 2016.

Policy has been applied.

Yes

No

 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 2      Orange Campdraft Club


 


 


 


 


 


Finance Policy Committee                                                                      1 December 2015

2.2                       Request For Financial Assistance

Attachment 3      Thegarlicsmith

ORANGE CITY COUNCIL DONATIONS AND GRANTS

APPLICATION

 

Orange ColourCATEGORY SELECTION - TICK ONE ONLY

 

£

Category 1 Rate Reimbursement – Not for Profit organisations only – applies to general rates only – considered annually

 

 

Category 2 – Sports Participant Program – considered quarterly - select one only from the following:

£

Individual Excellence in sporting achievement

£

Regional/State representative – Individual

£

Regional/State representative – Group/team

£

National/International representative – Individual

£

National/International representative – Group/team

 

 

£

Category 3 – Annual allocation – considered annually - Up to $3,000 (ex GST)

 

£

Category 4 – Sports Facilities Program – considered annually

 

Category 5 – General requests – considered quarterly – select one only from the following:

£

Excellence in educational – Individual

£

Prize giving  – per school/organisation

£

Reduction in Council Venue hire fees

£

Miscellaneous

P

Community event – seed funding – event must be managed by a not for profit or community group

 

£

Category 6 – Sponsorship – to maximum of $5,000 (ex GST) per organisation/event – considered quarterly

 

£

Category 7 – Heritage Assistance Fund

 

 

 

 

 

Information Required For All Category Applications         

 

APPLICANT’S DETAILS – ALL APPLICANTS ARE TO COMPLETE THIS SECTION

Name of organisation or person seeking funding

 

Thegarlicsmith (on behalf of Garlic Harvest Festival stallholders)

Address

Bardoobah

1732 Cargo Road

Lidster 2800

 

Postal Address (if different from above)

 

 

Name and position of the contact person

 

Name: Bernadina Smith

 

Position: Administration

 

Phone                             (BH)

 

 

                              (AH)

 

 

Mobile

 

0417089596

Email

 

 

info@thegarlicsmith.com

What legal status does your organisation have? (eg Incorporated, Association, etc.) If not for profit please attach evidence – such as charter/constitution showing no personal gain will be available to members, charitable status advice or a statutory declaration

 

 

ABN (if applicable) 67297284495

ACN (If applicable)

 

Description of organisation and its purpose

Thegarlicsmith is a local company producing organically grown and harvested garlic. The purpose is to grow Australian garlic to meet the consumer’s increasing desire to purchase home-grown garlic, versus the bleached and chemically treated imported garlic, which in itself raises concerns over the freshness, health benefits and flavour. These concerns are not an issue with locally grown garlic and Thegarlicsmith, Morganics and @boutiquegarlic (Dougal Munro) intend on educating the consumer where and when possible.

 

Description of the event/project, where will the event be held, what is the expected impact.

 

3rd Annual Garlic Harvest Festival

The Lakehouse, Saturday 5 December 2015 from 11am to the public.

As there is no known garlic harvest festival in NSW, this festival is intending to showcase another aspect of locally grown produce from the garlic producers/growers of Orange, namely thegarlicsmith, Morganics and @boutiquegarlic (Dougal Munro). As well as selling garlic braids and bulbs, local foodies will be included to provide garlic inspired dishes. Any costs associated with the set-up of a stall will be the onus of the stallholders, similarly, any profits are their own to keep.

The Lakehouse has their own liquor licence and will sell wine to customers on their premises.

There will be a garlic growing workshop by Jocelyn Colleran, who runs her own boutique garlic in the Upper Myall Valley, and is passionate about educating consumers about garlic. Jocelyn was available last year for the garlic harvest festival, which had an excellent turnout of attendees. Thegarlicsmith would like to continue this workshop in this year’s festival and Ms. Colleran has expressed she is available to conduct the workshop again.

Tasmania is very well known for their garlic due to their cooler region, and with Orange having its cold climate and extended warmer months, we are capable of producing quality garlic as well.

Promoting this event will extend to the Orange boundary  and beyond, particularly with the reach Visit Orange has to 200,000 people via their advertising channels. Social media is a tool that will be capitalised upon.

 

What is the time frame of your project?

 

Start Date: 5 December 2015

 

 

End Date: 5 December 2015

 

What are the project costs?

 

Total project costs:  $ 3,135.00 (ex GST)

 

 

Amount seeking from Council in cash: $3,135.00 (Ex GST)

 

Are you seeking any in-kind support from Council? If so,  please identify the services required:

Orange City Council tourism department has expressed a desire to support the event by including details of the festival on their Visit Orange website.

 

 

If you are applying under categories 3, 4 or 6, you must complete the following section to illustrate matching $ for $ from your organisation.  For other categories a demonstration of your cash contribution would be favourably assessed.

 

What is the cash amount you/your organisation will be contributing?                  $ 50.00 (ex GST) from each stallholder.

 

What, if any, is the in-kind amount you/your organisation will be contributing? $ ________

 

If you are applying for funding for a capital project (equipment purchase, building or property improvements etc.) please complete the following section.

 If yes to this item,   you must attach three (3) quotations to the application form

Circle one:

Yes               No

ALIGNMENT TO THE COUNCIL’S STRATEGIC COMMUNITY PLAN

Council must align its expenditure to the directions in the Community Strategic Plan (CSP). 

Copies of the plan are available at Council offices, Libraries and on the Council website orange.nsw.gov.au.  The CSP lists the directions and their associated strategies and objectives in detail and should be consulted to ensure you link your application to the appropriate element.  This element will substantially strengthen your application.

Which direction from Council’s Community Strategic Plan (CSP) does your application best align to?  – select one from Our City, Our Community, Our Economy or Our Environment.:

 

OUR CITY

£

The Orange community will embrace and support strong, accountable leadership to ensure effective,  long term,  inclusive planning and decision making within the region

Having consulted the Community Strategic Plan, which strategies in the Our City Section does your project support? List the numbers of the strategies only.

                                            

List numbers:

 

 

 


 

 

OUR COMMUNITY

£

The Orange community will support and enhance a healthy, safe and liveable city with a range of recreational, cultural and community services to cater for a diverse population.

Having consulted the Community Strategic Plan, which strategies in the Our Community Section does your project support? List the numbers of the strategies only.

List numbers:

 

 

 

 

OUR ECONOMY

ü

The Orange community will plan and grow an innovative, diverse and balanced economy which protecting the character of the City and the region

Having consulted the Community Strategic Plan, which strategies in the Our Economy Section does your project support? List the numbers of the strategies only.

List numbers:

10.1

10.2

11.1

11.2

 

OUR ENVIRONMENT

£

The Orange community will pursue the balance of growth and development and the protect and enhancement of the built and natural environment while recognising climate impact and the diverse needs of the urban, village and rural communities

Having consulted the Community Strategic Plan, which strategies in the Our Environment Section does your project support? List the numbers of the strategies only.

List numbers:

 

 

 

 


 

Are you using any local businesses? 

 

This will assist in demonstrating the local benefit of your project to other members of our community.  Using local services will significantly strengthen your application.

 

If an acquittal is required you will need to confirm the level of expenditure to local businesses compared to the level you identify here and also provide evidence that payment has been made to these businesses.

 

Engaging with local businesses will assist in a favourable assessment of your application.

 

Business name

What service will they provide?

Estimated amount to be paid to them (Ex GST)

Pause + Effected

 

An Orange-local graphic artist has designed the flyer to promote the event.

This flyer is to be used/is used by the AGIA, Penny Woodward, Jocelyn Colleral, Brand Orange, Visit Orange, Facebook and stallholders and shops participating in the event.

$240.00

De Russi Suites

 

Accommodation for Jocelyn Colleran; guest speaker for the garlic growing workshop.

Jocelyn must travel from the Upper Myall on the Friday night prior to the festival. Accommodation covers the night of arrival and the date of the festival.

$340.00

Mac Hire Pty Ltd

 

Rental of Marquee, seating for 30 people, and two trestle tables for the garlic growing workshop.

Includes erect, dismantle and delivery.

$1355.00

Trouble with Johnny

 

Local music entertainment during the peak visitor period of 12:00am to 3:00pm

(Awaiting official quote)

$1200.00

 

 

Will your project create any jobs – either short or long term?

 

Estimated long term full time jobs to be created:                                 0

 

Estimated short term (up to 6 months) jobs to be created:                 unknown

 

Note:

The Lakehouse Cafe will be able to expose the region, amenity and wines to all visitors. More staff will have to be employed to cater the event.

Pause & Effect Creative is a local business employed to provide a professional flyer promoting the event, with the creative director of the company a resident of the Cabonne region.

Mac Hire is another local business who has been tasked to provide a suitable marquee and seating to conduct the garlic growing workshop.

Local companies, as participating stall holders, will be involved in providing food to visitors which further exposes their skills as cooks by showcasing the theme of the day, which is garlic. To cater for the event, local foodies may need to employ additional staff to serve.


 

DECLARATION – ALL applicants are to complete this section

 

On behalf of Annual Garlic Harvest Festival

(NAME OF ORGANISATION, IF APPLICABLE)

 

I declare that the information provided above is complete and correct

 

Signed

__________________________________________________

 

Print name

Bernadina Smith_______________________________________________________________

 

Position in organisation

Administration________________________________________________________________

 

___________________________________________________________________________

 

Date

8 October 2015________________________________________________________________

 

 

 

 

THE INFORMATION YOU PROVIDE IS PERSONAL INFORMATION FOR THE PURPOSES OF THE PRIVACY AND PERSONAL INFORMATION PROTECTION ACT 1998. THE SUPPLY OF THE INFORMATION BY YOU IS VOLUNTARY. IF YOU CANNOT PROVIDE OR DO NOT WISH TO PROVIDE THE INFORMATION SOUGHT, YOUR APPLICATION MAY BE UNABLE TO BE PROCESSED. THIS PERSONAL INFORMATION IS BEING COLLECTED FROM YOU IN ORDER TO PROCESS YOUR APPLICATION.

 

 

 

 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 4      Southern Cross University


 


 


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 5      Blind Sport NSW


 


 


 


 


 


 


 


 


 


 

 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 6      Kairos Outside for Women


 


 


 


 


 


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 7      Aiden Kelly


 


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 8      Thomas Zeylemaker


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 9      Mac Reith-Snare


 


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 10    Eva Reith-Snare


 


 


 


 


 


Finance Policy Committee                                                                           1 December 2015

2.2                       Request For Financial Assistance

Attachment 11    Bowen Public School


Finance Policy Committee                                                                       1 December 2015

 

 

2.3     Promoting Better Practice - Update December 2015

TRIM REFERENCE:        2015/3132

AUTHOR:                       Michelle Catlin, Manager Administration and Governance    

 

 

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

 

Recommendation

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 3 remain works in progress. These tasks are expected to be completed over the next few months.

 

Attachments

1          Promoting Better Practice - Update December 2015, D15/45634

 


Finance Policy Committee                                                                                                                                                 1 December 2015

2.3                       Promoting Better Practice - Update December 2015

Attachment 1      Promoting Better Practice - Update December 2015