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
2.1 Statement of Bank Balances as at 17 November 2015
2.2 Request For Financial Assistance
2.3 Promoting Better Practice - Update December 2015.
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: 2015/3070
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
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.
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
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
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.
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 |
2.2 Request For Financial Assistance
Attachment 2 Orange Campdraft Club
2.2 Request For Financial Assistance
Attachment 3 Thegarlicsmith
ORANGE CITY COUNCIL DONATIONS AND GRANTS
APPLICATION
CATEGORY 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 |
|
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.
2.2 Request For Financial Assistance
Attachment 4 Southern Cross University
2.2 Request For Financial Assistance
Attachment 5 Blind Sport NSW
2.2 Request For Financial Assistance
Attachment 6 Kairos Outside for Women
2.2 Request For Financial Assistance
Attachment 7 Aiden Kelly
2.2 Request For Financial Assistance
Attachment 8 Thomas Zeylemaker
2.2 Request For Financial Assistance
Attachment 9 Mac Reith-Snare
2.2 Request For Financial Assistance
Attachment 10 Eva Reith-Snare
2.2 Request For Financial Assistance
Attachment 11 Bowen Public School
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
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.
1 Promoting Better Practice - Update December 2015, D15/45634⇩