ORANGE CITY COUNCIL
Finance Policy Committee
Agenda
5 April 2016
Notice is hereby given, in accordance with the provisions of the Local Government Act 1993 that a Finance Policy Committee meeting of ORANGE CITY COUNCIL will be held in the Council Chamber, Civic Centre, Byng Street, Orange on Tuesday, 5 April 2016.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Finance Policy Committee 5 April 2016
2.1 Statement of Bank Balances as at 02 March 2016
2.2 Request For Financial Assistance
Finance Policy Committee 5 April 2016
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: 2016/652
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 2 March 2016 the Cash Book Balance was $511,565.18.
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
Council has been advised that as a council included in the NSW Government’s merger proposals under consideration by the Office of Local Government since referral on 6 January 2016, Council must comply with the merger proposal period guidelines issued under S23A of the Local Government Act 1993.
The guidelines instruct Council it should expend money in accordance with the detailed budget adopted for the purposes of implementing the Delivery/Operational Plan for the 2015/16 year.
Any expenditure outside the adopted budget requires the identification of clear and compelling grounds and must be approved by Council at a meeting that is open to the public. The guidelines indicate the resolution of Council for increased expenditure must specify the reasons why the expenditure is required and warranted.
If increased expenditure is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, Council is required to exhibit the increase to the budget and consider comments received.
Council must also avoid entering into contracts or undertakings where expenditure or revenue is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, unless the contract or undertaking is as a result of a decision or procurement process commenced prior to the merger proposal period or where entering into a contract or undertaking is reasonably necessary for the purposes of meeting the ongoing service delivery commitments of the Council or was previously approved in the Council’s Delivery/Operational Plan.
Policy and Governance Implications
Nil
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That the information provide in the report by the Cadet Accountant on the Statement of Bank Balances as at 2 March 2016 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 2 March 2016 have been reviewed, and 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 2 March 2016.
1 Bank Reconciliation 16.2.16-01.3.16, D16/12092⇩
Finance Policy Committee 5 April 2016
2.1 Statement of Bank Balances as at 02 March 2016
Attachment 1 Bank Reconciliation 16.2.16-01.3.16
TRIM REFERENCE: 2016/653
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
Council has been advised that as a council included in the NSW Government’s merger proposals under consideration by the Office of Local Government since referral on 6 January 2016, Council must comply with the merger proposal period guidelines issued under S23A of the Local Government Act 1993.
The guidelines instruct Council it should expend money in accordance with the detailed budget adopted for the purposes of implementing the Delivery/Operational Plan for the 2015/16 year.
Any expenditure outside the adopted budget requires the identification of clear and compelling grounds and must be approved by Council at a meeting that is open to the public. The guidelines indicate the resolution of Council for increased expenditure must specify the reasons why the expenditure is required and warranted.
If increased expenditure is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, Council is required to exhibit the increase to the budget and consider comments received.
Council must also avoid entering into contracts or undertakings where expenditure or revenue is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, unless the contract or undertaking is as a result of a decision or procurement process commenced prior to the merger proposal period or where entering into a contract or undertaking is reasonably necessary for the purposes of meeting the ongoing service delivery commitments of the Council or was previously approved in the Council’s Delivery/Operational Plan.
Implications in this report
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 |
111,674 |
116,674* |
Nil |
|
Major Promotions |
30,900 |
29,519 |
1,381 |
|
Sports Participant |
10,900 |
6,450 |
4,450 |
|
Sports Facility |
50,000 |
50,000 |
Nil |
*NB: includes 20 x $100 reserved for school prize giving
Policy and Governance Implications
Nil
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That Council decline the requests from NSW Police Rugby League, Orange Push for Palliative Inc, Australia Remembers Ltd and Waste 2 Art, 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
NSW Police Rugby League
Council is receipt of an application from NSW Police Rugby League to have fees waivered for the use of Wade Park, cost of $523. Under Council’s Policy, the maximum donation would be $261.50, being 50% of the hire fees. Currently the General Donations budget is fully expended, however if Council decides to support this application, it could be funded from the Sports Participant budget. Current budget allocation in Sports Participant is $4,450 prior to this application.
Orange Push for Palliative Inc
Council has received an application from Orange Push for Palliative Inc, however as the donations vote is fully expended, it is recommended the request be declined. Council’s Director Community, Recreation and Cultural has commented that Council has received no detail on the content of the forum or the speakers. Council has previously resolved to work with the Local Health District for the establishment of a hospice for the care of palliative care patients and their families which after much discussion was the identified gap that all parties agreed on in the delivery of palliative care services.
As an alternative, Council could offer to “host” the forum as a Council event and then use the Function Centre at the Council rate of $770 including GST. Council could then fund that amount by a reduction in the revenue at the Orange Function Centre. The group could also be encouraged to seek the Ex-Services Club waive the fees for usage of the facilities for the event.
Australia Remembers
Council has received an application from Australia Remembers Ltd, however as the donations vote is fully expended it is recommended the request be declined.
Additionally, Council’s Director of Community Recreation and Cultural Services recommends that Council decline this application based on the following comments:
· Council, through the Library, already operates a Blog/wiki which extends beyond the official records (which are automatically included in our entries).
· The process of automatic harvesting of data leads to omissions – it is estimated that only two thirds of Orange entries are included and does not include the two VC winners, Hamilton and Howse.
· The Journal allows for an individual to claim a soldier and then add information. This person then becomes the moderator and if anyone else wants to add information it all goes through them. This is fraught as who is to say the original person will add accurate information (Ancestry is full of such examples).
Waste 2 Art
Council has received an application from the Waste 2 Art Co-Ordinator for Orange, however as the donations vote is fully expended, it is recommended the request be declined. Should Council be of the mind to support this request, then the $440, being 50% of the hire fees, could be funded from Council’s Waste Promotions allocation.
Other requests for Financial Assistance
Council is also in receipt of a request for Financial Assistance for the recently held “Women with Wings Orange” event. At the time of preparing this report the final amount sought was still being determined. Once this amount has been finalised, this request will be submitted to Council for consideration.
1 Donations Table - 5 April 2016, D16/12103⇩
2 NSW Police Rugby League, IC16/1294⇩
3 Orange Push for Palliative Inc., IC16/1119⇩
4 Australia Remembers Ltd, IC16/3893⇩
5 Waste 2 Art, IC16/4135⇩
Finance Policy Committee 5 April 2016
2.2 Request For Financial Assistance
Attachment 1 Donations Table - 5 April 2016
|
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
|
A.1
|
NSW Police Rugby League |
$523 |
Reduction in Council venue hire fees (50% up to a maximum of $500) ie: $261.50 |
Rugby League game between NSW City Police V NSW Country Police |
Budget fully expended |
Nil |
No |
|
A.2 |
Orange Push for Palliative Incorporated |
$3,000
|
General Donation (up to a maximum of $500) ie: $500 |
Forum for Regional NSW, held at Orange Ex-Services Club, to raise awareness of palliative care. |
Budget fully expended |
Nil |
No |
|
A.3 |
Australia Remembers Ltd |
$3,789 |
Outside the scope of the Policy. |
Anzac and Veterans Journals |
Budget fully expended |
Nil |
No |
|
A.4 |
Waste 2 Art |
$880 |
Reduction in Council venue hire fees (50% up to a maximum of $500) ie $440. |
Waste 2 Art Community Art Competition and Exhibition, to be held in council’s West Room 2-13 June 2016. |
Budget fully expended |
Nil |
No |
2.2 Request For Financial Assistance
Attachment 2 NSW Police Rugby League
2.2 Request For Financial Assistance
Attachment 3 Orange Push for Palliative Inc.
2.2 Request For Financial Assistance
Attachment 4 Australia Remembers Ltd
TRIM REFERENCE: 2016/580
AUTHOR: Michelle Catlin, Manager Administration and Governance
EXECUTIVE Summary
This report seeks Council’s adoption of Strategic Policy – Code of Conduct that has been on public exhibition. No submissions were received during the exhibition period.
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
Council has been advised that as a council included in the NSW Government’s merger proposals under consideration by the Office of Local Government since referral on 6 January 2016, Council must comply with the merger proposal period guidelines issued under S23A of the Local Government Act 1993.
The guidelines instruct Council it should expend money in accordance with the detailed budget adopted for the purposes of implementing the Delivery/Operational Plan for the 2015/16 year.
Any expenditure outside the adopted budget requires the identification of clear and compelling grounds and must be approved by Council at a meeting that is open to the public. The guidelines indicate the resolution of Council for increased expenditure must specify the reasons why the expenditure is required and warranted.
If increased expenditure is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, Council is required to exhibit the increase to the budget and consider comments received.
Council must also avoid entering into contracts or undertakings where expenditure or revenue is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, unless the contract or undertaking is as a result of a decision or procurement process commenced prior to the merger proposal period or where entering into a contract or undertaking is reasonably necessary for the purposes of meeting the ongoing service delivery commitments of the Council or was previously approved in the Council’s Delivery/Operational Plan.
Implications in this report
Nil
Policy and Governance Implications
Council’s Strategic Policies are being reviewed and amended to ensure ongoing compliance with legislation and industry best practice. Policies of Council are of two types – Strategic Policies are determined by Council, and relate to Councillors and the broader community.
These policies require public exhibition (if new or include significant changes) and adoption by Council. Operational Policies are determined and implemented by the General Manager, and relate to staff and the operations of the organisation.
In reviewing a number of the current Strategic Policies, it is clear that they should be Operational, or are incorporated in Council’s suite of Integrated Planning and Reporting documents. As the review of policies continues, it is expected that a number of former Strategic Policies will be recommended to Council for deletion.
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That Council adopt Strategic Policy ST010 – Code of Conduct.
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further considerations
Consideration has been given to the recommendation’s impact on Council’s service delivery; image and reputation; political; environmental; health and safety; employees; stakeholders and project management; and no further implications or risks have been identified.
SUPPORTING INFORMATION
Policy for adoption
At its meeting held on 2 February 2016, Council resolved to exhibit Strategic Policy – Code of Conduct.
The exhibition period closed on 8 March 2016 and no submissions were received. The Policy is therefore presented for adoption.
1 For Adoption - Strategic Policy - Code of Conduct - Policy and Attachment, D16/11235⇩
