ORANGE CITY COUNCIL
Finance Policy Committee
Agenda
5 July 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 July 2016.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Finance Policy Committee 5 July 2016
2.1 Statement of Bank Balances as at 7 June 2016
2.2 Request for Financial Assistance
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: 2016/1356
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 7 June 2016 the Cash Book Balance was $706,297.03.
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
That the information provided in the report by the Cadet Accountant on the Statement of Bank Balances as at 7 June 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 7 June 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 accounts as at 7 June 2016.
1 Bank Reconciliation as at 7 June 2016, D16/25819⇩
Finance Policy Committee 5 July 2016
2.1 Statement of Bank Balances as at 7 June 2016
Attachment 1 Bank Reconciliation as at 7 June 2016
TRIM REFERENCE: 2016/1371
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.
If Council resolves as per recommendations of this report, the following balances remain in the 2016/17 budget.
Program |
Adopted Budget |
Actual/Committed |
Remaining balance |
General Donations |
84,378 |
80,173* |
4,205 |
Major Promotions |
72,127 |
72,127 |
Nil |
* Note: This amount includes the Councillor budget of $24,000 ($2,000 per Councillor) which is available to be allocated by Councillors throughout the year. Each quarterly report will include a table with the balance of the allocation remaining unspent for each Councillor.
Policy and Governance Implications
Nil
1 That Council decline the request from Event Trekkerz as the Major Promotions Budget has been fully expended and note the in-kind support already provided and on offer. 2 That Council decline the request from Orange City Rugby, as Council already contributes $90,000 towards the maintenance of the Waratahs facility. 3 That Council approve the requests from Pay it Forward Community Shed $3,000 subject to a funding agreement, Cerebral Palsy Alliance $375 and Leukaemia Foundation $316. |
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
As shown in the table in the financial Implications section of this report, Council has committed to $156,505 in donations/sponsorships in the 2016/17 budget.
During the quarter, Council has provided funding as per policy for international representation of $250 each to Tristan and Stephanie Harrison, who are attending the World Age Triathlon Championships to be held in Cozumel, Mexico in September2016.
In relation to the request from Event Trekkerz, this event is a ticketed event with a maximum of 2,000 tickets being made available. Council staff have already provided in-kind event management support, together with assisting with the promotion of the event through avenues such as Council’s social media. Council’s marquee has also been made available should it be required.
1 Donation Table, D16/26292⇩
2 Event Trekkerz, IC16/8558⇩
3 Orange City Rugby Club, IC16/8893⇩
4 Pay It Forward Community Shed, IC16/8674⇩
5 Cerebral Palsy Alliance, IC16/8106⇩
6 Leukaemia Foundation, IC16/8565⇩
Finance Policy Committee 5 July 2016
2.2 Request for Financial Assistance
Attachment 1 Donation Table
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
A.1
|
Event Trekkerz |
$4,596 |
Sponsorship - Up to a max of $5,000 Reduction in Council venue hire fees (50% up to a max of $500) |
The Live Life Live Festival to be held in the Northcourt 24 Sept 2016. |
Policy Applied |
Budget fully expended. |
Yes |
No |
Applicant |
Amount Sought |
Policy Position |
Purpose |
Comment |
Recommendation |
To be advertised |
B.1
|
Orange City Rugby |
$1,500 cash Donation, plus in kind donation of 6 mature trees and 10m3 organic soil |
Annual Allocation – Up to a max of $3,000 |
Landscaping of home ground Pride Park located at Waratahs Sports Club |
Policy Applied |
No-Council already contributes $90,000 towards the ground maintenance at this facility. |
No |
B.2 |
Pay it Forward Community Shed –Orange |
$3,000
|
Annual Allocation – Up to a max of $3,000 |
To assist local community members suffering severe financial hardship |
Policy Applied |
Yes – $3,000 |
No |
B.3 |
Cerebral Palsy Alliance |
$750 |
Reduction in Council venue hire fees (50% up to a max of $500) |
Hydrotherapy at the Orange Aquatic Centre |
Policy Applied – 50% of total cost $750 = $375 |
Yes - $375 |
No |
B.4 |
Leukaemia Foundation |
$305 Park Hire & $163.50–Bins |
Reduction in Council venue hire fees (50% up to a max of $500) |
Light up the Night – to be held at Cook Park 7 Oct 2016 |
50% of $305 = $152.50, plus $163.50 |
Yes - $316 |
No |
2.2 Request for Financial Assistance
Attachment 2 Event Trekkerz
2.2 Request for Financial Assistance
Attachment 3 Orange City Rugby Club
DONATIONS AND GRANTS APPLICATION FORM
Before completing this application, Council’s “Donations and Grants” Strategic Policy (ST029) and Operational Policy (OP012) should be read to ensure that your application will receive consideration by Council. Copies of the “Donations and Grants” policies are available from Council’s website www.orange.nsw.gov.au.
F286 - D16/2
APPLICANT’S DETAILS
Name of organisation, group or person seeking funding
Orange City Rugby Club |
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Address
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Postal Address (if different from above)
Po Box 760 ORANGE NSW 2800 |
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Name and position of the contact person |
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Name |
Fletcher Niven |
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Position |
Vice President |
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Phone (BH) |
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Phone (AH) |
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Phone (M) |
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What is the legal status of your organisation? (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
Incorporated - Not for profit sporting club
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Is your group / organisation registered for GST? |
Yes No |
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ABN (if applicable) |
66 861 420 380 |
ACN (if applicable) |
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BANK ACCOUNT DETAILS for payment
BSB No |
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Account No |
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Account Name |
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Bank |
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NOTE: An Organisation, Group, Person or other entity is limited to one donation or grant in any financial year.
NOTE: Government Departments or their agencies/representatives are ineligible to receive financial assistance from Council under this policy.
CATEGORY SELECTION - PLEASE TICK ONE CATEGORY ONLY
CATEGORY 1 – RATES REIMBURSEMENT considered annually |
|
£ |
Not for Profit organisations only – applies to general rates only |
CATEGORY 2 – SPORTS PARTICPANT PROGRAM considered quarterly – please select one only from the following: |
|
£ |
Individual Excellence in sporting achievement – up to a maximum of $100 ex GST |
£ |
Regional/State representative – Individual – up to a maximum of $100 ex GST |
£ |
Regional/State representative – Group/team – up to a maximum of $200 ex GST |
£ |
National/International representative – Individual – up to a maximum of $250 ex GST |
£ |
National/International representative – Group/team – up to a maximum of $750 ex GST |
CATEGORY 3 – ANNUAL DONATION considered annually |
|
R |
Annual allocation – up to a maximum of $3,000 (ex GST) |
CATEGORY 4 – SPORTS FACILITIES PROGRAM considered annually |
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£ |
One-off allocation for capital expenditure projects – up to a maximum of $15,000 (ex GST) on a matching funding basis. |
CATEGORY 5 – GENERAL REQUESTS considered quarterly – select one only from the following: |
|
£ |
Excellence in educational – Individual – up to a maximum of $100 ex GST |
£ |
Prize giving – per school/organisation – up to a maximum of $100 ex GST |
£ |
Reduction in Council Venue hire fees (of 50% up to a maximum of $500 ex GST) |
£ |
Miscellaneous – up to a maximum of $500 ex GST |
£ |
Community event – seed funding – event must be managed by a not for profit or community group – up to a maximum of $1,000 ex GST |
CATEGORY 6 – EVENT / MAJOR PROMOTION SPONSORSHIP considered quarterly |
|
£ |
Sponsorship – up to a maximum of $5,000 (ex GST) per organisation/event |
CATEGORY 7 – HERITAGE ASSISTANCE considered annually |
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£ |
Heritage Assistance Fund |
Description of organisation and its purpose |
Orange City Rugby Club is a local sporting organisation that has provided a supportive environment for children and young men to participate in Rugby Union for over 40 years. |
The Club currently has over 300 registered players, coaches and officials, with teams in age divisions from U/7’s to seniors participating in the Central West Rugby Competition.
|
Description of the event/project, where will the event be held, what is the expected impact |
Our home ground, Pride Park at Waratahs Sports Club had a stand of 60 year old pine trees which needed to be removed due to their poor condition.
To improve the aesthetics and functionality of the area where the trees were located, the Club would like to undertake landscaping works which would include the planting of 350 trees, scrubs and ground cover plants.
Unfortunately the soil in the nominated area has a high acidity level as a result of the old due to the old pine trees which will make it difficult for the new trees and plants to survive.
To remedy the soil and provide an improved growing medium for the new trees and scrubs, it is proposed to install 10m3 of organic mix from Council’s Ophir Road Resource Recovery Centre as part of the landscaping project.
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Time frame of your project |
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Start Date July 2016 |
End Date August 2016 |
Project Costs |
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Total Project Cost (ex GST) |
$4,000 |
Amount seeking from Council in cash (ex GST) |
$1,500 |
Are you seeking any in-kind support from Council? If so, please identify the services required |
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Supply of 6 mature Redspire Pear trees (Pyrus Calleryana) or similar. Supply of 10m3 of organic soil from the Resource Recovery Centre |
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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 (ex GST)? |
$2,000 |
What, if any, is the in-kind amount you/your organisation will be contributing? |
$1,000 |
Are you applying for funding for a capital project (equipment purchase, building or property improvements etc.)?
If yes to this item, you must attach three (3) quotations to this application form |
Yes |
ALIGNMENT TO THE COUNCIL’S STRATEGIC COMMUNITY PLAN
ALL APPLICANTS ARE TO COMPLETE THIS SECTION
Council must align its expenditure to the directions in the Community Strategic Plan (CSP). Copies of the CSP are available at Council offices, Libraries and from the Council website www.orange.nsw.gov.au. The CSP lists the directions and their associated strategies and objectives in detail and should be consulted to ensure your application links to the appropriate element(s). Alignment with Councils CSP 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 |
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£ |
The Orange community will embrace and support strong, accountable leadership to ensure effective, long term, inclusive planning and decision making within the region |
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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: |
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OUR COMMUNITY |
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R |
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. |
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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: 6.2 |
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OUR ECONOMY |
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£ |
The Orange community will plan and grow an innovative, diverse and balanced economy which protecting the character of the City and the region |
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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: |
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OUR ENVIRONMENT |
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R |
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 |
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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: 12 |
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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 |
Services Provided |
Estimated amount to be paid to them (Ex GST) |
Connaughton Landscaping
|
Design & planting |
$800 |
Kennards Hire
|
Bob Cat Hire |
$700 |
Niven Constructions
|
Plant Propagation |
$1,750 |
Renshaw Irrigation
|
Irrigation system |
$650 |
Mad Earthworks
|
Earthworks |
$325 |
Will your project create any jobs – either short or long term? |
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Estimated long term full time jobs to be created |
0.5 |
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Estimated short term (up to 6 months) jobs to be created |
5 |
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DECLARATION
ALL APPLICANTS ARE TO COMPLETE THIS SECTION
On behalf of Orange City Rugby Club
___________________________________________________________________________
___________________________________________________________________________
(NAME OF ORGANISATION, IF APPLICABLE)
I declare that the information provided above is complete and correct
R |
I have read and understood Council’s “Donations and Grants” Strategic Policy (ST029) and Operational Policy (OP012). |
Signed
___________________________________________________________________________
Print name Fletcher Niven
___________________________________________________________________________
Position in organisation Vice President
___________________________________________________________________________
Date 10/6/16
___________________________________________________________________________
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 Pay It Forward Community Shed
2.2 Request for Financial Assistance
Attachment 5 Cerebral Palsy Alliance
2.2 Request for Financial Assistance
Attachment 6 Leukaemia Foundation
TRIM REFERENCE: 2016/1419
AUTHOR: Michelle Catlin, Manager Administration and Governance
EXECUTIVE Summary
A review of the Strategic Policy for Outdoor Dining Areas has been undertaken to align the term of the license for use of Council’s footpath, to the terms of approval under the Roads Act 1993. Minor amendments only are proposed, however it is recommended that the changes be exhibited to allow community feedback on the changes.
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
When a business seeks to utilise Council’s footpath for outdoor dining, a requirement is to seek approval under the Roads Act 1993 and the Local Government Act 1993. Council also requires the business to enter into a license agreement to cover this use of Council’s footpath to ensure appropriate insurances etc are in place. The proposed amendments seek to align the term of the license agreement with the term of the approval.
That Council place Strategic Policy ST107 Outdoor Dining Areas on public exhibition. |
further considerations
The recommendation of this report has been assessed against Council’s other key risk categories and the following comments are provided:
Service Delivery |
The proposed amendments will mean the license agreement has a term of seven years. This means businesses will not have to renew their license every two years which is currently the case. |
SUPPORTING INFORMATION
The amendments to the Outdoor Dining Areas Policy include provision for licenses to be for the term of the approval with annual invoicing for rent in accordance with the Delivery/Operational Plan.
1 Draft - Strategic Policy - ST107 - Outdoor Dining Areas - July 2016, D16/27433⇩