Finance Policy Committee
Agenda
3 September 2019
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, 3 September 2019.
David Waddell
Acting General Manager
For apologies please contact Administration on 6393 8218.
Finance Policy Committee 3 September 2019
2.1 Minutes of the Audit and Risk Management Committee meeting held on 31 May 2019
3.1 Requests for Financial Assistance - Quarter 2 of 2019/20 - General Donations
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.
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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. |
RECORD NUMBER: 2019/1796
AUTHOR: Shephard Shambira, Internal Auditor
EXECUTIVE Summary
The Audit and Risk Management Committee (ARMC) considered the Auditor General’s External Audit Management Letter for the financial year ended 30 June 2018, noting management responses and action taken to address those findings and recommendations.
The external audit annual engagement plan for the financial year ending June 2019 was also discussed and noted.
The Committee also considered a further report by the Internal Auditor on an assessment of the fraud and corruption risks register controls.
The Internal Auditor also presented a report on the review of control processes around the security of Council assets and staff.
The Committee noted an update in the management report on Council’s compliance activities for the period under review.
A management report on the Council’s process improvement initiatives was also noted.
The External Auditor (Audit Office NSW – Director of Financial Audit) presented a verbal report on progress regarding preparations for the 2019 financial audit and related developments in the Local Government Sector. In response to the insight from the Audit Office, the Council’s initiatives regarding cyber security as articulated by the Acting Director Corporate and Commercial Services, were noted and commended.
The Committee also received a verbal update regarding senior staff changes at Council.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “17.1 Collaborate - Provide representative, responsible and accountable community governance”.
Financial Implications
Nil
Policy and Governance Implications
Nil
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1 That Council acknowledge the reports presented to the Audit and Risk Management Committee at its meeting held on 31 May 2019. 2 That the remainder of the minutes of the Audit and Risk Management Committee at its meeting held on 31 May 2019 be adopted.
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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
The minutes of the meeting of the Audit and Risk Management Committee held on 31 May 2019 are attached.
Attachments
1 Minutes of the Meeting of the Audit and Risk Management Committee held on 31 May 2019
2 ARMC 31 May 2019 Agenda, D19/51724⇩
ORANGE CITY COUNCIL
MINUTES OF THE
Audit and Risk Management Committee
HELD IN Committee Room 3, Civic Centre, Byng Street, Orange
ON 31 May 2019
COMMENCING AT 9:30AM
Attendance
Voting Members: Mr P Burgett (Independent Chairperson), Mr B Gillooly AM (Independent Member), Cr R Kidd (Mayor), Cr J McRae
Non-Voting Members: Acting General Manager (Mr David Waddell), Acting Director Corporate and Commercial Services (Mrs Samantha Freeman), Manager Financial Services, Internal Auditor
Invited: Ms Karen Taylor (Director Financial Audit, Audit Office (NSW)) via teleconference
1.1 Apologies and Leave of Absence
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No apologies for the Audit and Risk Management Committee meeting held on 31 May 2019. |
1.3 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests
3 General Reports
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TRIM Reference: 2019/1106 |
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RECOMMENDATION Cr R Kidd/Mr B Gillooly AM That the report on External Audit Final Management Letter for the Financial Year Ended June 2018 be noted.
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TRIM Reference: 2019/1108 |
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RECOMMENDATION Mr B Gillooly AM/Cr R Kidd That the report on External Audit Annual Engagement Plan for the Financial Year Ending June 2019 be noted.
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** Ms Karen Taylor left the meeting the time being 9:57am **
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TRIM Reference: 2019/972 |
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RECOMMENDATION Cr R Kidd/Mr B Gillooly AM That the report by the Internal Auditor on Internal Audit Review – Council Assets and Staff be acknowledged.
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TRIM Reference: 2019/863 |
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Recommendation Cr R Kidd/Mr B Gillooly AM That the report by the Internal Auditor on the Internal Audit Programme Status Report as at May 2019 be noted.
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TRIM Reference: 2019/996 |
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RECOMMENDATION Mr B Gillooly AM/Cr J McRae That the update on compliance activities be acknowledged.
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TRIM Reference: 2019/997 |
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RECOMMENDATION Cr R Kidd/Mr B Gillooly AM That the update on process improvements be acknowledged.
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4.0 OTHER BUSINESS Verbal REPORTS |
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RECOMMENDATION Mr B Gillooly AM/Cr J McRae 1 The Committee noted that the Chair had held an out of session discussion with the Acting Director of Corporate & Commercial Services regarding the resignation of the General Manager, and results of a staff survey and was advised that there are no matters which require consideration by the Committee in relation to the resignation and an internal working group is responding to the findings of the staff survey which will be the subject of a report to a subsequent Committee meeting. 2 The Committee also noted the Mayor’s acknowledgement of the sterling work carried out by the Manager Corporate Governance (Mrs Samantha Freeman) in handling the processes associated with the resignation of the General Manager and subsequent events. 3 The Committee also noted the verbal report by the Audit Office regarding cyber security audits and results of a probity audit carried out on State agencies. The Acting Director Corporate & Commercial Services’ description of Council’s current initiatives aimed at complying with the Signals Directorate standards on cyber security was commended, noting that a report on the project would be provided to a future meeting of the Committee.
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The Meeting Closed at 10:53AM.
Attachment 1 ARMC 31 May 2019 Agenda (For InfoCouncil FPC)
RECORD NUMBER: 2019/1693
AUTHOR: Samantha Freeman, Acting Director Corporate and Commercial Services
EXECUTIVE SUMMARY
Council can only assist other organisations financially (in cash or in kind) in accordance with section 356 of the Local Government Act 1993.
Council has in place a policy for donations to be made under section 356 of the Act and annually advertises for applications under this policy. Additional applications are received during the year. This report provides the most recently received requests.
Link To Delivery/OPerwational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “15.2 Collaborate - Support community organisations and groups to deliver services and programs”.
Financial Implications
The overall donations/sponsorship budget for 2018/19 is as follows:
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General Donations Program |
Adopted Budget |
Actual/ committed |
Remaining balance |
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Quarter 1 |
$35,000.00 |
$33,705.42 |
See Note 1 |
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Quarter 2 School Prize Giving Fund |
$15,000.00 |
$0.00 |
$12,294.58 $4,000.00 |
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Quarter 3 |
$15,000.00 |
$0.00 |
$15,000.00 |
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Quarter 4 |
$15,000.00 |
$0.00 |
$15,000.00 |
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Orange Harness Racing - Annual to 2025/26 |
$20,000.00 |
$20,000.00 |
$0.00 |
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TOTAL |
$100,000.00 |
$20,000.00 |
$80,000.00 |
Notes
1 Balance from Quarter 1 ($1,294.58) rolled over to Quarter 2.
Process for applications of the remaining budget allocation
A Council resolution is required to allocate funds to any external entity, including as a donation.
Applications are considered against the criteria outlined in the donations policies. There is an application form that should be submitted to commence the process of making a donation to another entity. The form contains details to inform Council that the donation aligns with the intentions the Council has established in the Community Strategic Plan.
Policy and Governance Implications
Nil
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The Council resolves: 1 That a donation of $500.00 be made from the General Donations Program to Canobolas Rural Technology High School (School Annual Prize Giving for Year 12). 2 That a donation of $500.00 be made from the General Donations Program to Orange High School (School Annual Prize Giving for Year 12). 3 That a donation of $500.00 be made from the General Donations Program to Anson Street School (School Annual Prize Giving for Year 12). 4 That a donation of $500.00 be made from the General Donations Program to Orange Anglican Grammar School (School Annual Prize Giving for Year 12). 5 That a donation of $500.00 be made from the General Donations Program to Orange Christian Schools Ltd (School Annual Prize Giving for Year 12). 6 That a donation of $500.00 be made from the General Donations Program to James Sheahan Catholic High School (School Annual Prize Giving for Year 12). 7 That a donation of $500.00 be made from the General Donations Program to OneSchool Global NSW - Orange Campus (School Annual Prize Giving for Year 12). 8 That a donation of $500.00 be made from the General Donations Program to Kinross Wolaroi School (School Annual Prize Giving for Year 12). 9 That a donation of $2,000.00 be made from the General Donations Program to the City of Orange Brass Band Inc (Rates Reimbursement - 62-64Endsleigh Avenue, Orange). 10 That a donation of $250.00 be made from the General Donations Program to the National Servicemen's Association of Australia - Orange Branch (Chair Hire for Parade Day 2020 in Newman Park). 11 That a donation of $1,229.73 be made from the General Donations Program to the Orange Rainbow Swimming Club (Hire-fees Reduction for use of Orange Aquatic Centre). 12 That a donation of $568.14 be made from the General Donations Program to the Orange Legacy Appeals Fund (Hire-fees Reduction for Summer Street Banners). 13 That a donation of $1,215.00 be made from the General Donations Program to Calare Public School (Hire-fees Reduction for use of Orange Function Centre). 14 That a donation of $2,000.00 be made from the General Donations Program to Teach Learn Grow Inc (Summer Rural Program at Glenroi Heights Public School). 15 That a donation of $1,000.00 be made from the Events Sponsorship Program to Master Builders Association of NSW (MBA Regional Awards 2019). |
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
Summary
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SCHOOL PRIZE-GIVING FUND FOR YEAR 12 ($4,000.00) |
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No |
Applicant |
$Request |
$Recommended |
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44 |
Canobolas Rural Technology High School |
$500.00 |
$500.00 |
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48 |
Orange High School |
$500.00 |
$500.00 |
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49 |
Anson Street School |
$500.00 |
$500.00 |
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50 |
Orange Anglican Grammar School |
$500.00 |
$500.00 |
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52 |
Orange Christian Schools Ltd |
$500.00 |
$500.00 |
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54 |
James Sheahan Catholic High School |
$500.00 |
$500.00 |
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70 |
OneSchool Global NSW - Orange Campus |
$500.00 |
$500.00 |
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71 |
Kinross Wolaroi School |
$500.00 |
$500.00 |
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TOTALS |
$4,000.00 |
$4,000.00 |
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Shaded cells in the $Request columns shows requests outside the maximum of the category.
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QUARTER 2 ($11,000.00 plus $1,294.58 from Quarter 1 = $12,294.58) |
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No |
Applicant |
$Request |
$Recommended |
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51 |
City of Orange Brass Band |
$6,281.02 |
$2,000.00 |
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53 |
National Servicemen's Association of Australia |
$350.00 |
$350.00 |
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58 |
Orange Rainbow Swimming Club |
$1,352.70 (inc gst) |
$1,229.73 (ex gst) |
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60 |
Orange Legacy Appeals Fund |
$568.14 |
$568.14 |
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66 |
Come Together Choir |
$2,000.00 |
$2,000.00 |
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68 |
Calare Public School |
$1,215.00 |
$1,215.00 |
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69 |
Teach Learn Grow Inc |
$2,000.00 |
$2,000.00 |
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TOTALS |
$13,766.86 |
$9,423.25 |
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Application No 44 |
Canobolas Rural Technology High School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 48 |
Orange High School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 49 |
Anson Street School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 50 |
Orange Anglican Grammar School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 52 |
Orange Christian Schools Ltd |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 54 |
James Sheahan Catholic High School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 70 |
OneSchool Global NSW - Orange Branch |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 71 |
Kinross Wolaroi School |
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Not for Profit |
Yes. |
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Purpose of the Request Prize/s for Year 12 Student/s at Annual School Presentation. |
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Amount Requested $500.00 |
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Policy Category General Donations - School Annual Prize Giving for Year 12 - Per School $500.00 |
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Comment and Recommendation In line with the policy. $500.00 recommended. |
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Application No 51 |
City of Orange Brass Band Inc |
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Not for Profit |
Yes. |
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Purpose of the Request Rates reimbursement for 62-64 Endsleigh Avenue. The City of Orange Band is a community band that is open to any person wishing to participate and enjoy music and fellowship. The Band regularly plays at community events (such as Australia Day, Anzac Day, National Servicemen's Day and Christmas Carols ) and performs free of charge each month in Cook Park. |
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Amount Requested $6,281.02 |
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Policy Category General Donations - Rates Reimbursement - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy. $2,000.00 recommended. |
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Application No 53 |
National Servicemen's Association of Australia (Orange Branch) |
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Not for Profit |
Yes. |
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Purpose of the Request Parade Day in February 2020 for all National Servicemen at their memorial in Newman Park. A service will be held and attended by ex-serving National Servicemen, official guests and bands. The donation request is to cover chair hire. |
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Amount Requested $350.00 |
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Policy Category General Donations - Miscellaneous (Equipment Hire) - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy. $350.00 recommended. |
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Application No 58 |
Orange Rainbow Swimming Club |
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Not for Profit |
Yes. |
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Purpose of the Request Orange Rainbow Swimming Club provides swimming lessons on a weekly basis at the Orange Aquatic Centre for children under the age of 18 who have a disability. |
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Amount Requested $1,352.70 |
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Policy Category General Donations - Hire-fees Reduction - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy. $1,229.73 (ex GST amount) recommended. |
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Application No 60 |
Orange Legacy Appeals Fund |
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Not for Profit |
Yes. |
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Purpose of the Request Orange Legacy supports the families and widows of ex-service persons. The banners advertise Legacy Week and assist in fundraising. |
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Amount Requested $568.14 |
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Policy Category General Donations - Hire-fees Reduction - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy. $568.14 recommended. |
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Application No 66 |
Come Together Choir |
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Not for Profit |
Yes. |
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Purpose of the Request The applicant is a community choir representing the Conservatorium and Orange The request is for support to purchase uniforms for the increased membership of the choir. |
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Amount Requested $2,000.00 (of total cost of $3,996.00) |
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Policy Category General Donations - Miscellaneous - Equipment - Maximum $2,000.00. Preference is that the applicant contributes 50% of the cost. |
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Comment and Recommendation In line with the policy. $2,000.00 recommended. |
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Application No 68 |
Calare Public School |
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Not for Profit |
Yes. |
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Purpose of the Request Calare Public School does not have a hall for its annual presentation day and uses the Orange Function Centre. |
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Amount Requested $1,215.00 |
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Policy Category General Donations - Miscellaneous - Hire-fees Reduction - Maximum $2,000.00. |
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Comment and Recommendation In line with the policy. $1,215.00 recommended. |
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Application No 69 |
Teach Learn Grow Inc |
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Not for Profit |
Yes. |
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Purpose of the Request Summer Rural Program to Glenroi Heights Public School - December 2019 · Volunteer tutors will be actively tutoring students to provide extra assistance in areas that children are struggling with teacher-identified outcomes for mathematics. · Teach Learn Grow is a not-for-profit organisation. For this project, its volunteers will come into the community of Orange, will encourage positive lasting change for the students of Glenroi Heights Public School, as well as their families and the school community and will help to bridge the educational gap in rural and remote communities. |
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Amount Requested $2,000.00 |
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Policy Category General Donations - Miscellaneous - Projects - Maximum $2,000.00. |
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Comment and Recommendation In line with the policy. $2,000.00 recommended. The applicant is from Western Australia but has demonstrated that the project is for our Local Government Area. |
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The following Events Sponsorship application has been included in this report as the event will be held in September 2019.
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Application No 67 |
Master Buildings Association of NSW |
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Not for Profit |
Yes. |
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Purpose of the Request MBA Regional Awards on 21 September 2019. The Awards encourage, promote and recognise best practice in residential and commercial buildings across regional NSW and reward outstanding workmanship, innovation and team work. It is expected that approximately 300 attendees will be at this event. |
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Amount Requested $5,000.00 |
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Policy Category General Donations - Event Sponsorship – Medium Sized Event – Up to $5,000 |
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Comment and Recommendation In align with the policy. $1,000 recommended. |
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1 Database - Donations in 2019/20, D19/50532⇩
2 Application 44 (General) - Canobolas Rural Technology High School, D19/47392⇩
3 Application 48 (General) - Orange High School, D19/47393⇩
4 Application 49 (General) - Anson Street School, D19/47391⇩
5 Application 50 (General) - Orange Anglican Grammar School, D19/47394⇩
6 Application 52 (General) - Orange Christian Schools Ltd, D19/47396⇩
7 Application 54 (General) - James Sheahan Catholic High School, D19/47398⇩
8 Application 70 (General) - OneSchool Global NSW Orange Campus, D19/50193⇩
9 Application 71 (General) - Kinross Wolaroi School, D19/50507⇩
10 Application 51 (General) - City of Orange Brass Band Inc, D19/47395⇩
11 Application 53 (General) - National Servicemen's Association of Australia - Orange Branch, D19/47397⇩
12 Application 58 (General) - Orange Rainbow Swimming Club, D19/47399⇩
13 Application 60 (General) - Orange Legacy Appeals Fund, D19/47400⇩
14 Application 66 (General) - Come Together Choir, D19/48086⇩
15 Application 68 (General) - Calare Public School, D19/49872⇩
16 Application 69 (General) - Teach Learn Grow, D19/50035⇩
17 Application 67 (Event Sponsorship) - Master Builders Association of NSW, D19/48884⇩
Finance Policy Committee 3 September 2019
Attachment 2 Application 44 (General) - Canobolas Rural Technology High School
Attachment 3 Application 48 (General) - Orange High School
Attachment 4 Application 49 (General) - Anson Street School
Attachment 5 Application 50 (General) - Orange Anglican Grammar School
Attachment 6 Application 52 (General) - Orange Christian Schools Ltd
Attachment 7 Application 54 (General) - James Sheahan Catholic High School
Attachment 8 Application 70 (General) - OneSchool Global NSW Orange Campus
Attachment 9 Application 71 (General) - Kinross Wolaroi School
Attachment 10 Application 51 (General) - City of Orange Brass Band Inc
Attachment 11 Application 53 (General) - National Servicemen's Association of Australia - Orange Branch
Attachment 12 Application 58 (General) - Orange Rainbow Swimming Club
Attachment 13 Application 60 (General) - Orange Legacy Appeals Fund
Attachment 14 Application 66 (General) - Come Together Choir
Attachment 15 Application 68 (General) - Calare Public School
