Finance Policy Committee
Agenda
11 August 2020
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 WITH AN OPTION OF ONLINE CONFERENCING PLATFORM ZOOM DUE TO COVID-19 REQUIREMENTS on Tuesday, 11 August 2020.
David Waddell
Chief Executive Officer
For apologies please contact Administration on 6393 8218.
Finance Policy Committee 11 August 2020
2.1 Request for Financial Assistance - Post Exhibition - Duntryleague Golf Club
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. |
TRIM REFERENCE: 2020/1131
AUTHOR: Nick Redmond, Acting Director Corporate and Commercial Services
EXECUTIVE Summary
At the Council Meeting held on 2 June 2020, Council considered a request for financial assistance from Duntryleague and resolved:
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RESOLVED - 20/001 Cr S Munro/Cr R Turner That Council resolves: 1 To support the diversion of stormwater from Woodward Road into Duntryleague; 2 That funding of $3,500 for the infrastructure and wages in addition to the Development Application Fees ($230) and Road Opening Permit Fees ($437.50) for the Duntryleague Golf Club Storm Water diversion be funded from Road Maintenance Fund. 3 That subject to the approval of a Development Application, Council: I. Undertake all survey work; II. Gift three x 600mm diameter storm water pipes; III. Reimburse Development Application fees; IV. Waive all Road Opening Permit fees; and V. Assist with the lodgement and approval of the RMS Road Occupancy License together with the Works Authorisation Deed as a contribution/works in kind. 4 To place the proposed allocation of funds to Duntryleague Golf Club on public exhibition for a minimum of 28 days (in accordance with section 356 of the Local Government Act 1993).
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Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “17.2 Collaborate - Ensure financial stability and support efficient ongoing operation”.
Financial Implications
$1,500 for concrete pipe infrastructure, $2,000 of staff wages, $230 for Development Applications Fees and $437.50 for Road Opening Permit Fees to be funded from the Road Maintenance Fund.
Policy and Governance Implications
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 made under section 356 of the Act.
Strategic Policy - ST029 - Donations and Grants, requires formal application to be made for Donations or Grants and approved in accordance with the policy. This request falls outside the current policy, therefore no formal application for was sought.
Whilst the request falls outside of Councils Policy, Council has the discretion to utilise an alternate funding source as identified above.
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That Council support the request for Financial Assistance from Duntryleague Golf Club to: 1 To support the diversion of stormwater from Woodward Street into Duntryleague; 2 That funding of $3,500 for the infrastructure and wages in addition to the Development Application Fees ($230) and Road Opening Permit Fees ($437.50) for the Duntryleague Golf Club Storm Water diversion be funded from Road Maintenance Fund; 3 That subject to the approval of a Development Application, Council: I. Undertake all survey work; II. Gift three x 600mm diameter storm water pipes; III. Reimburse Development Application fees; IV. Waive all Road Opening Permit fees; and V. Assist with the lodgement and approval of the RMS Road Occupancy License together with the Works Authorisation Deed as a contribution/works in kind.
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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
Council’s Technical Services Division has been working closely with Duntryleague Golf Club on various water savings initiatives after the Club having to access Council’s potable water supply for irrigation in 2018 under Level 2 and 3 restrictions. The Club has sunk a new bore and changed its golf course maintenance practices with a view of saving water.
Currently under Level 5 restrictions, no town water is used on the course. The greens are watered via bores and some members are carting water in from their own bores for use on the tees.
A project proposed by the Club is to divert the existing 600mm diameter storm water main traversing Woodward Street into the existing dam along the 2nd fairway and then progressively extend the capacity of the dam. The water captured in rain events can be further transferred and stored at other dams around the golf course. The 2nd fairway dam has an existing overflow structure that allows water back into the Woodward Street storm water main. Figure 1 below shows the proposed culvert deviation and Figure 2 below shows the proposed dam extension.
There would be an argument that the use of this storm water reduces the intake of Council’s storm water harvesting but Council should note this reduction would be minimal as it is in the top of a localised catchment and offset by the golf club having to purchase treated potable water, when available. The relief that this proposal provides also assists in increasing the capacity of the piped stormwater system downstream.
The following approvals would be required by authorities for the project:
1 Council would need to approve a Development Application because of the removal of trees on the heritage listed site.
2 Roads and Maritime Services (RMS) would require a Works Authorisation Deed (WAD) and a Road Occupancy License (ROL) to undertake the works within a State Road corridor.
3 Council would require a Road Opening permit to undertake trenching works within the verge of the road.
Council has several 3.6m long 600mm diameter storm water pipes superfluous from the Forest Road (SFR to Hospital) project after it was found the proposed 600mm diameter storm water main intersected with a water main. Three lengths of the pipe could be gifted to the golf course project. Council’s Technical Services Division has refined its processes since the Forest Road project to reduce the likelihood of this happening again.
It is proposed that Council undertakes all survey work, gifts three x 600mm diameter storm water pipes, reimburses all Development Application fees, waives all Road Opening Permit fees and assists with the lodgement and approval of the RMS Road Occupancy License together with the Works Authorisation Deed as a contribution/works in kind.
Submissions
Following exhibition of this request for financial assistance, six submissions were received. Four submissions in support of the proposed funding allocation and two against. Each submission is attached for Council’s consideration as well as a short outline below.
The exhibition period closed on 10 July 2020.
The submissions supporting the proposal (which included one from the club) said it would maintain a parkland, the club provided benefits to the commercial and business community, it would reduce downstream flooding, it supported greenspace and the course attracted visitors to the city.
The submissions opposing the proposal raised concerns about the impact on the stormwater harvesting schemes, the payment for that water, it may sent precedents for other organisations and was providing support to a minority group.
1 Submissions - Duntryleague Financial Assistance, D20/43474⇩
Attachment 1 Submissions - Duntryleague Financial Assistance
2.2 Request for Financial Assistance - Banjo Paterson Festival - National Bush Poetry Championships - 18 to 20 February 2020
RECORD NUMBER: 2020/1265
AUTHOR: Merran Byers, Events Officer
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's Strategic Policy - ST144 - Event Sponsorship Program and its related Event Sponsorship Program Guidelines are used to assess applications for Event Sponsorship.
Rotary Club of Orange Inc. have requested a quick response event sponsorship to secure the funding to host the National Bush Poetry Championship as part of Banjo Paterson Festival 2021 program. Total amount requested is $12,000 cash to support the championships.
Link To Delivery/OPerational Plan
The recommendation in this report relates to the Delivery/Operational Plan strategy “11.2 Prosper - Develop and attract a variety of events, festivals, venues and activities for locals and visitors, ensuring accessibility for all”.
Financial Implications
Council's budget for the Event Sponsorship Program for the 2020/21 financial year is $200,000.00.
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Events Sponsorship Program |
Actual or Committed |
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7 July 2020 - Finance Policy Committee meeting (see Note 1) |
$7,000 |
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TOTAL |
$7,000 |
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Events Sponsorship Program Remaining Balance - $193,000 |
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Note 1 – Sustainable Living Expo |
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Policy and Governance Implications
A Council resolution is required to allocate funds to any external entity.
Applications are considered against the criteria outlined in the Donations and Grants policies. There is an application form that is submitted to commence the process of making a submission. The form contains details to inform Council that the funding request aligns with the intentions the Council has established in the Community Strategic Plan.
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That Council resolves that funding of $12,000 be made from the Quick Response Event Sponsorship Funding Program to Rotary Club of Orange Inc. (Banjo Paterson Festival – National Bush Poetry Championships 2020). |
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
In the Events Sponsorship Program Strategic Policy and guidelines, the following categories exist to support assessment of applications received:
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Category |
Description |
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Incubator Event Fund |
Provides seed funding to events in their first or second year of activity. Funding range is $1,000 to $5,000. |
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Flagship Event Fund |
Identifies and assists the development of events that contribute to the unique character and culture of the Orange360 tourism region and can demonstrate that they attract overnight visitation. Funding range is $1,000 to $10,000. |
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Event Development Fund |
Supports events that have already received funding from Council in previous years and can present a comprehensive strategy for future growth that includes the continued development of its tourism potential to drive overnight visitation to the event. Funding range is $1,000 to $10,000. |
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Quick Response Event Fund |
Provides seed funding and/or support to events that occur as new and unplanned opportunity for Orange and have not met the funding rounds as outlined below. Funding range is $1,000 to $20,000. |
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Application No ESP |
Rotary Club of Orange Inc. |
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Not for profit (yes/no) |
Yes |
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Event name |
Banjo Paterson Festival – National Bush Poetry Championships 2021 |
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Event date/s |
18 to 20 February 2021 |
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Level of participation |
500 participants/attendees |
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Ticketed event |
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Amount requested |
$12,000 |
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Category and Category range |
Quick Response Event Fund - $1,000 to $20,000 |
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Aligned with Community Strategic Plan |
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Comment and recommendation The National Bush poetry Champions is an event development for the festival and will attract visitation from state and nationwide to visit the region. In line with policy, $12,000 is recommended. |
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1 FPC 4 August 2020 - Redacted - Event Sponsorship Application Form - Banjo Paterson Festival - Application ESP20/04, D20/43556⇩
