Finance Policy Committee
Agenda
6 October 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, 6 October 2020.
David Waddell
Chief Executive Officer
For apologies please contact Administration on 6393 8218.
Finance Policy Committee 6 October 2020
2.1 Minutes of the Audit and Risk Management Committee meeting of 28 August 2020
3.1 Requests for Financial Assistance - Quarter 2 of 2020/2021 - Small Donations Program
3.3 Request for Financial Assistance - Orange Open Air - Blood Orange - 31 October 2020
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: 2020/1706
AUTHOR: Shephard Shambira, Internal Auditor
EXECUTIVE Summary
The Audit and Risk Management Committee (ARMC) held its quarterly meeting on 28 August 2020. A copy of the minutes of the ARMC meeting of 28 August 2020, and the related Agenda are attached.
The Committee received and noted a verbal report from the Director Financial Audit (Audit Office NSW) regarding progress with the audit of Council’s financial statements for the year ended 30 June 2020. The Committee also received a presentation by the Manager Information Services regarding Council’s Information Technology Strategy Roadmap.
The Committee had before it a report by the University of Technology Sydney regarding an assessment of the Council’s asset management framework in accordance with the NAMAF (National Asset Management Framework) model. An internal audit review report on Council’s motor vehicle procurement procedures was also considered. The Committee noted contents of Audit Risk and Improvement Charter as approved by the Council at its meeting of 18 August 2020.
The Committee also received a final version of the Internal Audit Activity Charter which is a management policy approved by the Chief Executive Officer, with advice from the Committee. Other reports considered by the Committee include an update on the Council’s review of risk registers, an update regarding compliance activities, process improvement initiatives. A report on Council’s ongoing response to the COVID pandemic was acknowledged and commended. In line with usual practice, the Committee received a progress update on ARIC Action List items and the status of the internal audit programme.
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 28 August 2020. 2 That the minutes of the Audit and Risk Management Committee at its meeting held on 28 August 2020 be adopted. |
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
A copy of the minutes of the meeting of 28 August 2020 and related Agenda are attached.
Attachments
1 ARMC 28 August 2020 Minutes
2 ARMC 28 August 2020 Agenda, D20/49335⇩
ORANGE CITY COUNCIL
MINUTES OF THE
Audit AND Risk MANAGEMENT Committee
HELD VIA Online Meeting Platform Zoom
ON 28 August 2020
COMMENCING AT 9:33am
Attendance
Voting Members: Mr P Burgett (Independent Chairperson), Mr B Gillooly AM (Independent Member), Cr R Kidd (Mayor), Cr J Whitton
Non-Voting Members: Chief Executive Officer, Acting Director Corporate and Commercial Services, Director Community Recreation and Cultural Services, Manager Financial Services, Internal Auditor
Invited: Audit Office (NSW) (Mr Chris Harper – Director Financial Audit), Manager Information Technology, Acting Manager Corporate Governance
1.1 Apologies and Leave of Absence
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There were no apologies received from members for the Audit and Risk Management Committee meeting on 28 August 2020. |
1.3 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests
Cr J Whitton declared an interest in the agenda item number 3.1 Council information technology strategy roadmap. The reason being that Cr Whitton has ownership interests in cybersecurity and information technology companies which might conflict with commercial interests of Council in respect of the proposed information technology strategy roadmap.
Cr Whitton offered to leave the meeting if the Committee considered that discussions on this agenda item would give his companies any commercial in confidence information.
**Mr Chris Harper left the meeting with the time being 9:51am**
**The Acting Manager Corporate Governance left the meeting with the time being 9:55am**
**The Manager Information Technology left the meeting with the time being 10:30am**
**The Director Technical Services and the Asset/Infrastructure Systems Engineer joined the meeting with the time being 10:34am**
4 General Reports
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TRIM Reference: 2020/1399 |
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Recommendation Mr B Gillooly AM/Cr J Whitton That this report is to be acknowledged highlighting Councils current asset management maturity as contained in this report.
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**The Director Technical Services and the Asset/Infrastructure Systems Engineer left the meeting with the time being 10:47am**
**The Director Technical Services re-joined the meeting with the time being 10:55am**
**The Director Technical Services left the meeting with the time being 11:07am**
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TRIM Reference: 2020/1405 |
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Recommendation Cr R Kidd/ Mr B Gillooly AM That the report be acknowledged.
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TRIM Reference: 2020/1406 |
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Recommendation Cr J Whitton/Cr R Kidd That the report be acknowledged.
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TRIM Reference: 2020/1437 |
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Recommendation Cr R Kidd/Cr J Whitton That the update on process improvements be acknowledged.
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TRIM Reference: 2020/1438 |
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Recommendation Mr B Gillooly AM/Cr J Whitton That the update on compliance activities be acknowledged.
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TRIM Reference: 2020/1397 |
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Recommendation Mr B Gillooly AM/Cr J Whitton That the report by the Internal Auditor on the proposed Internal Audit Programme as at August 2020 be approved.
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TRIM Reference: 2020/1568 |
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That the Auditor General’s interim phase management letter and related management action plans be acknowledged.
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The Meeting Closed at 11:40AM.
RECORD NUMBER: 2020/1530
AUTHOR: Nick Redmond, Acting Director Corporate and Commercial Services
EXECUTIVE SUMMARY
Council can approve community financial assistance (in cash or in kind) in accordance with section 356 of the Local Government Act 1993.
Council has in place a policy for donations and grants under section 356 of the Act. Applications are open in four rounds in each financial year. This report is the assessment of the donation applications received for the Small Donations Program Round 1 of 2020/2021.
Link To Delivery/OPerational 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 2020/2021 is as follows:
|
General Donations Program |
Adopted Budget |
Actual/ committed |
Remaining balance |
|
Quarter 1 |
$20,000.00 |
$20,000.00 |
$0.00 |
|
Quarter 2 School Prize Giving Fund |
$16,000.00 $4,000.00 |
$0.00 0.00 |
$16,000.00 $4,000.00 |
|
Quarter 3 |
$20,000.00 |
$0.00 |
$20,000.00 |
|
Quarter 4 |
$20,000.00 |
$0.00 |
$20,000.00 |
|
Orange Harness Racing - Annual to 2025/26 |
$20,000.00 |
$20,000.00 |
$0.00 |
|
TOTAL |
$100,000.00 |
$40,000.00 |
$60,000.00 |
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 and grants policy. The policy includes a condition that an application form must 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 objectives 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 $2,000.00 be made from the Small Donations Program to Bowen Community Technology Centre (Free Technology and Practical Support for Students and for Adults). 2 That a donation of $640.55 be made from the Small Donations Program to Orange Legacy Appeals Fund (Community Service (supporting the families and widows of ex-service persons). 3 That a donation of $2,000.00 be made from the Small Donations Program to Catherine McAuley Catholic Primary School (Static Playground Equipment). 4 That a donation of $1,716.90 be made from the Small Donations Program to Orange City Councils Wade Park Hire Fees Fund for the Use of Orange United Warriors hiring of Wade Park. 5 That a donation of $1,000.00 be made from the Small Donations Program to Bloomfield Hospital Auxiliary (Provision of a Community Service (Christmas gifts for patients affected by mental health/drug and alcohol and support of the Christmas dinner at the O'Brien Centre)). 6 That a donation of $1,200.00 be made from the Small Donations Program to Pinnacle Dragon Boat Club Inc (Project for Increased Youth Health (Paddling Camp - participation in non-threatening sport and potential elite training)) 7 That a donation of $500.00 be made from the Small Donations Program to Orange High School (Annual Prize Giving for Year 12). 8 That a donation of $500.00 be made from the Small Donations Program to Orange Anglican Grammar School (Annual Prize Giving for Year 12). 9 That a donation of $500.00 be made from the Small Donations Program to Kinross Wolaroi School (Annual Prize Giving for Year 12). 10 That a donation of $500.00 be made from the Small Donations Program to Orange Christian School Limited (Annual Prize Giving for Year 12). 11 That a donation of $500.00 be made from the Small Donations Program to OneSchool Global - Orange Campus (Annual Prize Giving for Year 12). 12 That a donation of $500.00 be made from the Small Donations Program to Canobolas Rural Technology High School (Annual Prize Giving for Year 12). 13 That a donation of $500.00 be made from the Small Donations Program to Anson Street School (Annual Prize Giving for Year 12). 14 That a donation of $500.00 be made from the Small Donations Program to James Sheahan Catholic High School (Annual Prize Giving for Year 12). |
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
Shaded cells in the $Request columns shows requests outside the maximum of the category.
|
No |
Applicant |
$Request |
$Recommended |
|
21 |
Bowen Community Technology Centre |
$2,000.00 |
$2,000.00 |
|
22 |
Orange Legacy Appeals Fund |
$640.55 |
$640.55 |
|
23 |
Catherine McAuley Catholic Primary School |
$2,000.00 |
$2,000.00 |
|
25 |
Orange United Warriors |
$1,716.90 |
$1,716.90 |
|
26 |
Bloomfield Hospital Auxiliary |
$1,000.00 |
$1,000.00 |
|
27 |
Pinnacle Dragon Boat Club |
$1,200.00 |
$1,200.00 |
|
28 |
Orange High School |
$500.00 |
$500.00 |
|
29 |
Orange Anglican Grammar School |
$500.00 |
$500.00 |
|
30 |
Kinross Wolaroi School |
$500.00 |
$500.00 |
|
31 |
Orange Christian School |
$500.00 |
$500.00 |
|
32 |
OneSchool Global - Orange Campus |
$500.00 |
$500.00 |
|
33 |
Canobolas Rural Technology High School |
$500.00 |
$500.00 |
|
34 |
Anson Street School |
$500.00 |
$500.00 |
|
35 |
James Sheahan Catholic High School |
$500.00 |
$500.00 |
|
|
TOTALS |
$12,557.45 |
$12,557.45 |
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Application No 21 |
Bowen Community Technology Centre |
|
Not for Profit |
Yes. |
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Purpose of the Request Free Technology and Practical Support for Students and for Adults |
|
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Amount Requested $2,000.00 |
|
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Policy Category General Donations - Providing a Community Service - 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 22 |
Orange Legacy Appeals Fund |
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Not for Profit |
Yes. |
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Purpose of the Request Community Service (supporting the families and widows of ex-service persons) |
|
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Amount Requested $640.55 |
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Policy Category General Donations - Providing a Community Service - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy, $640.55 recommended. |
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Application No 23 |
Catherine McAuley Catholic Primary School |
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Not for Profit |
Yes. |
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Purpose of the Request Equipment Purchase (Static Playground Equipment) |
|
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Amount Requested $2,000.00 |
|
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Policy Category General Donations - Project - Maximum $2,000.00 |
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Comment and Recommendation Schools, including non-government schools, are generally supported by either the State or Federal Government. Council can resolve to provide the donation for the playground equipment, which would be allocated from the Small Donations fund. $2,000.00 recommended. |
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Application No 25 |
Orange United Warriors |
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Not for Profit |
Yes. |
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Purpose of the Request Fee Reduction for Use of Wade Park |
|
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Amount Requested $1,716.00 |
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Policy Category General Donations - Project - Maximum $2,000.00 |
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Comment and Recommendation Donations come under section 356 of the Local Government. Fee reductions/fee waivers come under section 610E of the Local Government Act. Council does not have a policy for waiving or reducing fees. Council is able to provide a donation to the value of the hire fees to be contributed directly to the Wade Park Hire Fees as a credit for Orange United Warriors. $1,716.90 recommended. |
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Application No 26 |
Bloomfield Hospital Auxiliary |
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Not for Profit |
Yes. |
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Purpose of the Request Provision of a Community Service (Christmas gifts for patients affected by mental health/drug and alcohol and support of the Christmas dinner at the O'Brien Centre) |
|
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Amount Requested $1,000.00 |
|
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Policy Category General Donations - Equipment Purchase - Maximum $2,000.00 |
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Comment and Recommendation In line with the policy. $1,000.00 recommended. |
|
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Application No 27 |
Pinnacle Dragon Boats |
|
Not for Profit |
Yes. |
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Purpose of the Request Project for Increased Youth Health (Paddling Camp - participation in non-threatening sport and potential elite training) |
|
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Amount Requested $1,2000.00 |
|
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Policy Category General Donations - Equipment Purchase - Maximum $2,000.00 |
|
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Comment and Recommendation In line with the policy. $1,200.00 recommended. |
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Applications 28 to 35 - Annual School Prize Giving for Year 12 - Reserved Fund of $4,000.00
The policy allows each of the eight schools in Orange that have Year 12 to apply for this funding. The donation is not to the schools themselves; the schools act as a conduit to award this donation to Year 12 students who receive prizes for academic excellence. Even if the schools are unable to hold a formal presentation function, the prizes will still be awarded.
1 Database - Donations in 2020/2021, D20/50652⇩
2 Application 21 - Bowen Community Technology Centre, D20/50706⇩
3 Application 22 - Orange Legacy Appeals Fund, D20/50709⇩
4 Application 23 - Catherine McAuley Catholic Primary School, D20/50710⇩
5 Application 25 - Orange United Sports Club - Orange United Warriors, D20/50711⇩
6 Application 26 - Bloomfield Hospital, D20/50712⇩
7 Application 27 - Pinnacle Dragon Boats, D20/50713⇩
8 Application 28 - Orange High School, D20/50924⇩
9 Application 29 - Orange Anglican Grammar School, D20/50925⇩
10 Application 30 - Kinross Wolaroi School, D20/50926⇩
11 Application 31 - Orange Christian School, D20/50927⇩
12 Application 32 - OneSchool Global - Orange Campus, D20/50928⇩
13 Application 33 - Canobolas Rural Technology High School, D20/50948⇩
14 Application 34 - Anson Street School, D20/51053⇩
15 Application 35 - James Sheahan Catholic High School, D20/51226⇩
Finance Policy Committee 6 October 2020
Attachment 2 Application 21 - Bowen Community Technology Centre
Attachment 4 Application 23 - Catherine McAuley Catholic Primary School
Attachment 5 Application 25 - Orange United Sports Club - Orange United Warriors
Attachment 9 Application 29 - Orange Anglican Grammar School
Attachment 12 Application 32 - OneSchool Global - Orange Campus
Attachment 13 Application 33 - Canobolas Rural Technology High School
Attachment 15 Application 35 - James Sheahan Catholic High School
3.2 Request for Financial Assistance - Post Exhibition - Fusion Central West and Lifeline Central West
TRIM REFERENCE: 2020/1757
AUTHOR: Nick Redmond, Acting Director Corporate and Commercial Services
EXECUTIVE Summary
At the Finance Policy Committee Meeting held on 7 July 2020, Council considered requests for financial assistance from Fusion Central West and Lifeline Central West. Council resolved:
2 That a donation of $2,000.00 be made from the Small Donations Program to Fusion Central West NSW (Fusion Community Centre (Youth and Community Activities and Programs)).
3 That the intention to donate an extra $2,250.00 from the Small Donations Program to Fusion Central West NSW (Fusion Community Centre (Youth and Community Activities and Programs)) be placed on exhibition for 28 days.
4 That a donation of $2,000.00 be made from the Small Donations Program to Lifeline Central West (Support for Lifeline Services).
5 That the intention to donate an extra $2,250.00 from the Small Donations Program to Lifeline Central West (Support for Lifeline Services) be placed on exhibition for 28 days.
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
Council has the discretion to allocate the additional funding from the Small Donation Program after a period of public exhibition to both Fusion Central West & Lifeline Central West where the capped Donation would be $2,000.00 under the policy.
Policy and Governance Implications
Nil.
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That Council resolves to: 1 Donate an additional $2,250.00 from the Small Donations Program to Fusion Central West NSW (Fusion Community Centre (Youth and Community Activities and Programs)) 2 Donate an additional $2,250.00 from the Small Donations Program to Lifeline Central West (Support for Lifeline Services). |
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 intentions to donate additional funding under the Small Donations Program to Fusion Central West and Lifeline Central West was placed on public exhibition from 8 July 2020 to 7 August 2020 with the period of exhibition now finalised. No submissions were received for the proposed financial assistance allocation.
Fusion Central West NSW provides ongoing service provision of free meals (currently takeaway, so there are additional costs for containers) and emergency food support. When the Centre reopens in line with COVID-19 regulations, this provides a place of rest and social connection for the community.
Lifeline Central West provides ongoing charity work across a range of difficult societal issues. The COVID-19 shutdown has seen calls coming in each and every day at the same high level as at Christmas. The effects of shutdown on our community may be felt for some time.
It is recommended that Council resolve to provide the additional funding.
RECORD NUMBER: 2020/1915
AUTHOR: Sharon D'Elboux, Manager Business Development
EXECUTIVE Summary
Council has received an application for Event Sponsorship from Orange Open Air for their event, Blood Orange, held on 31 October 2020.
This is proposed to be the first of a series of Open Air Cinema ‘drive in’ events to activate the McNamara lane Carpark. This aligns with Future City Plans for the CBD.
The organisers have requested $2,000 in sponsorship funding from Orange City Council. The applicable event sponsorship category is the Incubator fund; this is a new event in its first year of operations. Funding will help support the hire of temporary infrastructure.
Considering limited opportunities to travel and in an effort to rejuvenate the local tourism industry this event is a unique offering for Orange. It has the potential to encompass a broad range of demographics.
This sponsorship application is specific to one event. As the Orange Open Air is proposed to continue with future events, additional applications may be made. This will be submitted to Council when relevant.
Should the event satisfy all required documentations of the event application process inclusive of traffic management, development application and COVID safety plan; In line with policy $2,000 is recommended.
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. So far this year there has been a commitment of $23,500, remaining budget is $176,500.
Policy and Governance Implications
Council can 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.
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That funding of $2,000 be made from the Event Sponsorship Program to Orange Open Air for the Blood Orange 2020 Event. |
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:
|
Category |
Description |
|
Incubator Event Fund |
Provides seed funding to events in their first or second year of activity. Funding range is $1,000 to $5,000. |
|
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. |
|
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. |
|
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 Number ESP20/07 |
Orange Open Air |
|
Not for profit (yes/no) |
Yes |
|
Event name |
Blood Orange |
|
Event date/s |
31 October 2020 |
|
Level of participation |
200 attendees |
|
Ticketed event |
Yes |
|
Amount requested |
$2,000 |
|
Category and Category range |
Incubator Event Fund - $1,000 to $5,000 |
|
Aligned with Community Strategic Plan |
Yes |
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Comment and recommendation This event is a unique offering in a COVID restrictions event space. This event will provided future opportunity for the utilisation of Open-air cinema and the venue of McNamara Lane. The activation of this space is aligned with the Future City project Should all further documentation is approved (event application, traffic and Development application) and in line with policy, $2,000 is recommended. |
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1 Event Sponsorship Application - Redacted - Orange Open Air - Blood Orange - 31 October 2020 - Application ESP20/07, D20/59765⇩
