08 CLOSURE OF MEETING .................................................................................... 20
Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 November 2013
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 November 2013
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01 Opening of Meeting File No: Governance/Meetings/Finance
The Mayor welcomed members and declared the meeting open at ....
02 Record of Attendance File No: Governance/Meetings/Finance
Members Mayor John McMahon (in the chair)
Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan Clr Kathy Sajowitz
Staff Alan Cairney, General Manager
Gary Wallace, Planning and Development Director Aruna Wickramasinghe, Works and Engineering Director Lynette Safranek, Finance and Community Services Director
Sharon Swannell, Executive Coordinator Apologies Nil That apologies be received and accepted for the non-attendance of ....
03 Confirmation of Minutes of Previous Meeting(s) Finance Committee Meeting 6 August 2013 The Minutes of the Finance Committee Meeting held on 6 August 2013 FOLLOW to be noted. The Minutes were accepted by Council at its Ordinary Meeting held on 20 August 2013. Matters Arising from the Minutes Nil
137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected]
Page 1 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
Unconfirmed Minutes
Finance Committee Meeting Tuesday 6 August 2013
5.30pm Council Chambers 01 OPENING OF MEETING ....................................................................................... 2
02 RECORD OF ATTENDANCE ............................................................................... 2
03 CONFIRMATION OF MINUTES OF PREVIOUS MEETING(S) ........................... 2
04 DECLARATIONS OF INTEREST ......................................................................... 3
05.01 CHANGES TO WORKING WITH CHILDREN CHECK ......................................................................... 3 05.02 DRAFT STRATEGIC BUSINESS PLAN FOR WATER AND SEWER ....................................................... 4 05.03 GRAFFITI REMOVAL DAY .............................................................................................................. 4 05.04 DATA COLLECTION FOR SEIZURES OF CATS AND DOGS 2011/12 ................................................... 4 05.05 ANIMAL CONTROL OFFICERS / RANGERS ACTIVITY....................................................................... 5 05.06 CODE OF ACCOUNTING/ FINANCIAL REPORTING UPDATE ............................................................ 5 05.07 COMPLIANCE & REPORTING REQUIREMENTS .............................................................................. 5 05.08 LOCAL GOVERNMENT REMUNERATION TRIBUNAL ...................................................................... 6 05.09 LOCAL GOVERNMENT NSW – ANNUAL CONFERENCE .................................................................. 7 05.10 ASSET MANAGEMENT AND INFRASTRUCTURE BACKLOGS ........................................................... 7
06 GENERAL BUSINESS .......................................................................................... 7
08 CLOSURE OF MEETING ...................................................................................... 8
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 2 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
01 Opening of Meeting
File No: Governance/Meetings/Finance
The Mayor welcomed members and declared the meeting open at 5.31pm
02 Record of Attendance
File No: Governance/Meetings/Finance
Members Mayor John McMahon (in the chair)
Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Sam Lord (from 5.55pm) Clr Clive McCarthy Clr John Morgan Clr Neil Francis (from 5.34pm)
Staff Alan Cairney, General Manager
Gary Wallace, Planning and Development Director David Mead, Finance Coordinator
Sharon Swannell, Executive Assistant Apologies Clr Kathy Sajowitz Aruna Wickramasinghe, Works and Engineering Director Moved: Evans Second: McCarthy That apologies be received and accepted for the non-attendance of Councillor Kathy Sajowitz and Aruna Wickramasinghe, Works and Engineering Director. Carried
03 Confirmation of Minutes of Previous Meeting(s) Finance Committee Meeting 23 April 2013 Moved: McCarthy Second: Morgan The Minutes of the Finance Committee Meeting held on 23 April 2013 were received and noted. Carried
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 3 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
Matters Arising from the Minutes It was noted that Councillor Ian Doney was absent from the meeting. The record of attendance will be amended to reflect this.
04 Declarations of Interest File No: Governance/Councillors/Declarations of Interest
Pecuniary - Nil
Non-Pecuniary Significant
- Nil
Non-Pecuniary Less than Significant
- Nil
05 Reports 05.01 CHANGES TO WORKING WITH CHILDREN CHECK
File No: Community Services Author: Kathy Beesley / Community Services Coordinator Summary A Working with Children Check is a prerequisite for people in child-related work. New regulations commenced from 15 June 2013 will apply to some employees and volunteers. Moved: Evans Second: Doney That report item 05.01 is received as information. Carried Councillor Lord entered the meeting at 5.54pm.
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 4 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
05.02 DRAFT STRATEGIC BUSINESS PLAN FOR WATER AND SEWER
File No: Water Supply/Water Assets and Sewerage & Drainage/Sewer Assets Author: Aruna Wickramasinghe, Works and Engineering Director Summary A draft Strategic Business Plan for Water and Sewer has been prepared and is submitted to the Committee for information and comment prior to submitting to the NSW Office of Water for approval. Moved: Morgan Second: Doney That the Strategic Business Plan for Water and Sewer, as amended be endorsed and submitted to the NSW Office of Water for approval. Carried 05.03 GRAFFITI REMOVAL DAY
File No: Waste Management / Campaigns Author: Aruna Wickramasinghe, Works and Engineering Director Summary A joint Ministerial Circular M13-05 has been issued by the Minister for Local Government and the Minister for Justice about a partnership with Rotary Down Under to deliver and promote Graffiti Removal Day on 20 October 2013. Moved: Gibbons Second: Lord That the Rotary Club of Oberon be contacted and arrangements made to assist with the promotion and the delivery of Graffiti Removal Day on 20 October 2013. Carried 05.04 DATA COLLECTION FOR SEIZURES OF CATS AND DOGS 2011/12
File No: Laws Enforcement / Standards / Companion Animals Act Author: Gary Wallace, Planning & Development Director Summary The Division of Local Government (DLG) has issued Circular 13-31 to advise the release of an Analysis of Council Data Collection for Seizures of Cats and Dogs 2011/12. An on-line reporting tool is to be used by Councils in reporting pound data to the DLG as a requirement of the Companion Animals Act 1998.
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 5 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
Moved: Doney Second: McMahon That report item 05.04 is received as information. Carried 05.05 ANIMAL CONTROL OFFICERS / RANGERS ACTIVITY
File No: Laws and Enforcement / Companion Animals and Stock Control Author: Gary Wallace, Planning and Development Director Summary Details are provided of current practices relating to Stock Control and requirements of the Companion Animals Act 1998 and the activity of Council’s Animal Control Officers/Rangers. Moved: McCarthy Second: Morgan That report item 05.05 is received as information. Carried 05.06 CODE OF ACCOUNTING/ FINANCIAL REPORTING UPDATE
File No: Government Relations / State Liaison / Department of Local Government Author: David Mead, Finance Coordinator Summary This report provides a summary of the Department of Local Government (DLG) Code of Accounting Practice and Financial Reporting - Update 21 for the 2012-13 financial year. Moved: Francis Second: Morgan That report item 05.06 is received as information. Carried 05.07 COMPLIANCE & REPORTING REQUIREMENTS
File No: Governance/Reporting/Compliance and Reporting Author: Alan Cairney, General Manager Summary The Division of Local Government (DLG) has issued Circular 13-32 to advise of the release of the 2013/14 Calendar of Compliance and Reporting Requirements for Councils.
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 6 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
Moved: Morgan Second: McMahon That report item 05.07 is received as information. Carried 05.08 LOCAL GOVERNMENT REMUNERATION TRIBUNAL
File No: Governance/Councillors and Mayor Author: Alan Cairney, General Manager Summary The Division of Local Government has issued Circular 13-27 advising of the Local Government Remuneration Tribunals (the Tribunal) review of annual fees for Councillors and Mayors and the requirement for Councils to “fix” Councillors and Mayoral Fees for 2013/14. Moved: Francis Second: Evans That Council set the Councillor Fee and Mayoral Fee for 2013/14 at the maximum as detailed in the Report and Determination of the Local Government Remuneration Tribunal. Amendment Moved: McCarthy Second: Lord That Council set the Councillor Fee as per the existing payment and that the Mayoral Fee for 2013/14 be set at the maximum 2.5% increase on the existing fee. The amendment was put and lost, the original motion stands. Moved: Francis Second: Evans That Council set the Councillor Fee and Mayoral Fee for 2013/14 at the maximum as detailed in the Report and Determination of the Local Government Remuneration Tribunal. Carried Councillor McCarthy requested his vote be recorded against the motion.
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 7 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
05.09 LOCAL GOVERNMENT NSW – ANNUAL CONFERENCE
File No: Governance / Councillors / Councillor Training Author: Alan Cairney, General Manager Summary The Local Government NSW (LGNSW) Annual Conference 2013 will be held from Tuesday 1 to Thursday 3 October at Sydney Town Hall, with voting delegates required to be notified to LGNSW by Friday 9 August 2013. Moved: McCarthy Second: Francis That the Mayor, Councillor John McMahon and General Manager attend the 2013 Local Government NSW Annual Conference and the Mayor be the voting delegate. Carried 05.10 ASSET MANAGEMENT AND INFRASTRUCTURE BACKLOGS
File No: Corporate Management / Community Strategic Plan / Assets Management Author: Alan Cairney, General Manager Summary Work is required to verify Council’s Asset Management Plan (AMP) and Strategies and to determine acceptable levels of service in consultation with the community. This work carries on from the commitment during the finalisation of the Oberon Community Strategic Plan 2013 to provide better integration of the AMP and Strategies with the Long Term Financial Plan (LTFP) and to address the current Infrastructure Backlog as noted in recent reports by the Division of Local Government (DLG) and NSW Treasury (TCorp). Moved: McCarthy Second: Doney That Council notes the proposed dates for Workshops to be held in conjunction with scheduled Informal Briefing Sessions on 10 September, 8 October and 12 November 2013. Carried
06 General Business Councillor McCarthy requested information regarding the presentation of the next quarterly financial statements and requested a report be provided regarding staffing costs in relation to the Project Engineer and Relief Engineer. Councillor Doney asked for an updated regarding the recruitment of the Finance and Community Services Director and asked how staff are coping with the current workload during the current staff shortage.
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Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 August 2013
Page 8 of the Minutes of the Finance Committee Meeting of Oberon Council held on Tuesday, 6 August 2013. ___________________________ ____________________________ General Manager Mayor
The General Manager advised that some staff were working additional hours to cover the workload and that this was being managed within the current resources. The current vacant Director position will be readvertised in the near future. Councillor Morgan asked for an update regarding the Jenolan Caves Expression of Interest and asked when Council will have documentation to examine? The General Manager advised that the Expression of Interest has been lodged and further discussion will be held with Paul Toole MP regarding this matter. Councillor Gibbons requested an update regarding the progress of the Columbia Aged Care Facility – do we know when construction will commence? The General Manager advised that we have been advised that construction is scheduled to commence in late August/early September.
07 Closed Session Reports Nil
08 Closure of Meeting The next Finance Committee Meeting of Oberon Council will be held on Tuesday 5 November 2013 commencing at 5.30pm in the Oberon Council Chambers, Oberon. The meeting closed at 6.55pm. Confirmed this _______________ day of ______________________ 2013. ______________________________ _________________________________ General Manager Mayor
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04 Declarations of Interest Governance/Councillors/Declarations of Interest
A GUIDE TO ETHICAL DECISION-MAKING
(Provided by the Independent Commission Against Corruption)
Is the decision or conduct legal? Is it consistent with Government policy, Council’s objectives and code of conduct? What will the outcome be for you, your colleagues, the Council, anyone else? Does it raise a conflict of interest? Do you stand to gain personally at public expense? Can the decision be justified in terms of public interest? Would it withstand public scrutiny?
A conflict of interest is a clash between private interest and public duty. There are two types of conflict:
Pecuniary – regulated by the Local Government Act and Department of Local Government
Non-pecuniary – regulated by codes of conduct and policy. ICAC, Ombudsman, Department of Local Government (advice only)
The test for conflict of interest:
Is it likely I could be influenced by personal interest in carrying out my public duty? Would a fair and reasonable person believe I could be so influenced? Conflict of interest is closely tied to the layperson’s definition of “corruption” – using
public office for private gain Important to consider public perceptions of whether you have a conflict of interest
Identifying problems
1st Do I have private interests affected by a matter I am officially involved in? 2nd Is my official role one of influence or perceived influence over the matter? 3rd Do my private interests conflict with my official role?
Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -
Non-Pecuniary Significant
-
Non-Pecuniary Less than Significant
-
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05 Reports
05.01 2014 MINISTERS AWARD FOR WOMEN IN LOCAL GOVERNMENT
File No: Governance/Liaison Author: Joanne Barton, HR Coordinator Summary The NSW Government is again hosting the 2014 Ministers Awards for Women in Local Government with a presentation to be held at Parliament House in Sydney on International Women’s Day on 5 March 2014. Recommendation: That Report Item 05.01 is received as information. Comment The Awards celebrate the contribution of women to Local Government in NSW. In addition to recognising the significant contribution of award winners, the Awards aim to encourage more women to take on leadership roles in Local Government in NSW. There are four categories of awards: 1. Elected Representative;
2. Senior Staff Member - senior staff positions, as defined by Councils in the Local
Government Directory;
3. Non-Senior Staff Member - aimed at women who may not have worked in Local Government for long, or at a senior level, but who have demonstrated significant achievement and leadership;
4. Women in non-traditional roles - to recognise women working in trades and other male
dominated areas within the Local Government sector. Awards will be made to a metropolitan council and a rural/regional council for each of the four categories. Nominations for the 2014 awards will be received until 5.00pm on Friday, 6 December 2013. A presentation evening conducted by the Minister for Local Government and the Minister for Women will be held at a function to celebrate International Women’s Day on Wednesday, 5 March 2014 at Parliament House in Sydney. Nominations must identify the relevant category and type of Council and must address the selection criteria. The Nominee must be a current female member of staff or female elected representative of a NSW General Purpose or County Council. Elected representatives must have served during 2013. For further information on the Awards and the nomination process, please contact the General Manager (Alan Cairney) or Human Resources Coordinator (Joanne Barton).
Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 November 2013
File No: Information Technology/Data Management/Civica Authority Author: Alan Cairney, General Manager Summary A recent review of Council’s Corporate Software was completed and the recommendations made will be used to improve the administrative and financial systems and practices. Recommendation: That Report Item 05.02 is received as information. Comment The review of the Corporate Software was undertaken as a “Finance Health Check” on the Civica Authority Corporate Software (Authority). Civica is a major supplier of corporate software in the local government sector in Australia and New Zealand. Authority is “package” of corporate software. Oberon Council decided to use the Authority product in July 2008 (upgrading from Fujitsu Software) on the basis of the introduction of new modules to assist “substantially with improving the efficiency of Council’s administration, finance and development & building functions”. At the time it was anticipated that the full implementation of the new system would be completed by June 2009. It is recognised that there has not been a “full implementation” of the Authority product and reviews will be carried out on individual “components” or modules available with the system. The Finance Health Check was requested by the General Manager as there was a concern that the current set-up of the Authority system was not currently meeting the reporting needs of Council. In summary, these concerns were:
The delivery of both internal and external reporting requirements for the organisation was cumbersome (there was too much reliance on the manipulation of data in spreadsheets), and
Users found it difficult to find information to manage budgets therefore there was too
much reliance on the finance team to provide information resulting in the finance team being detracted from organisational management issues. Also, there is a need to engage contractors to assist with the workload.
Also a new Finance Co-Ordinator had been appointed who had not had exposure to the Authority product and it was an opportune time to carry out a review with the new staff member (also within the previous 6 months the three most senior and most experienced finance personnel had left the organisation). The Consultant assigned to the project by Civica did note in the review document: “Council is to be congratulated on the calibre of its staff who demonstrated a keen willingness to learn more about the product and how they can use it better.”
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The review document from the Civica Consultant contains 15 Recommendations, which at the time of preparing this Report item have not been implemented. The General Manager is seeking feedback from the two existing Directors (Works & Engineering, Planning & Development) and key Finance personnel. There are five recommendations on Modules not currently used but which should create efficiencies if implemented. Four more recommendations related to Modules being used but warrant a review of how they are being used. Four recommendations relate to Debtors and Creditors and relevant directions from Management to implement new processes to obtain efficiencies. An implementation plan for these recommendations will be determined and put in place with the newly appointed Finance & Community Services Director, who will commence employment in early November. 05.03 LOCAL INFRASTRUCTURE RENEWAL SCHEME
File No: Government Relations/Liaison/DLG Author: Alan Cairney, General Manager Summary The Division of Local Government (DLG) is inviting applications for funding under the third round of the Local Infrastructure Renewal Scheme (LIRS). Recommendation: That Report Item 05.03 is received as information. Comment The NSW Government is providing $100 million over six years for the implementation of the overall local infrastructure backlog policy, which includes the LIRS. The DLG has stated that traditionally, the focus on infrastructure asset management was the provision of new assets such as roads, water and sewerage networks, airports and the like. However it is becoming more and more apparent, that it is no longer sustainable to focus on meeting infrastructure needs through investment in the creation of new assets alone, without recognising the long-term lifecycle costs associated with the ongoing operation, maintenance and renewal of existing assets. The DLG also notes that many Councils are struggling to keep up with maintenance and renewal of their assets to a level that is satisfactory to their community. The Infrastructure Backlog Audit recently completed by the DLG estimated that the infrastructure backlog in local communities in NSW is in excess of $7billion. The LIRS provides a subsidy in interest costs to make it affordable to take out major bank loans to fund projects. This investment in debt funding is far less expensive than paying for the long-term recurring maintenance requirements of deteriorating assets. In the first two rounds of the Scheme interest subsidies were provided to 87 Council for 138 projects. Round three of the Scheme provides a 3% interest subsidy on loans for infrastructure backlog works and for projects providing infrastructure to enable new housing.
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Oberon did not make any applications for funding in either round one or two and applications for round three closes on 31 December 2013. At this time it is intended that a further report item will be submitted to the November Ordinary Council Meeting to formally endorse projects for funding under round three. DLG have also issued Guidelines and copies will be provided to all Councillors. Possible projects include:
Gravel Resheeting for Unsealed Road Network – estimated $2m to $4m Sealing of Mayfield Road, including Bridge Construction – estimated $1.5m Reconstruction of sections of the “Tablelands Way” – est. $2m
05.04 RESPONSIBLE ACCOUNTING OFFICER
File No: Financial Management/Investments/Register Author: Alan Cairney, General Manager Summary Providing details of duties and responsibilities of the Responsible Accounting Officer (RAO). Recommendation: That Report Item 05.04 is received as information. Comment The Local Government Act 1993 (the Act) and the Local Government (General) Regulation 2005 (the Regulation) details requirements for keeping accounting and financial records. As Councillors would be aware a report on Investments is provided each month, with a statement included by the RAO that the Investments were made in accordance with Section 625 of the Act, Clause 212 of the Regulation and Council’s Investment Policy. With the resignations of the two most senior finance staff, both in April this year, the General Manager became the RAO. Responsibilities of the RAO include:
Keeping the accounting records and ensuring records are up-to-date and accessible.
Taking all reasonable measures to ensure that:
o All money payable is collected or recovered promptly;
o Appropriate arrangements are implemented for the security and banking of money received;
o The assets are properly accounted for;
o Liabilities are incurred only with the proper authority and funds are properly spent in meeting those liabilities;
o Appropriate budgeting and accounting systems (including internal control systems) are established and maintained;
o Adequate measures are taken to protect valuable securities and accounting records from loss, destruction, damage and theft.
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Further to the above the General Manager has particular responsibilities:
Ensuring provisions of the Act, the Regulation and other written laws relating to financial obligations or the keeping of accounts is complied with;
Effective measures are taken to secure the effective, efficient and economical management of financial operations within each division of the Council’s administration;
Ensuring that authorising and recording procedures are established to provide effective control over assets, liabilities, revenue and expenditure and in securing the accuracy of the accounting records, including a proper division of accounting responsibilities among staff;
Ensuring that lines of authority and the responsibilities of staff for related tasks are clearly defined.
The new Finance and Community Services Director will be appointed as the RAO. 05.05 NETBALL COURT TOILET FACILITIES
File No: Grants and Subsidies/Grants General Author: Alan Cairney, General Manager Summary A Councillor Request Form was submitted by Councillor McCarthy requesting information about funding of the proposed extensions to the Netball Court Toilet facilities located within the Rugby League Ground area off Lowes Mount Rd, Oberon. Recommendation: That Report Item 05.05 is received as information. Comment The Councillor Request Form submitted by Councillor McCarthy requested the following information:
a. Oberon Netball Court Toilets – details of the original decision for the proposed extensions and advising of an intention to submit a Rescission Motion.
b. 2012/13 Town Improvement Funds – details of the balance of funds unspent.
c. 2013/14 Town Improvement Funds – details of the funds spent to date.
d. Open Space Funding – details of available Section 94 funds for parks. Councillor McCarthy was advised that these items would be reported to the Finance Committee and additional information was given with respect to item a. For the Oberon Netball Court Toilets an amount of $60,000 has been allocated in the Operational Plan 2013/14. When this resolution was made Council adopted the “total budget” and therefore a Rescission Motion won’t apply.
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There was a previous Resolution in October 2012 to submit an application (through the NSW Community Building Partnerships Fund) for the Toilets including installation of a pumping station for connection to the sewer. The original application was for a total project of $106,000 on a matching $ for $ basis. This meant we were to fund $53,000. However we only received funding for $30,000, with Council matching this in the Operational Plan 2013/14 for a total project of $60,000. This reduction in funding was highlighted at the May 2013 Council Meeting, with Council adopting the Operational Plan 2013/14 in June. It seems more appropriate to either scale down the original project – to $60,000 OR to increase funding. At the Informal Briefing Session (IBS) in September details were provided of a revised project at around $70,000 – without connection to the sewer. This item was included on the Agenda for the IBS following Councillor McCarthy’s approach to the General Manager on the scale/scope of the project ($60k allocated in the Operational Plan 2013/14). Items b. c. and d. above are reported separately in conjunction with the Quarterly Budget Review Statement (QBRS) of the Operational Plan 2013/14. In addition the progress with the finalisation of the Financial Statements for 2012/13 is separate report item. It seems that there are three scenarios which Council should consider, and more appropriately a Motion should be debated by Council during consideration of the report item dealing with the QBRS (see 05.08).
a. Allocate an additional $10,000 (for a $70,000 project, excludes sewer connection)
b. Allocate an additional $46,000 for the original project (includes sewer connection)
c. Allocated additional funds for a “new” project, involving demolition of the existing structure and construction of a new facility also connected to the sewer.
05.06 QUARTERLY BUDGET REVIEW STATEMENT – JULY TO SEPT 2013
File No: Financial Management/Financial Reporting/Quarterly Budget Review Author: David Mead, Finance Coordinator Summary The Quarterly Budget Review Statement (QBRS) for the first quarter to 30 September 2013 has been prepared and distributed. Recommendation: That the Quarterly Budget Review Statements for the period ending 30 September 2013 be received and noted and the revised budgeted income and expenditure items be amended.
Comment ATTACHED is the QBRS with variations shown for income and expenditure for the period from 1 July 2013 to 30 September 2013.
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05.07 FINANCIAL STATEMENTS 2012/13
File No: Financial Management/Financial Reporting/Financial Statements Author: Alan Cairney, General Manager AND David Mead, Finance Coordinator Summary There has been a delay with submitting the Annual Financial Statement 2012/13 for Audit. The Division of Local Government has been contacted requesting an extension to complete the Audit. Recommendation: That report item 05.07 be received as information Comment In April this year the two most senior staff within the finance area resigned, with a Finance Coordinator replacing the Finance Manager in June. Along with other staff shortages there has been some additional training in our corporate software (Civica Authority) which has contributed to a delay in finalising the annual financial statements. Our External Auditors, Intentus (formerly Morse Group) have been progressing requirements on a regular basis with the Finance Coordinator and are monitoring the completion of the financial statement. An external consultant was also engaged to assist with completing tasks. A verbal update will be provided to the Finance Committee meeting. 05.08 PROPERTY AND LAND DEVELOPMENT
File No: Council Properties/Land Development and Sales Author: Alan Cairney, General Manager Summary Providing an update on recent activity for Council’s Residential and Industrial Subdivisions and other property. Recommendation: That Report Item 05.08 is received as information. Comment RESIDENTIAL SUBDIVISION The call-option with a private developer for 10 lots in the Tasman Estate will expire in mid to late November with all lots “sold” and contracts exchanged. The call-option was entered into on the basis of approved house and land packages i.e. not selling vacant land. Upon the issue of building approval action will be taken to enable settlement of these lots.
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Of the remaining four lots retained for individual sale, negotiations have been successful for two lots with one proceeding to an exchange of contracts. INDUSTRIAL SUBDIVISION One previous sale has not proceeded due to a delay in finalising a plan of subdivision. Action has been taken to redraw the proposed subdivision to create an additional lot and to facilitate a minor boundary adjustment (6m x 50m) and sale to an adjoining owner. Arrangements are being made to fence three lots ready for sale, with a view to marketing these and proceeding with work to finalise the whole of the development area. These three lots have access and services available. A further report will be prepared outlining arrangements for the payment of contributions and other requirements which have not yet been completed. OTHER PROPERTY The Dental Surgery at 72 Dart Street has been vacated by Waratah Dental. An inspection of the premises and equipment has been carried out and dental equipment is to be serviced. Negotiations have commenced with another Dental practice on the basis of a one day service being provided in addition to the existing children’s service performed by the Greater Western Area Health Service. It is proposed that similar arrangements be negotiated to those in place with Waratah Dental.
06 General Business
07 Closed Session Reports Nil
08 Closure of Meeting The next Finance Committee Meeting of Oberon Council will be held on Tuesday 4 February commencing at 5.30pm in the Oberon Council Chambers, Oberon.
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