Attachment 1 Corporate Plan Progress Report - September 2015 · Yuendumu, Nyirripi and Willowra. On...

Attachment 1 Corporate Plan Progress Report - September 2015

Attachment 1 Page 197



















ORDINARY COUNCIL 9 OCTOBER 2015

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FINANCE REPORTS ITEM NUMBER 11.1 TITLE Finance Reports REFERENCE \COUNCIL AGENDAS AND MINUTES\2015\2015 - 5

ORDINARY COUNCIL MEETING 9 OCTOBER ALICE SPRINGS - 294754

AUTHOR Buke Ali Tunne, Finance Manager

DUE DATE October 2015

RECOMMENDATION: That Council receive and note the Financial Reports for the period ending 31 August, 2015.

SUMMARY: The financial reports provide the Council with information on the financial position of the Council for the period ended 30 June, 2015.

BACKGROUND Council should note that the June 2015 figures are provisional and may be adjusted for the final position. 1. Actual Income and Expenditure Report of the Council for the

period 1 July, 2014 to 31 August, 2015. Please refer to Attachment 1: Income and Expenditure Report

Annual Budget YTD Budget YTD Actual YTD $ Variance YTD % Variance Comments

Operating Income

61 - Rates and Charges (2,122,423) (353,737) (2,199,976) 1,846,239 521.92% F-Note 1

62 - Statutory and User Charges (253,682) (42,280) (110,779) 68,499 162.01% F-Note 2

63 - Grants Income (24,001,694) (4,846,785) (4,854,976) 8,190 0.17%

64 - Interest Income (345,000) (57,500) (30,429) (27,071) -47.08%

65 - Commercial Income (9,489,704) (1,581,617) (1,850,963) 269,346 17.03% F-Note 3

66 - Contribution and Reimbursements (45,428) (7,571) (51,547) 43,976 580.82% F-Note 4

67 - Sale of Assets (64,500) (10,750) 0 (10,750) -100.00%

Total Operating Income (36,322,431) (6,900,241) (9,098,670) 2,198,428

Operating Expenditure

71 - Employee Costs 19,313,429.26 3,219,604.20 2,365,294.08 854,310 -26.53% F-Note 5

72 - Materials & Contracts 9,170,674.38 1,531,778.97 827,470.95 704,308 -45.98% F-Note 6

73 - Finance Costs 6,000.64 1,000.10 891.20 109 -10.89%

75 - Depreciation, Amortisation and Impairment228,764.90 38,127.48 0.00 38,127 -100.00%

76 - Sale and Write Off of Assets 0

79 - Other Expenses 2,702,939.57 450,490.02 439,486.18 11,004 -2.44%

Total Operating Expenditure 31,421,809 5,241,001 3,633,142 1,607,858

633 - Unexpended Grants B/Fwd (2,792,783.45) (465,463.98) 0.00 (465,464) 477.35% F-Note 7

Total Capital Expenditure 7,420,919.06 1,382,653.18 484,461.19 898,192 -64.96% F-Note 8

Total Net Surplus/(Deficit) (272,486) (742,052) (4,981,066) (773,086)


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Notes Relating to Income & Expenditure The notes include variance of more or equal $50,000 or 10% whichever is greater. F Note 1 Rates and Charges income has favourable variance of

$1,846,239. The Council has released the rate notice for 2015-16 financial resulting income been recognized fully at the time the invoices were raised. The major variance will reduce over time.

F Note 2 Statutory and User Charges income has favourable

variance of $68,499. The Major variance ($67K) result to leasing of property for short or long term.

F Note 3 Commercial Income favourable variance in the amount

of $269,346 is mainly due to advance payment released for RJCP ($1.09M) offset by deficit from Nyirripi Territory Housing contract ($688) and Aged and Disability Care Centrelink payment ($64K)

F Note 4 Contribution and Reimbursements income favourable

variance of $ 43,976 relates reimbursement for 2014-15 fuel tax credit and insurance claimed for the safe stolen, car keys and leaking hot water system.

F Note 5 Employees costs expenditure favourable variance of

$854,310. The Council has on employees costs unspent compared to budget on the following accounts subcategory:

Salaries and wages ($590K) On-costs ($255) Other expenses ($8K).

F Note 6 Materials and Contract has favourable variance of

$704,308. The variance summary included:

Materials, Supplies and Labour ($506K) Operating Lease Expenses ($8K) Information Technology Expense ($206K)


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F Note 7 Unexpended Grants B/Fwd. income favourable variance of $465,464. The Actual unexpended for 2014-15 has not been rollover this will be done once the audit process is completed.

F Note 8 Capital Expenditure favourable variance of $ 898,192.

The major variance relates to following programs. Fund Amount

306 - RJCP Structured activities (Infrastructure development) $147,151.50

312 - IAS - Community Safety Patrols (Motor vehicle ) $175,000.00

558 - NDRRA - Flood Damage Repair $495,545.57

565 - Roads to recovery funding $111,386.66

731 - NTG - Department of Local Government & Regions $141,254.21

722 - Special Purpose Grants - Various Services and Locations ($309,888.50)


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Revenue Summaries


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Expenditure Summaries


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Balance Sheet of the Council as at 31 August 2015 Please refer to Attachment 2: Balance Sheet Details of all cash and investments held by the Council as at 31 August 2015. As at 31 August 2015 the Council has total cash and bank deposits of $9,045,092 and total financial investments of $10,046,907. The following is a summary of all the bank accounts: Operating Bank Account 465,953 Trust Bank Account 8,533,356 ICC Bank Account 39,478 Petty Cash 6,305 9,045,092 Following is the summary of all the investments: Sr. No. Bank Principal $ Interest Rate Term Days Maturity

Date 1 Westpac 2,581,442 2.10% 30 15/09/20152 Westpac 4,965,466 2.90% 92 03/09/20153 Suncorp 1,500,000 2.67% 92 30/09/20154 ANZ 1,000,000 2.90% 90 09/09/2015

10,046,907 Estimate of Net Cash position. Please refer to Attachment 3: Estimate of Net Cash Position. The Council has net cash of $3.5M as at 31 August 2015. The net cash position is the difference between current assets and current liabilities.


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Aged Analysis of Debts owed to the Council as at 31 August 2015. Please refer to the Aged Debtor Summary (Attachment 4) that highlights the status of Aged Debtors. The total Receivables as at 31 August 2015:

Debtor Age $ 30 days plus 69,396 60 days plus 15,204 90 days plus 19,711

90 days plus Debtors The following are key debtors that Council has engaged a debt collector: Debtor’s Name Debtor Reference (No. ) $ Tapps Plumbing - (debt Collector)

00262 2,139

Total 2,139 New Future Alliance (Debtor # 00230) with outstanding amount of $2,800 the supplier is disputing the account receivable department to check the Regional Service Manager concern. ISSUES, CONSEQUENCES AND OPTIONS Nil. FINANCIAL IMPLICATIONS See content of report.

ATTACHMENTS: 1 Income & Expenditure report as at 31 Aug 2015.pdf 2 Balance Sheet as at 31 Aug 2015.pdf 3 Net cash position as at 31 Aug 2015.pdf 4 Aged Debtors as at 31 Aug 2015.pdf

Attachment 1 Income & Expenditure report as at 31 Aug 2015.pdf












Attachment 2 Balance Sheet as at 31 Aug 2015.pdf


Attachment 3 Net cash position as at 31 Aug 2015.pdf


Attachment 4 Aged Debtors as at 31 Aug 2015.pdf



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COMMUNITY SERVICES ITEM NUMBER 12.1 TITLE Director of Community Services Report REFERENCE \COUNCIL AGENDAS AND MINUTES\2015\2015 - 5


AUTHOR John Gaynor, Director Community Services

COMPLETION October 2015 LINKS TO STRATEGIC PLAN Goal 01: Social and Cultural

RECOMMENDATION: That Council receive and note the report from the Director of Community Services.

SUMMARY: The Director of Community Services reports to Council about matters of significance since the last Council meeting.

BACKGROUND

Community Services Directorate – General

Youth and Communities Program The restructure of the Youth, Sport and Recreation, Mediation and Justice, Libraries and the Community Safety Patrol Programs has progressed well with the amalgamated program becoming operational as of 1 July. A recruitment process for a new Manager and a new Operational Coordinator and Tanami Area Coordinator is well advanced.

o Community Safety Patrol – The patrollers are now operating under the day to day supervision of Communities Coordinators and or Area Coordinators. In the larger communities we have also established Assistant Communities Coordinators. These positions will be filled by local Indigenous employees who will be mentored to take on the Communities Coordinator role in the future. In September crew members from Atitjere, Yuelamu and Laramba travelled into Alice Springs to assist with the Football Grand Finals, Bush Bands Bash and Red Centre Nats. They were highly commended for their efforts by NT Police.

o Youth Sport and Recreation Program - The CDRC Softball Competition ran this season from June-September with WYDAC supporting the competition through the participation of their


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communities. The communities that competed in the Central Desert Region included; Ti Tree, Laramba, Atitjere, Engawala, Yuelamu, Yuendumu, Nyirripi and Willowra. On the 22nd and the 23rd of August the finals were held in Laramba community. Laramba was the victorious team on their home soil and took home the trophy for the first time since 2010. Laramba qualified for the NT Softball Grand Finals tournament for division two which was held in Darwin from the 3rd-6th September and finished 2nd overall having been narrowly defeated in the grand final. A great effort.

Aged Care

The Aged Care Program is working through a change management process to put in place the consumer directed care reforms. The progress is deliberately slow to ensure that changes to service delivery do not come as a shock tpo clients or carers. As part of the change management, the Program continues to consult with suppliers of Client Information Management Systems in regard to the most suitable system for our Council. The preferred system must represent value for money and should have applicability to other councils within the Northern Territory that also deliver aged care services so that we can minimise the ongoing costs of maintenance and upgrades. Surplus funding from the HACC program has assisted in purchasing washing machines, dryers, mattresses, towels and leather lounges for aged care clients and services. This money has also assisted in purchasing iPads for each service to assist in future reporting.

Children’s Services

Atitjere, Yuelamu and Nyirripi Creche were cleaned, packed down and closed during August due to lack of funding. Staff have been recommended to Department of Social Services for future jobs and offered position where available. Central Desert Regional Council have not officially been advised of the future provider as of yet. New Playgroups in the Anmatjere region and Yuendumu are currently going through a consultation stage. New vehicles, toys and equipment are being organised and locations are in the process of being authorized through Local Authorities. CDP (RJCP) are organising shade structures in the different playgroup locations.


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Due to changes to the programs and funding Children Services will undergo a management restructure to ensure the best possible support for staff and programs on the ground.

Remote Jobs Community Program (RJCP / CDP) The Department of Prime Minister and Cabinet officially changed the name of the program from RJCP to the Community Development Program (CDP) on 18 September. It will take up to nine months to have the CDP Brand on all buildings, stationary and materials. The Program is investing heavily in an increased staff structure to provide more supervision and activities across our five communities. Management has completed a revision and restructure of the program that has resulted in some staff leaving the organisation and some staff transferring to other communities. The RJCP Program Management is confident that the change in staffing arrangements will have improved performance and outcomes for the program. We have two months to demonstrate that we are capable of achieving our key KPI of 75% participation amongst all CDP participants. If we are unable to achieve this KPI, we will be working closely with the Dept. of Prime Minister and Cabinet to reassess whether the Council is both willing and capable of delivering the Program in the future.

Program Report by Community

Yuendumu Youth and Communities - Mediation & Justice

In July, YM&JC participated in the NAIDOC Week event at the prison and attended ORIC governance training, and in August the central focus became the Sports Weekend and CLC meeting. The Committee held two community meetings during this period; one as a preventative measure in the lead up to the Sports Weekend and one following the death of a community member during the CLC meetings. Feedback from community leaders and key stakeholders following the community meeting on the 11/08/15 was positive and demonstrated the importance of the Program in maintaining harmonious relationships among the camps. The Mediation Committee has demonstrated a commitment to the Community Safety Patrols with several mediation team members covering CSP shifts to assist with the transition. The Committee has welcomed the opportunity to mentor younger CSP staff and guide service improvement. The AGM for the Mediation and Justice Corporation is scheduled to take place on Wednesday 28 October.


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Children’s Services Yuendumu Childcare is now running five days a week and is a fully licenced service. Parent contributions are being encouraged. Staff attendance levels have been very low recently and we are looking at recruiting more staff through RJCP. Five RJCP participants started at childcare on 16 Sept 2015 and will be encouraged to apply for the positions. Yuendumu Mobile Playgroup is currently organising a new vehicle, purchasing equipment for the playgroup and organising sites for playgroup shade structures (through the Local Authority) with the assistance of CDP. We are currently working with FaFT and childcare to ensure programs support each other. A second round of recruitment for a Playgroup Facilitator and Local staff has begun. Estimated start date is mid October in the locations.

RJCP - CDP Computer labs are now installed to support the Job Search and foundation IT skills activity, although, the program is experiencing barriers relating to internet bandwidth which is causing disappointment in Yuendumu. Participants are engaged in Cert I Resource and Infrastructure in conjunction with the new store build. Participants have also been involved in a Cemetery clean-up and welding crosses. Yuendumu store and store manager house construction – collaboration with Asbuild and Womens’ Centre RJCP participants are also working within the Activity Centre to beautify the area and create a space for welding as well as working with Children’s Services to erect shade structures.

The program have secured a bus which was delivered in September. The bus has created a job for a local driver to assist increasing participation engagement in activities. Driver Training has commence in Yuendumu. RJCP are also working with Mediation and Justice to erect a fence. An audit by PM&C was conducted on 17 September.


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Lajamanu Youth and Communities - Community Safety Patrol

Representatives from the Lajamanu CSP team aided the Yuendumu CSP team by patrolling over the Yuendumu Sports Weekend in the first week of August.

(28/09/15, From left: Andrew Johnson, Peter Patterson, Josias Dixon, Leisha Patrick, Robyn Payton, Kylie Patrick, Tina Dickenson, Jenny Johnson. The Lajamanu Community Safety

Patrol Team Brainstorming and Discussing Safety in Lajamanu. Serious Business!)

The Lajamanu Youth Safety Patrol is developing positive and meaningful rapport with the youth through engagement and in collaboration with the WYDAC youth, sport and recreation program team and CSP. The Youth Safety Patrol team member has been actively engaging in activities and encouraging school aged children to return home at appropriate hours and where necessary driving children home. Youth Safety Patrol has been working in close conjunction with the CSP team to shut down activities peacefully and in accordance with the school attendance policy to improve child safety and school attendance in the community.

Youth and Communities - Library

Lajamanu library currently has one staff member working 15 hours per week which is continuing but will be greatly aided by the support of the new Communities Coordinator. Through on the ground supervision that the Communities Coordinator will be able to provide mentoring to build the capacity of the library staff member to help the program develop further.

Aged & Disability Care The Lajamanu roof is well underway with the external work to be completed soon. Fire training is being organised in Lajamanu in November. All Level 3 and 4 care packages have been allocated to eligible old people in the community..

Yuelumu Youth and Communities - Sport & Recreation

Whilst recruiting for a Communities Coordinator (who commenced in Yuelamu 16/09/15) the Youth, Sport and Recreation program was run by the Yuelamu CSRO for four weeks (August- September) with the support of the Operations Coordinator and the Manager. This is a testament to the hard work, training, mentoring and capacity building of this staff member over the last two years.


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Currently recruiting for a second CSRO position for the first time in Yuelamu. This will aid in the improvement and development of the program. Applications closed 14/09/15.

Youth and Communities - Community Safety Patrol

Representatives from the Yuelamu CSP team aided the Yuendumu CSP team by patrolling over the Yuendumu Sports Weekend in the first week of August. On the 15/09/15 the Yuelamu CSP team participated in, the Yuelamu Community Safety meeting held by the Yuendumu police to discuss issues around hooning and Marijuana smoking. Recruitment for a fourth casual CSP Officer in Yuelamu is currently underway to fill this service gap and improve service delivery. The new Communities Coordinator commenced in Yuelamu on the 15/09/15 which will increase supervision and support processes.

Children’s Services Yuelamu School Nutrition Program has moved back to Aged Care and two Creche staff have been employed five days a week.

RJCP - CDP Activities being conducted: Digital story telling – Weeks ending 11/09/2015 and 18/09/2015 Job Search and foundation IT skills – on going in the computer lab Solar lights and bollards erection – collaboration with council Community proud: Foot path construction

Coming up RJCP Activity Centre work and welding area Concreting Activity Centre tool room shelving construction Shade structures erection RJCP Builder Training Program

Aged & Disability Care A new Aged Care Coordinator has ben recruited and has commenced work. Due to previously approved leave a relief coordinator is in Yuelamu for a period of four weeks. Quotes for capital works at Yuelamu are being sought. SNP has recommenced from the aged care centre at


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Yuelamu following closure of the Child Care Centre.

Nyirripi Children’s Services Nyirripi School Nutrition Program has moved back to Aged

Care and is operating five days a week. Aged & Disability Care With the transfer of Coordinator to Yuelamu a relief

coordinator has been placed at Nyirripi for a period of eight weeks while recruitment for a new coordinator is underway. SNP has recommenced from the aged care centre at Nyirripi following the closure of the Child Care Centre.


The restructure has been challenging for the CSP team members in Nyirripi due to the fact that a Youth and Communities Area Coordinator has not yet been recruited for the West Region. There is also no Communities Coordinator allocated to provide on the ground support in Nyirripi. (Currently re-recruiting for Area Coordinator, West Region, applications closed 14/09/15). The Operations Coordinator and Manager of Youth and Communities have been liaising with the CSM in Nyirripi to ensure ongoing supervision and support processes are in place as well as identifying current service/program gaps. A request to recruit has been submitted for a fourth casual CSP Officer in Nyirripi.

Ti Tree Youth and Communities - Youth Sport and Recreation

The Youth, Sport and Recreation program has been running strongly since the appointment of the new Communities Coordinator. The Communities Coordinator was on leave from the 25/07/15- 23/08/15 and is now back in Ti Tree. Request to recruit has been submitted to replace previous CSRO in Wilora who resigned. Recruitment for this position was on hold until the Communities Coordinator started in Ti Tree.


CSP has been operating to an acceptable standard; however, the implementation of the Communities Coordinator under the restructure has already seen marked improvements in the quality of service delivery through increased on the ground support and supervision.

Youth and Communities - Library

Request to recruit submitted for Library Officer. Recruitment for this position was on hold until the Communities Coordinator started in Ti Tree.

Children’s Services (SNP)

School Nutrition Program for Wilora currently runs from Ti-Tree Aged Care. We are currently looking at employing a local staff member to run the program from Wilora Aged Care building that has been closed for approximately three years.

Anmatjere Mobile Playgroup is currently organising a new vehicle, purchasing equipment for the playgroup and organising sites for playgroup shade structures (through the Local Authority) with the assistance of CDP. A second round


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of recruitment for a Playgroup Facilitator and local staff has begun. Estimated start date is mid October in the locations.

RJCP - CDP RJCP participants are engaged in Cert III Civil Construction with CDU in preparation for mining positions becoming available. Computer labs are now installed to support the Job Search and foundation IT skills activity, although, the program is experiencing barriers pertaining to internet bandwidth which is causing disappointment in Ti Tree Ongoing health and nutrition program – female participants RJCP have established veggie gardens at the Activity Centre which provide vegetables for the Health and Nutrition activity

Upcoming Activities: Wilora welding and work area setup Health and nutrition activity in Wilora at the Wilora women’s’ centre Simulators for plant operation have been delivered to Ti Tree - participants will be engaged in an activity to prepare them for future employment when the mine opens. Driver training – collaboration with Drive Safe NT The program have secured a bus which is due to arrive in Ti Tree in September. The bus will create a job for a local driver to assist increasing participation engagement in activities.

Aged & Disability Care Coordinator has returned after extended leave. Several new care staff have been employ at Ti Tree due to a resignation and another staff member needing to reduce their hours for


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health reasons. New dryers have been purchased for Ti Tree aged care. Fire training still to be organised at this time

Atitjere Youth and Communities - Youth Sport and Recreation

Youth, Sport and Recreation program in Atitjere has been running to a high standard. The Communities Coordinator has been building strong relationships with the youth and the community and has been providing excellent support and mentoring to the CSRO. Request to recruit submitted for a new position for a second CSRO in Atitjere.

Youth and Communities – Community Safety Patrol

The CSP team has been operating to a high standard and has embraced the restructure after clear communication and implementation. The Communities Coordinator has been working with the CSP team effectively. 4/09/15-7/09/15 two Atitjere CSP Officers travelled in to Alice Springs to provide patrolling support to the police and Tangentyere Council for the football finals and Bush Bands Bash weekend. Received very positive feedback of their support and performance.

Laramba Youth and Communities - Youth Sport and Recreation

The Youth, Sport and Recreation program has been operating to an improved standard under the restructure. The appointed Communities Coordinator has been working with, supporting and building the capacity of the newly recruited replacement CSRO in Laramba. Laramba Softball Team qualified for the NT Softball Championships for division two which was held in Darwin from 3 – 6 September and finished second overall having been narrowly defeated in the grand final. A great effort.

Laramba Roos Softball Team returning

from their successful trip to Darwin


The CSP team in Laramba has been effectively working with the Communities Coordinator under the restructure. CSP Team Leader resigned (retired). Request to recruit submitted for replacement. 4/09/15-7/09/15 one Laramba CSP Officer travelled in to Alice Springs to provide patrolling support to the police and


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Tangentyere Council for the football finals and Bush Bands Bash weekend. Received very positive feedback of their support and performance.

Children’s Services Laramba Childcare will be operating five days a week and longer hours as of term three (5 October, 2015). Service will now include morning tea, lunch, afternoon tea and nappies during Childcare hours. Parent contributions are being encouraged.

RJCP - CDP RJCP participants continue to be engaged in the community fencing program. Digital story telling activity successfully ran in August. RJCP Participants are involved with constructing a Greenhouse at the Activity Centre. RJCP participants are engaged in Cert III Civil Construction with CDU in preparation for mining positions becoming available. Computer labs are now installed to support the Job Search and foundation IT skills activity, although, the program is experiencing barriers pertaining to internet bandwidth which is causing disappointment in Laramba RJCP participants are involved in constructing Playground shade structures in collaboration with council. Solar lights and signs are being installed in the community in collaboration with council

Upcoming Activities: Women’s’ area and cemetery shade structures erection and watering – collaboration with First Circle RJCP Accommodation fencing – collaboration with Works Horticulture Shade structure in men’s business area

Aged & Disability Care Regular meetings with clients and family re aged care reforms


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and changes to care arrangements. Fire training to be organised. Quality agency to visit early October.

Willowra Youth and Communities - Mediation and Justice

Outreach to Willowra has been on a fortnightly basis since the beginning of August and discussions with community leaders and key stakeholders about the Peace Working Group (PWG) are in progress. A community meeting that had to be postponed in mid August was rescheduled 16/09/15 as an opportunity to engage the Willowra community more broadly and identify prospective PWG members.


With the recent relocation of two CSP staff to Yuelamu, the CSP team in Willowra have been operating with only two female staff members. A request to recruit two staff on a temporary casual basis is in progress and is to be an interim measure until the PWG has been established in Willowra. The Area Coordinator and Mediation TL have also met with NT Police on several occasions regarding the restructure and to hold preliminary discussions on community issues/needs and agency protocols.


Staff attendance has been low and we are recruiting for another staff member. The council office and store have been assisting to make sure the children are still getting lunch through the School Nutrition program while staff are absent.

RJCP - CDP Computer labs are now installed to support the Job Search and foundation IT skills activity, although, the program is experiencing barriers pertaining to internet bandwidth which is causing disappointment in Willowra Ongoing health and nutrition – meals being prepared by female RJCP participants RJCP participants have collaborate with council to construct a shade structure near oval area Computer literacy and numeracy – collaboration with Batchelor Institute Upcoming Activities: Driver training – collaboration with Drive Safe NT Large animal management – fencing around the community

Aged & Disability Care Quotes received for aged care facility in Willowra and being assessed. Funding secured for aged car bus by CLC. Washing machine and dryer purchased to increase services.

Engawala Youth and Communities - Youth Sport and Recreation

Communities Coordinator from Atitjere has been providing one to two days of support per week to the Youth, Sport and Recreation program and local CSRO whilst a Communities Coordinator for Engawala is successfully recruited. Short term


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Communities Coordinator commenced in Engawala on 14/09/15 for 10 weeks. Full time Communities Coordinator currently in the process of recruitment. Request to recruit submitted for a second CSRO position in Engawala.


Engawala CSP team has been encountering difficulty with lack of on the ground support and supervision, especially since CSM went on leave. Operations Coordinator and Manager have been providing remote support for Engawala CSP in the interim until short term Communities Coordinator commenced on 14/09/15 to provide much needed support and supervision on the ground to the Engawala CSP team. A recruitment process has commenced to appoint a CSP Engawala Team Leader.


School Nutrition program are now using new lunch boxes and facilities have had some minor maintenance completed.

Aged & Disability Care Repairs to Women’s centre as per environmental health report are underway. Quality agency to review files in October. Washing machine and dryer purchased to increase services being delivered. Fire training to be organised

ATTACHMENTS:


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COMMUNITY SERVICES REPORT ITEM NUMBER 12.2 TITLE Support for Domestic Violence Prevention Program REFERENCE 299751 AUTHOR John Gaynor, Director Community Services

DUE DATE 9 October 2015 LINKS TO STRATEGIC PLAN Goal 01: Social and Cultural

RECOMMENDATION: That Council note the current NO MORE campaign to stop family and domestic violence and approve Council’s public support for the campaign

SUMMARY: The “NO MORE” Campaign is designed to put a stop to domestic and family violence across out community. It is using sporting organisations as a vehicle to achieve this with a strong focus on men taking a stand.

BACKGROUND ‘The key theme of the campaign is placing the responsibility of reducing family violence on men, the most common perpetrators. While men may have the power to be destructive, they have an equal power to care and look after their families. The reduction of family violence needs men to stand up, as individuals and a group, and take ownership for finding a solution.’ The Campaign believes that ‘to engage with large numbers of men, it is important to be present where large numbers of men gather. Sport, therefore, acts as a way to engage with men on a large scale and is the ideal place to engage with men on family and domestic violence. The NO MORE campaign has developed a link with the Ti Tree Roosters who have developed a Domestic Violence Action Plan. The Council is aiming to practically support the action plan through our Youth and Communities Program and our Community Development Program. The NO MORE campaign has gathered support from all levels of government, and the wider public. With Council support, the campaign can be an important part of the Council’s Community Safety Program and has natural synergies with the Yuendumu and Willowra Mediation and Justice Programs. The campaign will also strongly support the new Domestic Violence Outreach


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Service currently being developed and trialled in Yuendumu and to be trialled later in Ti Tree. ISSUES, CONSEQUENCES AND OPTIONS This an important campaign to reduce violence against women and children in particular. Council support will be communicated through the signing up of NO MORE Campaign Supporters and the use of the NO MORE Campaign logo on selected stationary and email traffic. Council will also be acknowledging the importance of the campaign and committing existing Council resources, such as Community Safety Patrols, Mediation and Justice Programs and Youth Sport and Recreation programs to reinforce the message and achieve the desire outcome of stopping violence against women and children. This is in keeping with our existing corporate strategy to provide safe and harmonious communities. FINANCIAL IMPLICATIONS Nil

ATTACHMENTS: There are no attachments for this report.


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WORKS AND INFRASTRUCTURE ITEM NUMBER 13.1 TITLE Director Works and Infrastructure's Report REFERENCE \COUNCIL AGENDAS AND MINUTES\2015\2015 - 5


AUTHOR Glenn Marshall, Director Works

DUE DATE October 2015 LINKS TO STRATEGIC PLAN Goal 01: Social and Cultural Goal 02: Physical Assets

RECOMMENDATION: That Council receive and note the Director Works and Infrastructure’s Report.

SUMMARY: The Director Works and Infrastructure report provides information on the activities undertaken in the Directorate since the last report to Council.

BACKGROUND Basic Municipal Service Delivery Council continues to track basic municipal service performance through the monthly Service Score Card. August 2015 results are shown below.

SCORE CARD ITEM MEASURABLE OUTCOME RESULTS – Aug 2015 ALL SERVICE CENTRES

2.Weekly Bin Collection Min. one rubbish bin collection per week in Community households.

100%

3.Cemetery a. Dig and fill graves. 100%

b. Grave yard to be clean and tidy. 100%

4.Parks and Gardens Grass mowed as required, parks/surfaces clean and tidy at all times.

100%

5.Animal Management a. Animal vet visit twice per year. 100%

b. By-laws administered (when approved). n/a

6. Fire Fire Breaks maintained with fuel load low. 100%

7. Roads Traffic managed in accordance with traffic management plans.

100%

8. Council Buildings a. Buildings maintained to the required WH&S standards.

100%

b. To be clean and tidy at all times. 100%

Staff Movements The majority of staff remain stable across the Directorate.


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CSM recruitment at Atitjere and Yuelamu is continuing. A preferred candidate has been selected at Atitjere. Suitable candidates were not identified for Yuelamu and the role has been readvertised.

Adrian Munckton will stay at Engawala as CSM. Phil Littler has settled in well to the Yuendumu CSM role Mick Cafe finished as Regional Waste Coordinator, the role has been

advertised Yuendumu ESO is currently vacant and being filled by temporary

appointments whilst recruitment occurs. Staff Training Cert II Rural Operations training commenced at Lajamanu in August 2015. Cert II Construction Pathways training commenced in August for Works crew and RJCP participants at Nyirripi, as part of NPARIH housing upgrades. Eight people are participating. Leadership training continues for Managers. NT Municipal Services Conference In March 2015 at the regular six-monthly meeting of NT Council Works and Infrastructure Directors (called ‘ETIRG’) it was agreed that an inaugural NT Local Government Municipal Services Conference would be held in Alice Springs on 7-8 October 2015. Central Desert Regional Council was the instigator and main organiser of this important event which brings together practitioners to learn from each other about best-practice delivery of services across all Councils. Fire Management Firebreaks are in place at all communities. Landfills & Waste Mick Cafe finished as Regional Waste Coordinator in August 2015. His input through 2014 and 2015 is greatly appreciated by Council. Legacy asbestos mapping at Yuendumu was conducted around the landfill in August 2015. Out of eight suspected asbestos samples, only one was confirmed as asbestos, being many small fragments of asbestos cement sheeting scattered over the asbestos pit access track (not from recent activity). The area has been covered with soil and fenced off from further access.


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Glenn Marshall, Director Works and Infrastructure, assisting Works crew to clean up suspected asbestos at Yuendumu landfill, August 2015. Minor Capital Projects The Directorate is managing/delivering over 100 projects in communities. These are funded by Local Authorities, GMAAAC, Lease Money, NT and Australian Government grants (e.g. SPGs), ABA, self-funding and other sources. An updated list and status report will be tabled at the Council meeting. Football ovals The potential creation of the Wilurrara Tjutaku Football League in 2016 has put a focus on Council’s relevant football ovals, being Nyirripi, Yuendumu, Yuelamu and Laramba. Local Authorities have committed some of their Project funds to oval upgrade works in all sites except Yuendumu, where major works have already been completed. Yuelamu is considering funding (through GMAAAC or Lease Funds) the placement of a dirt cap over the oval, which has many pebbles in the natural surface. Nyirripi and Laramba have funded changeroom repairs. Yuendumu football oval lights are complete and operating successfully. The Lajamanu oval lights project was provided an additional $547,187 by the NT Department of Infrastructure in early September. Lights and


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towers have been ordered and if towers arrive from China by early December, the project should be completed by Christmas. There has still been no announcement on whether the Ti Tree oval upgrade will be funded by a NSRF grant re-submitted in August 2015. Softball pitches & basketball courts At Pmara Jutunta and Yuelamu, the ABA grant of $258,300 ex gst provided in August 2015 was not enough to complete all works. The Pmara Jutunta community decided in early September to invest $45,000 of their Community Lease Funds so all works could be done. Works will commence in late October or early November, including local work opportunities. The Nyirripi Local Authority allocated 2015/16 funds to erection of a softball backnet, the first time the Nyirripi softball field will have any formal infrastructure. Roads In late June, 2015, Council was awarded $5,500,000 through the NT Government’s Natural Disaster Relief and Recovery Arrangements (NDRRA) fund to repair roads damaged in the January, 2015 rains. The first section of work will be reconstruction of the Engawala and Irrelirre creek crossings plus sections of the Nturiya Road. Works have been tendered and a separate Council paper seeks contract approval for these works. At Ti Tree, local Works crews and Council plant will be used by the contractor during works. For the Yuendumu region, Council is still awaiting sacred sites clearance for new gravel pits and bore drilling. The Lajamanu CBD roads upgrades were re-tendered in August 2015 but again the tenders received were well above Council’s budget and the expected market rate. Council is now retendering as two separate contracts – stormwater upgrade and road surface works. Council has been officially told that it will receive $646,244 from the NT Government’s ‘Improving Strategic Local Roads’ program to upgrade roads and traffic management around the Yuendumu CBD. The Local Authority has been informed and a project sub-committee of the LA set up to provide community input. Fleet and Plant


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A skid steer was delivered to Laramba in September 2015. Nyirripi SFNT Housing Upgrades By late September, the following Lots have been completed and handed back to NT Dept Housing: Lots 05, 14, 15, 19, 20 and 45. CDP and Works staff are being assigned a dedicated Training House in each six house block to build their skills and undertake their Cert II Construction Pathway training led by the Centre for Appropriate Technology. Council’s sub-contractors are performing very well, with no significant defects recorded by the Dept Housing at final inspections. The community is happy and Dept Housing are happy – a very good result for Council to date and testimony to the strategic delivery of the program by Council’s staff.

Hand-back of first SFNT house at Nyirripi, Sept 2015. L to R: Ian Hackett (Roustabout Construction); Ben Gallagher (Chairperson Nyirripi Local Authority); Yeni Ubels (NT Dept Housing); Valerie Morris (tenant); Cnr Jacob Spencer (CDRC Councillor); Kathy Satour (Council Services Manager)


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Councillor Jacob Spencer and Councillor Norbert Patrick in front of Councillor Spencer’s house at Nyirripi, being used as a SFNT Housing Upgrade Training House for CDP participants and Council Works crew. Housing & Facilities Lajamanu Lot 251 staff house upgrade is complete and the tenants have moved in. Planning is progressing to construct three flat-pack houses at Yuelamu, Laramba and Willowra for RJCP. Works are being project-managed by the Capital Works team. Lot 65 Nyirripi is being subdivided into two stand-alone units so Works can employ and house a Senior Administration Officer. The Engawala Lot 34 flat pack staff house is being progressed.


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L to R: Ronnie Hagan (Team Leader Works), Warren Hagan (Field Officer), Cathryn Hutton (CEO), Billy Briscoe (on backhoe – Field Officer) excavating septic test holes at Laramba, Sept 2015. ESO and Airstrip Contracts The ESO and Airstrip Programs continue to operate as per contract requirements. Dog Management The Animal Management Coordinator role is still vacant and will be advertised in October 2015. Animal Management By-Laws have been drafted by Parliamentary Council and reviewed by Council and are now awaiting final draft. Council is developing an MOU with AMRRIC which is hoped to improve training capacity in the organisation. Outstation Services Yuendumu region outstations were officially taken over by YKNAC on 1 July 2015. Council continues to maintain all its other outstations. The following capital upgrades were completed on outstations in recent months:


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Irrelirre, Eaglebeak, Foxalls Well. Eleven rainwater tanks installed on houses by Engawala Works crew as back-up water supply in case bore fails.

Woods Camp & Petyale. New water reticulation main laid from Ti Tree to those outstations.

Spotted Tiger. Flood-damaged access road repaired and solar bore repaired.

Mulga Bore & Foxalls Well. Septic tank risers installed to several existing septic systems, to improve maintenance access.

BI-MONTHLY SUMMARIES – MAIN ACHIEVEMENTS SERVICE DELIVERY CENTRES: August 2015 – September 2015

ATITJERE Heavy machinery serviced and maintained in good working condition All fire breaks and slashing around community completed Landfill clean up completed Trees planted along entry road looking good

ENGAWALA Car bodies moved to landfill Works team installed rainwater tanks on local outstations General rubbish clean up

LARAMBA Solar lights installed near Sports and Rec hall Road bollards & barriers currently being installed around community Commenced planting trees/shrubs around community for beautification Air conditioner unit safely enclosed at Rec Hall after issues with safety Rubbish trailer repaired and back on community

ANMATJERE Three new LA members elected Community Clean up at Pmara Jutunta and Nturiya including RJCP New pipe line has been laid for Petyale and Woods Camp outstations. 6 Mile community decided to invest leasing money into basketball court

upgrade MOU signed with local police and night patrol Shoulder upgrades at Wilora continuing Solar lights delivered for installation

WILLOWRA LA-funded Park 80% complete Delivery of Solar Lights for Park Staff Accommodation minor upgrades completed Have been requested by CLC to submit project plan for the upgrade of the

Softball oval, a park fence barrier and basketball court seating.


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All three Field Officers back at work Fencing Program is 80% complete with 5 fences out of 25 left to go Airstrip maintenance complete for August 2015

YUENDUMU Routine maintenance grading complete for Nyirripi and Yuelamu roads Solid turn out of Field Officers to work Peace Park completed Football Oval lights completed Road sign installation continuing on connector roads

YUELAMU Landscaping around Council office completed Positive work output from Field crew Community clean up through parks and streetscapes Depot rubbish removed Yuendumu Loader in community to use for heavier work

NYIRRIPI NPARIH housing upgrade progressing well, with good community/CDP input Cert II in Construction going well for Field Officers and CDP participants New Team Leader Works (James) fitting in well with the crew and community Workshop and depot cleaned up Basic municipal services continue to be delivered

LAJAMANU New billy goat litter vacuum working well New oval change rooms 50% complete 16 car bodies removed in one day Local Authority has committed funds to cleaning up old rubbish from Tennant

Creek road Holy Ground toilet block upgrade completed Good progress with speed hump and bollard installation Cert II Rural Operations and first aid training delivered to Works Crew

ISSUES, CONSEQUENCES AND OPTIONS NIL FINANCIAL IMPLICATIONS NIL

ATTACHMENTS:


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WORKS AND INFRASTRUCTURE REPORTS ITEM NUMBER 13.2 TITLE Upgrade of Lot 65 Nyirripi staff house REFERENCE 296643 AUTHOR Glenn Marshall, Director Works and Infrastructure

DUE DATE 9 Oct 2015 LINKS TO STRATEGIC PLAN Goal 01: Social and Cultural Goal 02: Physical Assets Goal 03: Economy Goal 04: Environment Goal 05: Management and Governance

RECOMMENDATION: That Council allocate up to $120,000 (ex gst) to upgrade Lot 65 Nyirripi staff house to a duplex.

SUMMARY: Council has insufficient staff housing at Nyirripi. Lot 65 is a 2 bedroom staff house that can be subdivided into a duplex, creating two by one-bedroom self-contained flats. This will allow housing of a new Senior Administration Officer, required to ensure the SFNT Housing Upgrade program is properly delivered whilst allowing Council’s basis Municipal Services program to be delivered as well. CDP participants will be encouraged to assist the upgrades.

BACKGROUND The current and proposed floor plans are attached to this report. Expanding the building size was considered, but this would have been significantly more expensive and would have extended the building beyond the current Lot boundary. This would then have required new site surveying, new site servicing and a new Section 19 lease application. This was not considered justified. A verbal cost estimate of $120,000 has been provided by Roustabout Construction, Council’s SFNT building contractor at Nyirripi. Council is awaiting firm quotes. If Council approves funding, further quotes will be obtained from other contractors as per procurement requirements. $120,000 is available from cost re-allocations in the original Stronger Futures NT Housing Upgrade budget.


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ISSUES, CONSEQUENCES AND OPTIONS Nil. A new dwelling is in the order of $350,000. FINANCIAL IMPLICATIONS The $120,000 will come from the Stronger Futures NT Housing Upgrade budget at Nyirripi. This is a mix of cost under-spends from other existing line items of approximately $61,000 and allocation of part of the contract profit margin of approximately $59,000.

ATTACHMENTS: 1 Nyirripr- lot 65 existing floor plan.pdf

Attachment 1 Nyirripr- lot 65 existing floor plan.pdf



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WORKS AND INFRASTRUCTURE REPORTS ITEM NUMBER 13.3 TITLE Update on Housing Management Program - Fencing REFERENCE 296644 AUTHOR Glenn Marshall, Director Works and Infrastructure


RECOMMENDATION: That Council note the update on actions to complete the Housing Management Program – Fencing.

SUMMARY: Fencing is progressing in allotted communities, and is on track for completion by 30 June 2016.

BACKGROUND The HMP fencing program started in 2012 then was delayed due to lease negotiations and cadastral surveying. The program recommenced in 2013 at Pmara Jutunta and Wilora. Fencing is almost complete at Willowra using a supervisor and also in Laramba where the team are self supervising. This is a fantastic result for program and the participants need to be acknowledged. To date the number of fences constructed are: Pmara Jutunta 16, Wilora 18, Laramba 15, Willowra 23, Atitjere four new and four repaired. Some works were started in Nturiya then placed on hold by Dept of Housing. Works will recommence in Nturiya when the supervisor completes designated fences in Willowra. Engawala and Yuelamu are still in lease negotiations so cannot be commenced. The Department of Housing are considering fencing at Nyirripi under the SFNT Housing Upgrade program. If this occurs it will enable a larger number of fences to be constructed in other communities. ISSUES, CONSEQUENCES AND OPTIONS


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Council staff will re-audit fencing in communities in the coming months and submit to Dept of Housing for approval. Council is negotiating with Dept of Housing over the sizes of some blocks already fenced and therefore a reduction in the quantity of fencing to be completed. FINANCIAL IMPLICATIONS Current budget remains unchanged, with a starting balance of $754,732.00 as of 1st July 2015. This will allow council to complete the amount of fencing required under the grant.



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WORKS AND INFRASTRUCTURE REPORTS ITEM NUMBER 13.4 TITLE Works Matrix update September 2015 REFERENCE 296645 AUTHOR Glenn Marshall, Director Works and Infrastructure


RECOMMENDATION: That Council note the updated Works Matrix for September 2015.

SUMMARY: The Works Matrix six monthly update shows progress made in capital works in each community since March 2015.

BACKGROUND The Works Matrix shows all capital upgrades that Council seeks to achieve in the Municipal Services area over time. It shows completed works (green C), work in progress (%s), works done in the last six months (yellow cells) and works planned for the next six months (red borders). ISSUES, CONSEQUENCES AND OPTIONS The Matrix shows that improvements have been made in the last 6 months at all sites. FINANCIAL IMPLICATIONS Works has only $50,000 allocated to Capital Works in 2015/16, being a new landfill pit at Lajamanu. All other capital works relies on funding provision from other sources including Australian/NT government grants, Local Authority funds, leasing money, GMAAAC funds and other sources.



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WORKS AND INFRASTRUCTURE REPORTS ITEM NUMBER 13.5 TITLE Tender approval for NDRRA road reconstrction at

Engawala, Irrlirre and Ti Tree REFERENCE 301820 AUTHOR Glenn Marshall, Director Works and Infrastructure

DUE DATE 9 October 2015 LINKS TO STRATEGIC PLAN Goal 02: Physical Assets

RECOMMENDATION: That Council approve the entry into contract with MKT Civil Pty Ltd for the contract sum of $702,390.00 (ex gst) to reconstruct flood-damaged roads at Engawala, Irrelirre and Ti Tree (Nturiya Rd).

SUMMARY: A public tender was called for the reconstruction of flood-damaged roads at Engawala, Irrelirre and Ti Tree.

BACKGROUND The Council has received $5.5M funding from the NDRRA program (Natural Disaster and Relief Recovery Assistance program) to repair flood-damaged roads. A public tender was called in August 2015 for reconstruction of the Engawala and Irrelirre creek crossings, and sections of the Nturiya Road. Seven conforming tenders were received. Tenderer Price (ex gst) MKT Civil Pty Ltd $702,390 Kunoth Earthmoving $754,942 BJT Services $967,277 Downer Infrastructure $1,278,813 Danny Orr Earthmoving $1,463,340 Kennelly Constructions Pty Ltd $1,693,506 Asplum & Civil $1,518,185 Hardy Fencing No tender price A tender evaluation was conducted using Council’s Value Weighted Criteria method, attached.


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Overall Value Weightings: MKT Civil Pty Ltd 9.12 Kunoth Earthmoving 8.48 BJT Services 8.04 Downer Infrastructure 7.75 Danny Orr Earthmoving 6.81 Kennelly Constructions Pty Ltd 6.49 Asplum & Civil 5.55 Hardy Fencing na It is recommended to appoint MKT Civil Pty Ltd as the successful tenderer. ISSUES, CONSEQUENCES AND OPTIONS Nil FINANCIAL IMPLICATIONS The price is not within Council’s assigned budget of $644,269.50. MKT Civil’s scope will be modified to reduce costs within budget.

ATTACHMENTS: 1 Evaluation-signed.pdf 2 Procument advise-signed.pdf

Attachment 1 Evaluation-signed.pdf


Attachment 2 Procument advise-signed.pdf


Attachment 2 Procument advise-signed.pdf



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WORKS AND INFRASTRUCTURE REPORTS ITEM NUMBER 13.6 TITLE Disposal of Council vehicles REFERENCE 312867 AUTHOR Glenn Marshall, Director Works and Infrastructure

DUE DATE 9 October 2015 LINKS TO STRATEGIC PLAN Goal 02: Physical Assets Goal 05: Management and Governance

RECOMMENDATION: That Council retrospectively approve the disposal of Council fleet in 2014/15, above the value of $20,000 each.

SUMMARY: In the 2014/15 financial year, Council disposed of 5 fleet items valued at more than $20,000. These should have been pre-approved by Council, as per Council’s Delegations Register requirements. Retrospective approval is now sought.

BACKGROUND The following vehicles were disposed in the 2014/15 financial year. Grader SV1298 $42,727.27 Land Cruiser 922243 $23,272.73 Grader SV2991 $20,454.55 Loader SV2643 $22,727.27 Land Cruiser 922605 $22,363.64 ISSUES, CONSEQUENCES AND OPTIONS Nil. An improved process has now been implemented to ensure the same non-compliance issue does not arise again. FINANCIAL IMPLICATIONS Nil



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FINANCE COMMITTEE REPORTS ITEM NUMBER 14.1 TITLE Finance Committee Report REFERENCE \COUNCIL AGENDAS AND MINUTES\2015\2015 - 5


AUTHOR Buke Ali Tunne, Finance

Due Dated October 2015 LINKS TO STRATEGIC PLAN Goal 02: Physical Assets Goal 05: Management and Governance

RECOMMENDATION: That Council: 1. Receive and note the Minutes of the Finance Committee Meeting

held on 3 September, 2015. 2. Adopt the revised Finance Committee Terms of Reference as

tabled.

SUMMARY: The Finance Committee convenes on a bimonthly basis to carry out the financial functions of the Council. The minutes of the Finance Committee meeting held on 03 September, 2015 is attached for the Council’s information.

BACKGROUND The Council has appointed the Finance Committee, under Section 11 of the Local Government (Accounting) Regulations 2008, to undertake the financial functions of the Council in the months that the Council does not hold an ordinary meeting. The Finance Committee met on 3 September, 2015. The following decisions were made under delegation:

To recommend to the Council the reviewed Finance Committee Terms of Reference;

Modify the Schedule of Fees and Charges to note a modified Aged Care meal charge;

Approve modification to the Delegations Register noting an additional internal financial delegation;

Approve two budget amendments relating to: o Funding of Lajamanu Oval through Department of

Infrastructure o NDRRA funding adjustment


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Accept a tender from Lightning Electrical Services NT for $319,400 (ex GST) to install flood lights at Lajamanu oval.

The Finance committee also undertook a self assessment with the cumulative responses as per Attachment 2. ISSUES, CONSEQUENCES AND OPTIONS NIL

ATTACHMENTS: 1 03092015 Finance Committee Min.pdf 2 Finance Committee Self Assessment - Sept 2015 3 2015 Finance Committee Terms of Reference

Attachment 1 03092015 Finance Committee Min.pdf








Attachment 2 Finance Committee Self Assessment - Sept 2015


Attachment 3 2015 Finance Committee Terms of Reference


Finance Committee Terms of Reference

1. Introduction The Central Desert Regional Council (hereinafter called the “Council”) hereby establishes a committee under the powers given in Section 54 of the Local Government Act and Section 11 of the Local Government (Accounting) Regulations, such committee to be known as the Finance Committee (hereinafter called the “Committee”). The Committee is established for the purpose of assisting the Council to undertake its financial functions in the months that the Council does not hold an ordinary meeting. The Committee shall act for and on behalf of Council in accordance with the provisions of the Local Government Act, local laws and policies of the Central Desert Regional Council and this Instrument.

2. Objectives of Finance Committee The Finance Committee will assist the Council to oversee the allocation of the local government's finances and resources. Under the control and direction of the Council, the Finance Committee will:

1. Ensure the annual budget is aligned with the Regional Council Plan. 2. Monitor and report on financial performance against the annual budget and the Regional Council

Plan. 3. Formulate strategies to improve the Council's financial position. 4. Make executive financial decisions on behalf of Council when the matter cannot be held over until

the next ordinary Council meeting. 5. Monitor compliance with appropriate legislative and accounting standards.

3. Responsibilities 1. Review the monthly income and expenditure reports, monitor progress against the budget and

provide advice to Council on implications of these. 2. Approve adjustments to budget and re-allocation of resources after consultation with affected

areas. 3. Review and accept or reject Program Funding Agreements or any other offers of funding. 4. Consider and make appropriate recommendations to Council on any matters having a significant

financial impact on the Council. 5. Advise Council on the short, medium and long term financial implications of the Council's Regional

Council Plan and any sub-plans. 6. At least annually, advise Council about the adequacy of the Council's insurance coverage. 7. On a regular basis, review the financial investments of the Council. 8. At least annually, review the Council’s borrowing program. 9. Review financial delegations and policies at least annually. 10. To advise Council on the level of allowances to be paid to Councillors. 11. Review and determine action for any other financial documents that need to be dealt with prior to

the next ordinary Council meeting. 12. Work with CEO to develop the annual budget, ensure it aligns with the Regional Council Plan and

present it to Council for adoption. 13. Approve the awarding of any tenders or major contracts. 14. Determine fees and charges to be made by the Council. 15. Decide which applications for financial aid made to the Council will be supported. 16. Contribute to the preparation of the annual financial statements.



17. Review the annual audited financial statement and auditor's report and recommend any necessary follow-up.

18. Ensure there is an adequate internal control system, including a fraud protection plan, to minimise financial risk.

19. Exercise any general authority delegated by Council. 20. Deal with any tasks that have been delegated from a previous Council meeting. 21. Consider any matters referred by the CEO or the Council.

4. Membership Members of this Committee include the President or the Deputy President and a minimum of one other Councillor/s appointed by Council.

5. Quorum A quorum for the Finance Committee is calculated as more than half the total membership and must include the President or the Deputy President.

6. Chair The President or Deputy President will chair the Finance Committee.

7. Proxies In order to ensure continuity and a useful level of knowledge and experience, Finance Committee members are not permitted to send proxies to the meeting. The exceptions are the President and Deputy President, who may act as proxies for each other on the Finance Committee.

8. Term of office The term of office is for the Local Government electoral term. A newly elected Council will appoint a new Finance Committee. Should a Councillor be re-elected, he/she may serve multiple terms on the Finance Committee if appointed by Council.

9. Self-review At least once a year, the Finance Committee will devote part of the meeting to reviewing its own processes and outcomes of the preceding year.

10. Timing The Finance Committee will meet in the months between ordinary Council meetings.

11. Minutes Minutes must be kept of the decisions and actions of the Finance Committee. Minutes will be taken by the Finance Manager or other delegated staff member.



12. Reporting The minutes of the Finance Committee will be tabled at the next Council Meeting.

13. Approval and Review History

Date Comment

17 May 2012 Adopted by Council

7 Feb 2014 Reviewed by Council - 028/2014

3 Sep 2015 Reviewed by Finance Committee and recommended to Council for adoption


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AUDIT AND RISK COMMITTEE REPORTS ITEM NUMBER 15.1 TITLE Audit and Risk Committee Report REFERENCE \COUNCIL AGENDAS AND MINUTES\2015\2015 - 5


AUTHOR Daniel Teudt, Governance Manager

DUE DATE October 2015 LINKS TO STRATEGIC PLAN Goal 05: Management and Governance

RECOMMENDATION: That the Council receive and note the minutes of the Audit and Risk Committee Meeting held on 3 September, 2015.

SUMMARY: The Audit and Risk Committee meets at least three times a year to carry out the audit and risk functions of the Council. The minutes of the meeting held on 3 September, 2015 are attached for the Council’s information.

BACKGROUND Council is required as per the NT Local Government Accounting Regulations (Part 4, Section 10) to create an Audit Committee which was approved by Council in February 2014. In essence Part 4, Section .10 (3) of the regulations state as follows: (3) Without limiting sub-regulation (1), the CEO must establish and maintain an audit committee to monitor:

(i) compliance by the council with proper standards of financial management; and

(ii) compliance by the council with these regulations and the Accounting Standards;

The Decisions made under delegation were as follows:

Undertake a self assessment of the performance of the Audit and Risk Committee.

ISSUES, CONSEQUENCES AND OPTIONS Nil FINANCIAL IMPLICATIONS Nil

ATTACHMENTS: 1 03092015 Audit and Risk Min.pdf


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Attachment 1 03092015 Audit and Risk Min.pdf









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AUDIT AND RISK COMMITTEE REPORTS ITEM NUMBER 15.2 TITLE Revision of Audit and Risk Terms of Reference REFERENCE 299911 AUTHOR Cathryn Hutton, Chief Executive Officer

DUE DATE Not Applicable LINKS TO STRATEGIC PLAN Goal 05: Management and Governance

RECOMMENDATION: That Council adopt the revised Terms of Reference for the Audit and Risk committee that modifies the membership of the Audit and Risk committee from four to three members comprising two Councillors and an independent chair-person.

SUMMARY: The Audit and Risk committee has been carrying a vacancy since its inception. At the September meeting the Audit and Risk committee considered an application received. The committee is recommending to Council that instead of filling the vacancy, the Council approves a reduction in the membership of the Committee.

BACKGROUND The Audit and Risk committee was established as an advisory committee to Council in February 2014. The committee comprises Crs Adrian Dixon and James Glenn and is chaired by Paul Della who is an independent member. Since its inception the committee has carried a vacancy according to its terms of reference. Officers have been canvassing suitable applicants and presented a possible additional independent member to the committee for its consideration. The committee considered the application. It is recommending that the Council approve the modification to the Terms of Reference thus abolishing the vacant position. The draft Terms of Reference with the modification highlighted are attached for the Council’s consideration. ISSUES, CONSEQUENCES AND OPTIONS


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The Audit and Risk committee is an advisory committee to Council and has not decision making powers. The Council may support or reject the recommendations of the Committee. The options available to the Council are: 1. Maintain a vacancy and continue to seek suitable applicants 2. Modify the Audit and Risk Terms of Reference. The modified terms of reference comply with the Department of Local General Instruction on audit committees. FINANCIAL IMPLICATIONS Currently Mr. Della does not receive a meeting allowance. Further members may require payment of a meeting allowance.

ATTACHMENTS: 1 Audit and Risk Terms of Reference v2.docx

Attachment 1 Audit and Risk Terms of Reference v2.docx


Audit and Risk Committee – Terms of Reference

Date Adopted: February 2014 Review Date: Annually

1. Establishment

The Audit and Risk Committee (the Committee) is established as an advisory committee to the Council in accordance with the Local Government Act Part 5.2, and section 10(2) (b) of the Local Government (Accounting) Regulations.

2. Objective

The Committee is to provide independent assurance and assistance to the Central Desert Regional Council (the Council) and the Chief Executive Officer (CEO) on:

The Council’s risk, control and compliance frameworks

The agency’s external accountability responsibilities as prescribed in the Local Government Act and Accounting Regulations

3. Authority

With consideration of legal and confidentiality implications the committee is authorised, within the capacity of its role and responsibilities, to:

Obtain any information it requires from any employee and/or external party.

Discuss any matters with the external auditor, or other external parties.

Request the attendance of any employee at committee meetings.

Obtain external legal or other professional advice, as considered necessary to meet its responsibilities.

4. Members and Tenure

The Committee consists of:

Two Councillors, one of whom will be the President or Deputy President.

One Community Member, with preference for one of whom should be either a CPA or a CA.

The Chairman of the Committee shall be a Community member.

The Council shall appoint Councillors to this Committee annually and the Community Member shall be appointed for a term of two years.

The Chief Executive Officer may attend committee meetings.

5. Key Responsibilities

The Committee will undertake the following functions:

Monitor strategic and operational risk management and the adequacy of the internal control policies, practices and procedures established to manage identified risk.

Oversee the internal audit function including development of audit programs with reference to the Council’s risk assessment, the conduct of internal audits by appropriately qualified personnel, the monitoring of audit outcomes and the implementation of recommendations.

Review quality of annual financial statements and other public accountability documents (such as annual reports) prior to their adoption by the Council.



Review management’s responses to external audit recommendations and monitor implementation of the agreed recommendations.

Meet with the external and relevant internal auditors at least once each year to receive direct feedback about any key risk and compliance issues, and to provide feedback about the auditor’s performance.

Advise the Council about the appointment of external auditors.

Assess the adequacy of audit scope and coverage.

6. Reporting

The Committee will regularly report on its operation and activities, including:

A summary of the key issues arising from each meeting of the committee.

Annually, an overall assessment of the Council’s risk, control and compliance framework, together with a summary of the work the committee performed in conducting its responsibilities during the preceding year.

The committee will make recommendations and report directly to Council.

7. Meetings

The Committee will meet at least three times per year and a special meeting may be held to review the Council’s Annual Report including financial statements.

A forward meeting plan, including meeting dates and agenda items, will be agreed to by the Committee each year and will address all of the Committee’s responsibilities as detailed.

8. Quorum

A quorum will consist of a majority of Committee Members.

9. Secretariat

Secretariat support will be provided by the Central Desert Regional Council. Responsibilities The Secretariat will be responsible for ensuring that the agenda for each meeting and supporting documentation are circulated, after approval from the chair, at least one week prior to the meeting. The Secretariat will prepare and maintain the minutes ensuring they are signed by the chair and distributed to each member.

10. Conflict of Interest

In accordance with Section 74(1) of the Local Government Act, committee members must declare any conflicts of interest at the start of each meeting or before discussion of the relevant agenda item or topic. All details of any conflict of interests are to be minuted. If members or observers at a Committee meeting are deemed to have a real or perceived conflict of interest, they are to be excused from Committee discussions on the issue where the conflict of interest exists.

11. Confidential and Improper Use of Information

Committee Members will from time to time deal with confidential reports. Section 75 of the Local Government Act outlines the penalties applicable to people who disclose confidential information acquired



as a member of a Council committee. Section 76 of the Local Government Act states that a person who makes improper use of information acquired as a member of a Council committee is guilty of an offence.

12. Due Diligence and Induction

All proposed and new members of the Committee will be entitled to receive relevant information and briefings prior to, and shortly after, their appointment.

13. Assessment of Committee

The chair of the committee and the CEO will initiate a review of the performance of the committee at least once every two years. The review will be on an internal assessment basis with appropriate input from the Council, CEO and senior managers, internal and external auditors, and any other relevant stakeholders.

14. Review

These Terms of Reference will be reviewed on an annual basis by the Committee. Any substantive changes will be recommended by the Committee and formally approved by the Council.

15. Approval and Review History

Date Comment

7 Feb 2014 Adopted by Council

3 Sep 2015 Reviewed by Audit and Risk Committee – recommended change to section 4 Members and Tenure to reduce membership from four to three. New heading “Quorum”.

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