Administrative Centre

30 Frances St

Randwick 2031

Tel: 02 9399 0999

Fax 02 9319 1510

DX 4121 Maroubra Junction

general.manager@randwick.nsw.gov.au

INCORPORATED

AS A MUNICIPALITY

22 FEBRUARY 1859

PROCLAIMED AS

A CITY JULY 1990

 

1 February 2005

 

ADMINISTRATION AND FINANCE COMMITTEE MEETING

 

NOTICE IS HEREBY GIVEN THAT AN ADMINISTRATION AND FINANCE   COMMITTEE MEETING OF THE COUNCIL OF THE CITY OF RANDWICK WILL BE HELD IN THE COUNCIL CHAMBER, TOWN HALL, 90 AVOCA STREET, RANDWICK, ON TUESDAY, 8TH FEBRUARY 2005 AT 6:00 PM

 

Committee Members:                  His Worship the Mayor, Cr M. Matson, Crs Andrews, Daley, Hughes (Deputy Chairperson), Kenny, Nash, Procopiadis & Seng (Chairperson.)

 

Quorum:                                      Five (5) members.

 

NOTE: AT THE EXTRAORDINARY MEETING HELD ON 28TH SEPTEMBER, 2004, THE COUNCIL RESOLVED THAT THE ADMINISTRATION AND FINANCE COMMITTEE BE CONSTITUTED AS A COMMITTEE WITH FULL DELEGATION TO DETERMINE MATTERS ON THE AGENDA.

 

 

1           Apologies

 

2           Minutes

 

CONFIRMATION OF THE MINUTES OF THE ADMINISTRATION & FINANCE COMMITTEE MEETING HELD ON TUESDAY, 7TH DECEMBER, 2004.

 

3           Declaration of Pecuniary & Non-Pecuniary Interests

 

4           Addresses to Committee by the Public

 

5           Mayoral Minutes

 

6           Finance

 

6.1                        

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES' REPORT 2/2005 - INVESTMENT OF COUNCIL FUNDS AS AT 30 NOVEMBER 2005.

2

 

6.2                        

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES' REPORT 3/2005 - COUNCILLORS' DONATIONS FOR THE 2004/2005 FINANCIAL YEAR.

13

 

 

7           Administration

 

7.1                        

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES' REPORT 4/2005 - TENDERING POLICY.

17

 

7.2                        

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES' REPORT 5/2005 - APPOINTMENT OF COUNCIL DELEGATES TO SSROC STANDING COMMITTEES.

20

 

 

8           General Business

 

9           Motions Pursuant to Notice

 

10         Notice of Rescission Motions

 

 

 

………………………………

GENERAL MANAGER

 


 

Director Governance, Management & Information Services' Report 2/2005

 

 

SUBJECT:

INVESTMENT OF COUNCIL FUNDS AS AT 30 NOVEMBER 2005 

 

 

DATE:

20 December, 2004

FILE NO:

98/S/0745

 

 

REPORT BY:            DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES   

 

INTRODUCTION:

 

To report on Council’s current investments.

 

ISSUES:

 

Council is authorised by s625 of the Local Government Act to invest its surplus funds. Funds may only be invested in the form of investment notified by Order of the Minister dated 29 November 2000.

 

The Local Government Financial Management Regulations prescribe the records that must be maintained in relation to Council’s investments. The regulations also require that the responsible accounting officer provide a written report to each ordinary meeting of the Council giving details of all monies invested and a certificate as to whether or not the investments have been made in accordance with the Act, the regulations and Council’s Investment Policy No: 3.02.07.

 

Details of all investments are shown on the attachment sheet titled “Details of cash investments and analysis of investment performance as at 30 November 2004” and in the attached graphs.

 

FINANCIAL IMPACT STATEMENT:

 

The budget provision for income from this source is $2.150M.  Income to 30 November, 2004 is $1,169,048.  On present trends our budget provisions should be met.

 

CONCLUSION:

 

All surplus cash has been invested as at 30 November 2004 in accordance with Policy No: 3.02.07 and the provisions of s625 of the Local Government Act have been complied with.

 

 

RECOMMENDATION:

 

That the “Director Governance, Management & Information Services’ Report No. 2/2005 dated 20 December 2004 in relation to the investment of Council funds be noted.

 

ATTACHMENT/S:

 

1. Details of investments and analysis of investment performance as at 30 November 2005.

 

2. Graphs (7).  

 

 

 

 

 

 

 

 

 

………………………………

 

 

 

 

 

 

 

………………………………

MARK HUMMERSTON

BRIAN GREGAN

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES

MANAGER, FINANCIAL SERVICES

 

 

 

 

 

 


DETAILS OF CASH INVESTMENTS AND ANALYSIS OF INVESTMENT PERFORMANCE

AS AT 30 November 2004

 

 

Investment Manager

 

Credit

Ratings

 

Amount Invested

 

 

Interest  Earned

November

 

Amount                  % Return

 

UBSWA

Bank Bill

Index   %

 

 

Interest Earned

Financial Year to Date

                       %

Amount       Return

 

UBSWA

Bank

Bill

Index

%

 

 

Interest Earned

Last 12 Months

 

                      %

 Amount    Return

 

UBSWA

Bank

 Bill

Index 

 %

 

***

 

$

$

Month

Annualised

For Period

#

$

 

 

$

 

#

LG Financial  Services 11am Call

AA

6,828,421

14,151

0.42

5.15

0.45

89,190

N/A

5.56

183,999

N/A

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

LGFS Expanded Credit Facility

Af

10,143,692

50,632

0.55

6.93

0.45

221,789

6.28

5.56

466,783

N/A

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

Commonwealth Shield Series 12

AA

4,000,000

21,167

0.53

6.44

0.45

108,232

N/A

5.56

259,728

N/A

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

Commonwealth Shield Series 21

AA

1,000,000

 

14,917

1.46

19.05

0.45

 

27,060

N/A

5.56

 

27,060

N/A

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Commonwealth Shield Series 24

AA

2,500,000

 

14,260

0.57

6.94

0.45

 

72,888

N/A

5.56

 

85,787

N/A

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

UBS Credit Cash Enhanced

Af

6,435,105

31,655

0.49

6.18

0.45

145,776

6.15

5.56

440,619

6.16

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

Deutsche Cash Plus

Af

9,496,062

44,867

0.47

5.93

0.45

217,257

6.35

5.56

537,569

6.34

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

Macquarie Diversified Treasury

Af

5,181,154

24,505

0.48

5.94

0.45

126,747

6.06

5.56

381,245

6.11

5.61

 

 

 

 

 

 

 

 

 

 

 

 

 

Macquarie Income Plus

Af

7,374,794

36,236

0.49

6.18

0.45

160,109

6.41

5.56

274,793

N/A

5.61

 

 

 

 

 

Index %

 

 

 

 

 

 

 

 

 

52,959,228

 

 

5.56

 

1,169,048

 

 

2,657,583

 

 

           


        Credit Ratings                                                           Standard & Poors

 

Extremely strong capacity to pay                                                    AAA

Very strong capacity to pay                                                             AA

Funds exhibit strong protection against credit default                         Af

 

 

 

#UBSWA Bank Bill Index

 

-Is a performance benchmark published in the Australian Financial Review.

 

-The index rate can be compared to the interest rate earned by Council on its

investments.

 

 

 

Interest Earned

                                                                                                                                   

                                                                                                          $

 

In November 2004                                                                            252,751

                                                                                                 

For 2004/2005 to 30 November –                                                    1,173,926                                                                                                 

 

 

Original estimate budget for interest earned – 2004/2005               2,150,000

 

 

 

 

 

*

 

**

Monthly earning rates for the last three months

 

 

LG Financial Services 11am Call                          

LGFS Expanded Credit Facility

Commonwealth Shield Series 12

Commonwealth Shield Series 21

Commonwealth Shield Series 24

UBS Credit Cash Enhanced

Deutsche Cash Plus

Macquarie Diversified Treasury

Macquarie Income Plus

 

UBSWA Bank Bill Index

 

Sept

%

 

0.42

0.51

0.53

0.55

0.57

0.50

0.53

0.50

0.52

 

0.45

Oct

%

 

0.42

0.52

0.53

0.20

0.57

0.47

0.51

0.46

0.48

 

0.46

Sept

%

 

0.42

0.55

0.53

1.46

0.57

0.49

0.47

0.48

0.49

 

0.45

*            Includes bank account interest as well as interest on investments with Managed Funds.

**          Includes bank account interest and those Managed Funds no longer used.

                        ***      The interest return on this investment has been estimated. Interest rates and amounts invested vary on a daily basis.

                       

 

I certify that the above investments have made in accordance with the Local Government Act, the regulations

and Council’s investment policy No. 3.02.07.

 

 

 

                        ________________________

BRIAN GREGAN

MANAGER, FINANCIAL SERVICES DIVISION

 

           








Director Governance, Management & Information Services' Report 3/2005

 

 

SUBJECT:

COUNCILLORS' DONATIONS FOR THE 2004/2005 FINANCIAL YEAR

 

 

DATE:

25 January, 2005

FILE NO:

F2004/07336

 

 

REPORT BY:            DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES  

 

 

INTRODUCTION:

 

To keep Councillors aware of the progressive amount of Councillors’ donations, allocations, waiving of fees and other similar issues for the current financial year.

 

 

ISSUES:

 

Since 1st July, 2004 there have been thirty one (31) Councillors’ donations totalling $63,784.40 as listed in the table below as at the date of this report.

 

MEETING

DETAILS

AMOUNT

Works Committee – 13th July 2004

Greek Glendi

($7,695.00) (and permission to use Kensington Oval) - Cancelled

Community Services Committee – 10th August 2004

National Association for Prevention of Child Abuse & Neglect

$540.00 (and promotion in Mayoral Column, childcare facilities & community centres)

Ordinary Council – 27th July 2004

Barry Watterson – Shakespearean Theatre

$3,114.30

Ordinary Council – 27th July 2004

POW Hospital

$1,085.00

Ordinary Council – 27th July 2004

Randwick Girls & Boys High Schools (Rock Eisteddfod)

$3,114.30

Ordinary Council – 27th July 2004

Dolphin Street Playgroup (Temporary Fencing)

$1,000.00

Ordinary Council – 24th August 2004

Maroubra Fun Run & Oktoberfest

$3,734.00

Ordinary Council – 21st September 2004

Regional Study of Changing Tourism Dynamics in Sydney (Backpackers)

$2,500.00

Ordinary Council – 21st September 2004

Bali Tragedy 2nd Anniversary Commemorations

$8,678.00

Ordinary Council – 19th October 2004

Des Renford Aquatic Centre Charity Day

$5,320.40

Ordinary Council – 19th October 2004

St George Coptic Church Fete

$796.00

Ordinary Council – 19th October 2004

South Maroubra Village Green Art Show

$85.00

Ordinary Council – 19th October 2004

South Maroubra Carols by Candlelight

$1,906.00

Ordinary Council – 19th October 2004

St Paul’s Anglican Church – Carols by the Sea

$1,871.80

Works Committee – 9th November, 2004

Salvation Army – BBQ

$210.00

Works Committee – 9th November, 2004

Salvation Army – Carols By Candlelight in Kokoda Park

$2,301.80

Works Committee – 9th November, 2004

Coogee & South Maroubra Surf Life Saving Clubs – Use of Beaches (Surf Carnivals)

$1,742.00

Works Committee – 9th November, 2004

Coogee Bowling  Club – Use of Goldstein Reserve (Bowls Mobile)

$1,330.00

Health, Building & Planning Committee – 9th November, 2004

UNSW Sustainable Living Centre – Sponsorship of Sustainable Schools Awards

$2,200.00

Health, Building & Planning Committee – 9th November, 2004

Association of International Students of Science, Economics & Commerce – Sponsorship of Sustainability Seminars Program

$2,500.00

Ordinary Council – 23rd November, 2004

Randwick City Tourism – Filming of Tourism Video

$1,625.00

Ordinary Council – 23rd November, 2004

Coogee Surf Life Saving Club – Use of Coogee Beach (ocean swim event)

$640.00

Ordinary Council – 23rd November, 2004

Coogee Chamber of Commerce – Use of Goldstein Reserve (Coogee Family Fun Day)

$5,305.50

Ordinary Council – 23rd November, 2004

Barry Watterson – Musical Events in Grant Reserve

$798.80

Ordinary Council – 23rd November, 2004

United Nations Development Fund for Women – Purchase of Ribbons for White Ribbon Day

$150.00

Ordinary Council – 14th December, 2004

Indonesian Welfare Association – Street Fair

$3,365.00

Ordinary Council – 14th December, 2004

Castellorizian Ladies Auxiliary – Carol Singing

$302.20

Ordinary Council – 14th December, 2004

Matraville Families First – Matraville Family Fun Day

$408.00

Ordinary Council – 14th December, 2004

Greek Orthodox Church of Australia – Greek Epiphany Celebration

$1,173.50

Ordinary Council – 14th December, 2004

Randwick Information & Community Centre- Removal Expenses

$4,000.00

Ordinary Council – 14th December, 2004

La Perouse Local Aboriginal Community – Christian Convention in Aid of Suicide Prevention

1,987.50

TOTAL                                                                                        $63,784.40

 

 

 

 

FINANCIAL IMPACT STATEMENT:

 

Funds will be identified in the December Quarterly review, as the amounts donated were not specifically included in Council's budget. Council allocated $100,000 in the 2004/2005 Budget, for contingencies.

 

RECOMMENDATION:

 

That the Director Governance, Management & Information Service Report No. 3/2005 dated 25th January, 2005 in relation to the progressive amount of Councillors’ donations, allocations, waiving of fees and other similar issues for the current financial year be noted.

 

ATTACHMENT/S:

 

Nil

 

 

………………………………

………………………………

MARK HUMMERSTON

 

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES

 

 

 

 

 

 

 


 

Director Governance, Management & Information Services' Report 4/2005

 

 

SUBJECT:

Tendering Policy

 

 

DATE:

25 January, 2005

FILE NO:

98/S/3802

 

 

 

REPORT BY:            DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES   

 

 

INTRODUCTION:

 

Council adopted the current Tendering Policy No. 3.01.14 on 8 May 2001.  The Policy requires amendments to reflect current legislative changes.

 

ISSUES:

 

The Local Government (Tendering) Amendment (Threshold Amount) Regulation 2004 under the Local Government Act 1993 has been issued, the amendment has varied the expenditure amount in section 55(3) from $100,000 to $150,000.

 

In accordance with Policy 1.01.01, this revised policy was submitted to MANEX on 19 January 2005 and was endorsed for adoption by Council.

 

FINANCIAL IMPACT STATEMENT:

 

There is no direct financial impact for this matter.

 

CONCLUSION:

 

The Tendering Policy has been amended to reflect current legislative requirements.

 

RECOMMENDATION:

 

a)       That the revised Tendering Policy No. 3.01.14, as attached to Director’s report, be adopted by Council; and

 

b)       That the Policy Register be updated accordingly.

 

 

 

 

ATTACHMENT/S:

 

Revised Tendering Policy, Policy No. 3.01.14

 

 

 

 

………………………………

………………………………

MARK HUMMERSTON

KIM DAVIS

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES

MANAGER CONTRACTS & RISKS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RANDWICK CITY COUNCIL

 

POLICY REGISTER

 

PART 3 – CORPORATE SERVICES

 

Review Date:    /    /20    .                                                         Policy No: 3.01.14

 

POLICY TITLE:          TENDERING

 

File No.:           98/S/3802

 

OBJECTIVE

To acquire, through competitive tendering, contract services, goods, equipment and execution of works at the lowest evaluated price to the required standard in accordance with the most cost effective procedures ensuring efficient management of ratepayers' funds.

POLICY STATEMENT

That Council has no obligation to accept the highest, the lowest, or any tender submitted.

That Tenders must be invited before entering into contracts for goods and or services with a value in excess of $150,000.  Exceptions to this principle apply in certain circumstances as listed in section 55 (3) of the Local Government Act.

That Council may, if it wishes, call tenders for any good or service under $150,000 if it believes a benefit may be achieved by encouraging competition to provide the required good or service.

That, no contract shall be broken into separate parts to circumvent the requirements of competitive tendering.

That, any action or contact that may be considered as an attempt to influence a decision of Councillors’ or staff shall disqualify the relevant tender.

That incentives offered by tenderers shall not personally benefit Council staff, Councillors’ or public officials.

Compliance is necessary with the requirements of Sections 55 and 377 of the Local Government Act 1993 ("Act"), the Local Government Tendering Regulation 1999 ("Regulation") and this policy and associated procedures.

Associated Government Regulations:

Local Government Act 1993

Local Government (Tendering) Regulation 1999, Section 55

Local Government (Financial Management) Regulation 1999, Clause 18

Associated Council Policies, Procedures and Guidelines:

Policy and Purchasing Procedures

Policy and Procedures for Tendering

Guidelines for Risk Management in Purchasing

 


Director Governance, Management & Information Services' Report 5/2005

 

 

SUBJECT:

Appointment of Council delegates to SSROC Standing Committees

 

 

DATE:

14 January, 2005

FILE NO:

F2004/07350

 

 

 

REPORT BY:            DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES  

 

 

INTRODUCTION:

 

In the latter part of last year the Southern Sydney Regional Organisation of Councils (SSROC) reviewed its Committee structure, creating two Standing Committees.  Council has been invited to nominate a delegate to each Standing Committee.

 

ISSUES:

 

Standing Committee 1 has responsibility for the areas of asset management, public works, joint tendering, waste management and SSROC financial reports.  The Committee is currently chaired by Mayor Joanne Morris (Hurstville City).

 

Standing Committee 2 has responsibility for the areas of regional planning matters, environmental management, transport planning and management, community development and road safety. The Committee is currently chaired by Mayor Kevin Schreiber (Sutherland Shire).

 

The Standing Committees are due to meet as follows:

 

Thursday 17 February, 2005Waverley

Thursday 28 April, 2005 – Kogarah

Thursday 21 July, 2005 – Sutherland Shire

Thursday 13 October, 2005Hurstville City

 

FINANCIAL IMPACT STATEMENT:

 

There is no direct financial impact for this matter.

 

 

 

 

CONCLUSION:

 

As part of Council’s continuing involvement in regional issues and as a member of SSROC, it would be appropriate to nominate a delegate to each Standing Committee.

 

RECOMMENDATION:

 

That Council nominate a delegate to each SSROC Standing Committee.

 

ATTACHMENT/S:

 

Nil.

 

 

 

 

………………………………

 

MARK HUMMERSTON

 

DIRECTOR GOVERNANCE, MANAGEMENT & INFORMATION SERVICES