Administration and Finance Committee Meeting

 

  BUSINESS PAPER

 

 

 

 

 

 

 

 

 

 

 

Tuesday 11 October 2011

 

 

 

 

 

 

 

 

 

Administrative Centre 30 Frances Street Randwick 2031

Telephone: 02 9399 0999 or

1300 722 542 (for Sydney metropolitan area)

Fax:02 9319 1510

general.manager@randwick.nsw.gov.au

www.randwick.nsw.gov.au


 

 

 

 

 

 

 

 

 

 

 

 


Administration and Finance Committee                                                                 11 October 2011

 

 

 

 

 

 

 

 

 

 

 

 

 


Administration and Finance Committee Meeting

 

Notice is hereby given that a 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, 11 October 2011 at 6:00pm.

 

 

Committee Members:           The Mayor (S Nash), Andrews, Belleli, Bowen (Chairperson), Hughes, Matson, Matthews, Notley-Smith, Procopiadis, Seng, Smith, Stevenson, Tracey, White and Woodsmith (Deputy Chairperson)

 

Quorum:                           Eight (8) members

 

NOTE:    At the Extraordinary Meeting held on 28 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.

 

Apologies/Granting of Leave of Absences 

Confirmation of the Minutes  

Administration and Finance Committee Meeting - 13 September 2011

Declarations of Pecuniary and Non-Pecuniary Interests

Address of Committee by Members of the Public

Urgent Business

Administration Reports

A3/11       All Stops to Randwick 2011

Finance Reports

F20/11      Contingency Fund - status as at 30 September 2011

F21/11      Monthly Financial Report as at 31 August 2011    

Notice of Rescission Motions

Nil 

 

 

 

…………………………………………………….

Ray Brownlee

General Manager


Administration and Finance Committee                                                                 11 October 2011

 

 

Administration Report No. A3/11

 

 

Subject:                  All Stops to Randwick 2011

Folder No:                   F2006/00304

Author:                   Fiona Calabrese, Manager Organisational Staff Service     

 

Introduction

 

In August 2011 we held our third ‘All Stops to Randwick’ learning event. This internal training initiative is the Council’s largest cross departmental event held each year. All Stops to Randwick is a learning innovation that delivers corporate and legislative training to staff, while working creatively with the needs of the audience and the organisation.

 

Issues

 

Randwick City Council has many legislative and corporate training requirements to ensure our staff understand, demonstrate and comply with their corporate obligations.  Through All Stops to Randwick, 453 Council staff completed training in the following topics:

 

–      'Connecting you': an engaging guest speaker presenting on well being, leading a healthy lifestyle and ways to maximise your health.

–      'Decoding the Code': a workshop investigating the main themes of the Local Government Model Code of Conduct including real-life scenarios. Scenes from the movie A Few Good Men were used to highlight each of the eight key principles in the Code of Conduct.

–      'The bottom line': a workshop to brainstorm solutions to address the four main topic areas that received a low engagement score in our recent AON Hewitt staff satisfaction survey.

–      'Communication is key' and 'Values at work': The first part asked for staff's suggestions on ways to improve our internal communication to all Council sites and introduced Council's new staff directory which will have staff photos and work related information, and help to clarify who does what at Council. This session helped embed our focus for 2011 on improving internal communication. The second part of the session re-launched our ICARE Values and advertised our in-house short film competition. The competition is to encourage staff to make a short film on what our ICARE Values mean to them. ICARE = Integrity, Customer Focus, Accountability, Respect and Excellence.

–      'Safety in a nutshell': OHS presentation outlining our obligations within our sun protection, drug and alcohol and needle stick injury policies.

–      Two part session: 'Shopping smart' and 'Where we are at': The first part of the session refreshed and updated staff on their obligations with regard to our purchasing policy and the second half updated all staff on Council's overall financial performance and how Randwick compares with other Councils.

 

To maximize and enhance the transfer of learning facilitation is through interactive 45 minute sessions in a conference styled event. During allocated breaks, staff visit a variety of Health and Wellbeing stalls including, healthy fruit mocktails, quick massages, sustainability information and products, library services, TRIM (Council's online record keeping software) and Safety (OHS stall staffed by members of our OHS committee).

 

All stalls had giveaways to encourage staff participation. For example the safety stall had a "pick the differences" competition where staff went into a draw to win a fruit hamper. The TRIM stall encouraged staff to find a document using the software in a treasure hunt style.

 

The Learning and Development team manage this annual event, however it could not do so without assistance from over 80 staff from all parts of Council. The roles of council volunteers include:

 

–      Presenting the sessions - Five of the six workshop topics were presented by staff. The presenters are trained and coached by the Learning and Development team prior to the event in how to deliver and design an engaging presentation.

–      Some volunteers are given a red shirt with 'Ask me for help'. They assist in the set up and execution of the event on the day by directing staff to rooms, answering questions on the day, registering staff in the morning and generally assisting in all jobs related to the smooth flow of the day.

 

Feedback from participants support that All Stops to Randwick is an informative, dynamic activity that is achieving a very high level of buy-in from participants in learning their corporate and legal duties.

 

During All Stops to Randwick representatives from the Independent Commission against Corruption attended as observers and provided the following feedback to the Council:

 

‘Coming from a learning and development local government background, my initial reaction was one of ‘this is refreshing!’  The All Stops training is creative and innovative and clearly worked for your staff – I could feel the energy in both sessions, at lunch and during the short walkabout through the ‘stalls’.

 

The ICARE Values session was excellent. Delivering these concepts can often be challenging as some people may find it difficult to see how the values relate to them and their role as employees at Council.  The creativity and the strong desire to engage all staff was evident and of course, the delivery by George was very entertaining.

 

The Code of Conduct Session facilitated by Fiona was very powerful. The use of the movie was excellent, engaging and thought provoking. It was a tangible demonstration of how the behaviour descriptors of the Council can be interpreted and how they impact on the everyday decisions employees of Council have to make with regard to their  conduct.’ - Frances Beggs, Corruption Prevention Division - Independent Commission Against Corruption

 

An article about All Stops to Randwick is to be featured in the next half yearly ICAC newsletter as an example of innovation and best practice.

 

Relationship to City Plan

 

The relationship with the City Plan is as follows:

 

Outcome 1:       Leadership in sustainability.

Direction 1b:      Council is a leader in the delivery of social, financial and operational activities.

 


Financial impact statement

 

Funding for All Stops to Randwick is provided for in the annual Learning and Development budget. 

 

Conclusion

 

Due to the success of the past three All Stops to Randwick events, this annual event is now embedded in our training calendar. Based on staff feedback it has improved each year and the topics are changed each year according to our business needs and annual corporate focus.

 

This annual event continues to be a success, as measured by the number of employees who participate and also volunteer to be a part of it. The results from our post event feedback survey are overwhelmingly positive.

 

 

Recommendation

 

That the report be received and noted.

 

 

Attachment/s:

 

Nil

 

  


Administration and Finance Committee                                                                 11 October 2011

 

 

Finance Report No. F20/11

 

 

Subject:                  Contingency Fund - status as at 30 September 2011

Folder No:                   F2007/00638

Author:                   Julie Hartshorn, Senior Administrative Coordinator     

 

Introduction

 

The purpose of this report is to detail the progressive amount of donations, allocations, waiving of fees and other similar contributions for the 2011-12 financial year.

 

In the 2011-12 financial year there have been fourteen (14) allocations totalling $66,591.00 as listed in the table below.

 

Issues

 

Meeting

Details

Net cost to Council

Ord Council – 26 Sept 2006

Annual contribution  (7 years from 2006-07)

Interest foregone on interest free loan - Coogee Surf Life Saving Club renovations

$4.500.00

Extraord Council – 6 Oct 2009

Annual contribution (3 years from 2009-10)

Sponsorship - Westpac Life Saver Rescue Helicopter

 

$15,000.00

Ord Council – 24 Nov 2009

Annual contribution (5 years 2010-2015)

Waiving of fees – Rainbow Club Australia – Ocean Swim (Maroubra to Little Bay)

 

$10,820.00

Ord Council –

27 July 2010

Annual contribution (5 years from 2010-11) - Randwick Boys High School - 'Mayor's Award'

$1,000.00

Ord Council – 22 Feb 2011

Annual contribution (5 years from 2010-11) - Randwick Girls High School - 'Mayor's Award'

 

$1,000.00

Ord Council – 24 May 2011

Donation - Randwick Rugby Foundation – Rugby Hall of Fame Event

 

$2,000.00

Ord Council – 28 June 2011

Donation - Preparation of Traffic Management Plan – Maroubra Fun Run

 

$4,000.00

Ord Council – 28 June 2011

Waiving of fees – Hire of Goldstein Reserve – Randwick City Tourism – Sports Coast Design Event

 

$3,826.00

Ord Council – 26 July 2011

Waiving of fees and financial assistance - 11th Annual Des Renford Chair of Hearts Research Family Gala and Charity Day

 

$8,500.00

Ord Council – 26 July 2011

Donation – White Ribbon Day - International Day for the Elimination of Violence Against Women

 

$1,500.00

Ord Council – 26 July 2011

Financial assistance - Rainbow Child Care Centre – new oven

 

$3,500.00

Ord Council – 26 July 2011

Financial assistance - Randwick Boys & Girls High Schools – Combined production

 

$4,000.00

Ord council – 20 Sept 2011

Financial contribution - Wylies Baths Geotechnical Risk Assessment

 

$5,000.00

Ord council – 20 Sept 2011

Waiving of fees - The Prince Henry Hospital Trained Nurses' Association - Use of Prince Henry Centre

 

$1,945.00

TOTAL:

 

$66,591.00

 

Relationship to City Plan

 

The relationship with the City Plan is as follows:

Outcome 2:           A vibrant and diverse community.

Our community will be proud to be part of our City and celebrate its range of cultures and people.

Direction 2b:         Enrich our range of community services that meet our community’s needs.

Key Actions:         Support the provision of services and facilities to meet the needs of our Target Groups and celebrate the range of cultures and people within Randwick City.

 

Financial impact statement

 

Council has allocated $35,000.00 in the 2011-12 Budget for contingencies. This amount will be adjusted, as necessary, in conjunction with quarterly budget reviews.

 

 

Recommendation

 

That the report be received and noted.

 

 

Attachment/s:

 

Nil

 

 


Administration and Finance Committee                                                                 11 October 2011

 

 

Finance Report No. F21/11

 

 

Subject:                  Monthly Financial Report as at 31 August 2011

Folder No:                   F2010/00250

Author:                   Anna Bashkirova, Management Accountant     

 

Introduction

 

Section 202 of Local Government (General) Regulation 2005 requires that the responsible accounting officer of a council must:

a)     establish and maintain a system of budgetary control that will enable the council’s actual income and expenditure to be monitored each month and to be compared with the estimate of the council’s income and expenditure, and

b)     if any instance arises where the actual income or expenditure of the council is materially different from its estimated income or expenditure, report the instance to the next meeting of the council.

 

Issues

 

This report provides the financial results of the Council as at 31 August 2011. Attachment 1 summarises the Council’s financial performance and its source and application of funds. It also summarises the operating result for each of the Council’s principal activities. Attachment 2 details the financial position of the Council as at 31 August 2011.

 

Relationship to City Plan

 

The relationship with the City Plan is as follows:

 

Outcome 1:     Leadership in Sustainability.

Direction 1b:    Council is a leader in the delivery of social, financial and operational activities.

 

Financial impact statement

 

There is no direct financial impact for this matter.

 

Conclusion

 

The Council’s Director Governance and Financial Services, as the responsible accounting officer, advises that the projected financial position is satisfactory.

 

Recommendation

 

That the monthly financial reports as at 31 August 2011 be noted.

 

Attachment/s:

 

1.View

Monthly Financial Statements - Income Statements -  August 2011

 

2.View

Monthly Financial Statements - Balance Sheet -  August 2011

 

 

 

 


Monthly Financial Statements - Income Statements -  August 2011

Attachment 1

 

 






Monthly Financial Statements - Balance Sheet -  August 2011

Attachment 2