Administration and Finance Committee Meeting

 

  BUSINESS PAPER

 

 

 

 

 

 

 

 

 

 

 

Tuesday 9 September 2014

 

 

 

 

 

 

 

 

 

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                                                               9 September 2014

 

 

 

 

 

 

 

 

 

 

 

 

 


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, First Floor, 90 Avoca Street, Randwick on Tuesday, 9 September 2014 at 6:00pm.

 

Committee Members:          The Mayor (S Nash), Andrews, Belleli, Bowen, D’Souza, Garcia (Deputy Chairperson), Matson, Moore, Neilson, Roberts (Chairperson), Seng, Shurey, Smith, Stavrinos and Stevenson

 

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 - 12 August 2014

Declarations of Pecuniary and Non-Pecuniary Interests

Address of Committee by Members of the Public

Privacy warning;

In respect to Privacy & Personal Information Protection Act, members of the public are advised that the proceedings of this meeting will be recorded for the purposes of clause 66 of Council’s Code of Meeting Practice.

Urgent Business

Administration Reports

A13/14      Contingency Fund - status as at 31 August 2014....................................... 1

A14/14      Invitation to the 2014 International Sister City Mayor's Conference in Hangzhou 3

Finance Reports

F8/14        Monthly Financial Report as at 31 July 2014.............................................. 7    

Notice of Rescission Motions

Nil 

 

 

…………………………………………………….

Sima Truuvert

ACTING General Manager


Administration and Finance Committee                                                               9 September 2014

 

 

Administration Report No. A13/14

 

 

Subject:                  Contingency Fund - status as at 31 August 2014

Folder No:                   F2004/07396

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 2014-15 financial year.

 

Issues

 

In the 2014-15 financial year there have been 18 allocations totalling $103,674.88 as listed in the table below.

 

Meeting

Details

Approved allocation

Annual contributions (ongoing)

Ord Council – 24 Nov 2009

Annual contribution (5 years from 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

Planning Comm – 13 Mar 2012

Annual contribution – Australia Day Botany Bay Regatta

$750.00

Ord Council – 25 June 2013

Annual contribution Sponsorship of the Westpac Rescue Helicopter Lifesaver Service – 3 year agreement commencing 2013-14

 

$15,000.00

Ord Council

17 Sept 2013

Annual Contribution (5 years from 2016-2020) Waiving of Fees – Rainbow Club Australia Inc – Murray Rose’s Malabar Magic Ocean Swim ($14,500 per annum from 2016)

 

-

2014-15 Contingency Fund allocations

Ord Council – 29 Apr 2014

2014 NSW Police Force International Student Beach Soccer and Volleyball Day at Coogee Beach

$4,176.34

Ord Council – 29 Apr 2014

Waiving of Fees - Open High School banners

$2,006.00

Ord Council – 27 May 2014

Financial assistance - Randwick Girls and Boys High Schools combined production

$4,000.00

Ord Council – 27 May 2014

Waiving of fees for fundraising event in Coogee

$1,225.00

Ord Council – 24 June 2014

Waiving of fees – Bendigo Bank

$158.18

Ord Council – 24 June 2014

Sponsorship - UNSW joint Alzheimer’s and Parkinson’s Disease Symposium/Cell Architecture in Development and Disease Symposium

$1,000.00

Ord Council – 24 June 2014

Waiving of Fees - St George Coptic Church Fete

$885.00

Ord Council – 24 June 2014

Financial assistance – Walking Volunteers walk

$800.00

Ord Council – 24 June 2014

Financial assistance - Bondi Outreach Program (BOP)

$14,000.00

Ord Council – 24 June 2014

Waiving of fees – Salvation Army Community Lunch

$1,862.50

Ord Council – 22 July 2014

Waiving of fees – Rainbow Club Australia – use of Town Hall

$1,500.00

Ord Council -   22 July 2014

Clovelly Better Block Project 2014

$34,800.00

Ord Council – 26 Aug 2014

Financial assistance - Randwick Petersham Cricket Club - Hosting of Cricket Ireland

$8,691.86

Total - 2014-15 Contingency Fund allocations

$103,674.88

 

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 $75,000.00 in the 2014-15 Budget for contingencies. Any expenditure that exceeds the budget allocation will be funded through savings at the September quarterly budget review.

 

 

Recommendation

 

That the status of the contingency fund allocations for 2014-15 be noted.

 

 

Attachment/s:

 

Nil

 

 


Administration and Finance Committee                                                               9 September 2014

 

 

Administration Report No. A14/14

 

 

Subject:                  Invitation to the 2014 International Sister City Mayor's Conference in Hangzhou

Folder No:                   F2005/00294

Author:                   David Kelly, Manager Administrative Services     

 

Introduction

 

The purpose of this report is to advise the Councillors of an invitation received by Council to attend the 2014 Hangzhou International Sister City Mayor’s Conference being held from 15 to 18 October 2014.

 

Issues

 

The City of Hangzhou, China and Randwick City formed a “Sister City” relationship a number of years ago with the aim of exchanging information on governance and environmental sustainability issues. The process was initiated in 2006 when the Mayor, Cr Paul Tracey visited Hangzhou and presented to the International Conference on liveable communities. In 2008 the Mayor, Cr Bruce Notley-Smith visited Hangzhou and commenced the formal “Sister City” Agreement. This agreement was officially signed by the Mayor, Cr Murray Matson and the Mayor of Hangzhou at the official Sister City Mayor’s Conference in Hangzhou in October 2010.

 

In the past few years a number of official delegations from Hangzhou have visited Randwick and, in 2009, Randwick Council also provided four weeks working experience for an officer from the City of Hangzhou, in governance and sustainability issues in Randwick.

 

An invitation has just been received from the Mayor of Hangzhou, Cr Zhang Hongming to attend the 2014 Hangzhou International Sister City Mayor’s Conference being held from 15 to 18 October 2014. The theme of this year’s conference is tackling the problems of transport and traffic and will include a Forum on City & Transport and address a range of transport alternatives in the City of Hangzhou.

 

Relationship to the City Plan

 

The relationship to the city Plan is as follows:

 

Outcome 1:       Leadership in sustainability.

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

Direction 10a:    Council is a leader in fostering environmentally sustainable                                    practices.

 

Financial impact statement

 

The City of Hangzou will cover the costs for ground transport and accommodation for the three representatives from Randwick for the four day conference. Council will need to cover the cost of the flights to Hangzou, which is approximately $1,400.00 per person, with the costs being paid for out of the relevant conference budgets for staff and councillors.

 


Conclusion

 

This conference is an ideal opportunity to look at how other cities are tackling the issues of transport and traffic, given the problems Randwick Council is about to face with the impending commencement of the Light Rail project.

 

 

Recommendation

 

That:

 

a)     the invitation from the City of Hangzhou for the Mayor and two relevant Council officers to attend the International Sister City Mayor’s Conference from 15 to 18 October 2014 be accepted; and

 

b)     Council agrees to pay the associated travel costs from the relevant conference budgets for staff and councillors.

 

 

Attachment/s:

 

1.View

Invitation from the Mayor of Hangzhou

 

 

 

 


Invitation from the Mayor of Hangzhou

Attachment 1

 

 


 


Administration and Finance Committee                                                               9 September 2014

 

 

Finance Report No. F8/14

 

 

Subject:                  Monthly Financial Report as at 31 July 2014

Folder No:                   F2014/00522

Author:                   Oliver Guo, 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 July 2014. 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 July 2014.

 

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 Manager Corporate and Financial Planning, as the Responsible Accounting Officer, advises that the projected financial position is satisfactory. The Current Ratio as at 31 July 2014 is 3.36 compared to 2.20 as at 30 June 2014. The Current Ratio is a financial indicator specific to local government and represents its ability to meet its debts and obligations as the fall due.

 

Recommendation

 

That the Administration and Finance Committee acknowledges that the Responsible Accounting Officer has advised that the projected financial position of Council is satisfactory.

 

Attachment/s:

1.View

Monthly Financial Statements - Income Statements July 2014

 

2.View

Monthly Financial Statements - Balance Sheet July 2014

 

 


Monthly Financial Statements - Income Statements July 2014

Attachment 1

 

 






Monthly Financial Statements - Balance Sheet July 2014

Attachment 2