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Administration and Finance Committee Meeting

 

  BUSINESS PAPER

 

 

 

Tuesday 10 November 2015

 

 

 

 

 

 

 

 

 

 

 

 

 

Administrative Centre 30 Frances Street Randwick 2031

Telephone: 1300 722 542

Fax: 02 9319 1510

 council@randwick.nsw.gov.au

www.randwick.nsw.gov.au


 

 

 

 

 

 

 

 

 

 

 

 


Administration and Finance Committee                                                                    10 November 2015

 

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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, 10 November 2015 at 6:00pm

 

Committee Members:         The Mayor D’Souza, Andrews, Belleli, Bowen (Deputy Chairperson), Garcia, Matson, Moore, Nash, Neilson (Chairperson), Roberts, 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 - 8 September 2015

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 69 of Council’s Code of Meeting Practice.

Urgent Business

Administration Reports

A11/15     Contingency Fund - status as at 31 October 2015................... 1

Finance Reports

F13/15      Monthly Financial Report as at 31 August 2015...................... 3

F14/15      Monthly Financial Report as at 30 September 2015............... 13

F15/15      Waiving of Fees - 2015 Taste of Coogee............................... 23    

Notice of Rescission Motions

Nil  

 

…………………………………………………….

Ray Brownlee

General Manager


Administration and Finance Committee                                                                    10 November 2015

 

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Administration Report No. A11/15

 

Subject:                  Contingency Fund - status as at 31 October 2015

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 2015-16 financial year.

 

Issues

 

In the 2015-16 financial year there have been 23 allocations totalling $125,285.00 as listed in the table below.

 

Meeting

Details

Approved allocation

Annual contributions (ongoing)

Ord Council – 22 Feb 2011

Annual contribution (5 years from 2011-12 to 2015-16) - Randwick Girls High School - 'Mayor's Award'

$1,000.00

Planning Committee – 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 2013-14 to 2015-16

 

$15,000.00

Ord Council

17 Sept 2013

Annual Contribution (5 years from 2015-16 to 2019-20) Waiving of Fees – Rainbow Club Australia Inc – Murray Rose’s Malabar Magic Ocean Swim

 

$14,500.00

Ord Council  23 Sept 2014

Annual contribution (5 years from 2015-16 to 2019-20) - Randwick Boys High School - 'Mayor's Award'

$1,000.00

2015-16 Contingency Fund allocations

Ord Council – 23 Sept 2014

POW Hospital's request for financial support to use Prince Henry Centre – to celebrate 50th year since the first kidney transplant in NSW

$3,600.00

Ord Council – 28 Apr 2015

Waiving of fees - South Maroubra Surf Club use of DRLC for the Annual Nippers Proficiency Test

$1,210.00

Ord Council – 23 June 2015

Waiving of fees - Saint George Coptic Orthodox Church Annual Community Fete

$1,545.00

Ord Council – 23 June 2015

Waiving of fees - Des Renford Leisure Centre for Maroubra Swim Club Carnivals

$4,100.00

Ord Council – 23 June 2015

Sponsorship - Eastern Beaches Masquerade Ball (supporting the Eastern Beaches LAC)

$6,500.00

Ord Council – 23 June 2015

Waiving of Fees - Indonesian Presbyterian Church Community BBQ

$165.00

Ord Council – 28 July 2015

New Mayor's Award for Outstanding Contribution to the Randwick Business Community

$2,000.00

Ord Council – 25 Aug 2015

Waiving of fees and financial contribution - NSW Police Force International Student Beach Soccer Day

$4,533.00

Ord Council – 25 Aug 2015

Waiving of fees - Handball Australia

$3,685.00

Ord Council – 25 Aug 2015

Waiving of Fees - Our Lady of the Rosary School, Kensington Christmas Fair

$7,000.00

Ord Council – 25 Aug 2015

Waiving of fees - Salvation Army Community Christmas Lunch

$2,220.00

Ord Council – 25 Aug 2015

15th Annual Des Renford Chair of Hearts Research Family Gala and Charity Day

$8,500.00

Ord Council – 25 Aug 2015

Waiving of fees - South Coogee Public School Biennial Fiesta

$7,000.00

Ord Council – 25 Aug 2015

Waiving of fees and financial contribution – Surfing NSW

$23,533.00

Ord Council – 22 Sept 2015

Donation - ‘A National Act of Recognition’ Fund

$2,500.00

Ord Council – 27 Oct 2015

Waiving of fees - Greek Epiphany Festival 2016

$10,212.00

Ord Council – 27 Oct 2015

Waiving of fees - St Nicolas' Anglican Church “Carols by the Sea”

$1,732.00

Ord Council – 27 Oct 2015

Waiving of fees - Closure of Edgar St, Maroubra between Henning Ave and Cooper St Maroubra

$3,000.00

Total - 2015-16 Contingency Fund allocations

$125,285.00

 

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 $110,341.00 in the 2015-16 Budget for contingencies (including the September quarterly review adjustment). Any expenditure that exceeds the budget allocation will be funded through savings at the December quarterly budget review.

 

 

 

Recommendation

 

That the status of the contingency fund allocations for 2015-16 be noted.

 

 

Attachment/s:

 

Nil

 

  


Administration and Finance Committee                                                                    10 November 2015

 

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Finance Report No. F13/15

 

 

Subject:                  Monthly Financial Report as at 31 August 2015

Folder No:               F2015/00181

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 August 2015. 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 2015. Attachment 3 details the cash flow of the Council as at 31 August 2015.

 

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 August 2015 is 2.35 compared to 2.34 as at 30 June 2015. The Current Ratio is a financial indicator specific to local government and represents its ability to meet its debts and obligations as they 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 August 2015

 

2.View

Monthly Financial Statements - Balance Sheet August 2015

 

3.View

Monthly Financial Statements - Cash Flow Statement August 2015

 

 

 

 


Monthly Financial Statements - Income Statements August 2015

Attachment 1

 

 


 


 


 


 


Monthly Financial Statements - Balance Sheet August 2015

Attachment 2

 

 


Monthly Financial Statements - Cash Flow Statement August 2015

Attachment 3

 

 


Administration and Finance Committee                                                                    10 November 2015

 

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Finance Report No. F14/15

 

 

Subject:                  Monthly Financial Report as at 30 September 2015

Folder No:               F2015/00181

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 30 September 2015. 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 30 September 2015. Attachment 3 details the cash flow of the Council as at 30 September 2015.

 

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 30 September 2015 is 2.34 compared to 2.34 as at 30 June 2015. The Current Ratio is a financial indicator specific to local government and represents its ability to meet its debts and obligations as they 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 September 2015

 

2.View

Monthly Financial Statements - Balance Sheet Septmeber 2015

 

3.View

Monthly Financial Statements - Cash Flow Statement September 2015

 

 

 

 


Monthly Financial Statements - Income Statements September 2015

Attachment 1

 

 


 


 


 


 


Monthly Financial Statements - Balance Sheet Septmeber 2015

Attachment 2

 

 


Monthly Financial Statements - Cash Flow Statement September 2015

Attachment 3

 

 


Administration and Finance Committee                                                                    10 November 2015

 

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Finance Report No. F15/15

 

Subject:                  Waiving of Fees - 2015 Taste of Coogee

Folder No:               F2004/06521

Author:                    Greg Byrne, Manager Financial Operations      

 

Introduction

 

Council has been approached by the Coogee Chamber of Commerce seeking support for the 2015 Taste of Coogee by requesting that the associated fees be waived.

 

Issues

 

The 2015 Taste of Coogee event was held on Sunday 20 September 2015.  The organisers advised that they planned for the 2015 Taste of Coogee event to be the biggest to date with an anticipated attendance of approximately 25,000-30,000 people over the course of the day.

 

The 2015 event provided food and entertainment for locals and visitors with performances on the main stage, a mobile kitchen for cooking demonstrations, 44 stalls selling food and beverages and activities for children with a jumping castle and a giant slide.

 

The Coogee Chamber of Commerce has requested that the fees associated with the event be waived because the event provides community benefit and raises money for charity.

 

The fees for the 2015 Taste of Coogee are listed in the table below.

 

Fee Description

Amount

Application fee

$762

Conducting a large corporate event – Very High Impact

$4,458

Trade waste collection and staff (Direct Cost)

$4,000

Additional lifeguard services (Direct Cost)

$1,627.50

Parking in Dolphin Street car park – 20 spaces

$428

Food registration – 22 stalls

$2,200

Inspection Fees (Direct Cost)

$1,320

Total

$14,795.50

 

Randwick Council supported the 2013 and 2014 events by waiving the fees that are not direct costs.  The fees from the table (above) that are direct costs are the waste collection charges, the lifeguard services and the inspection fees.  These fees total $6,947.50.

 

The Taste of Coogee has been well supported by the community.  Randwick Council can support local businesses and this event by waiving indirect costs i.e. the application fee, the conducting of a large corporate event, the food registration and the parking fees.  The total of the fees to be waived is $7,848. 

 

In order to substantiate any future request by the Coogee Chamber of Commerce for Randwick Council to support the event and local businesses, it is considered that the Coogee Chamber of Commerce should submit a financial statement outlining the event revenue and costs.  This statement will allow Randwick Council to gauge the level of support required for the event.

 

Financial impact statement

 

In the event Council accepts the report recommendation, the financial implication to Council will be $7,848.  This will be funded from the 2015-16 Contingency Fund.

 

Conclusion

 

The Taste of Coogee is an event that is organised by the Coogee Chamber of Commerce.  It has grown in the two years that it has been held and has been well attended by the community.

 

It is proposed to support the Coogee Chamber of Commerce and the local businesses by waiving the fees that are not a direct cost to Randwick City Council.

 

 

Recommendation

 

That:

 

a)     Council vote $7,848 to cover fees for the application, the conducting of a large corporate event on public land and the event vehicle parking associated with the 2015 Taste of Coogee event; 

 

b)     the $7,848 be charged to the 2015-16 Contingency Fund;

 

c)     the Coogee Chamber of Commerce be requested to pay the direct costs of $6,947.50 covering the waste collection, lifeguard staff and inspection services;

 

d)     the organiser undertakes to appropriately and prominently acknowledge and promote Council’s contribution to the event when donating to charity; and

 

e)     should the Coogee Chamber of Commerce wish further support from Randwick Council that they be requested to submit a financial statement outlining the previous event revenue and costs.

 

 

Attachment/s:

 

Nil