141024 Agenda and Business Papers Finance Committee … · 2015. 8. 26. · That Report Item 05.01 is received as information. Carried 01 280814 05.02 INTRODUCTION TO FINANCE - COUNCILLOR

137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected]

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AGENDA AND BUSINESS PAPERS Oberon Council Finance Committee Meeting Thursday 6 November 2014 Commencing immediately following the closure of the Works Committee Meeting at the Oberon Council Chambers

Oberon Council - Agenda and Business Papers – Finance Committee Meeting – 6 November 2014

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Agenda Items page 1. OPENING OF MEETING & WELCOME TO COUNTRY ................................................ 4

2. RECORD OF ATTENDANCE ......................................................................................... 4

3. DECLARATIONS OF INTEREST ................................................................................... 4

4. MINUTES OF PREVIOUS MEETING ............................................................................. 4

5. REPORTS ..................................................................................................................... 15

05.01 QUARTERLY BUDGET REVIEW STATEMENT – JUL TO SEP 2014 ..................................... 15 05.02 POLICY REVIEWS .................................................................................................................. 35

6. CLOSED SESSION / CONFIDENTIAL REPORTS ...................................................... 48

7. GENERAL BUSINESS .................................................................................................. 48

8. CLOSURE OF MEETING ............................................................................................. 48


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1. OPENING OF MEETING & WELCOME TO COUNTRY The Mayor welcomed members and declared the meeting open at .... Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present.

2. RECORD OF ATTENDANCE Members Mayor John McMahon (in the Chair)

Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan Clr Kathy Sajowitz

Staff Alan Cairney, General Manager

Gary Wallace, Planning and Development Director Rodney Wallace, Acting Works and Engineering Director Lynette Safranek, Finance and Community Services Director David Mead, Finance Coordinator

Sharon Swannell, Executive Coordinator Apologies Nil That apologies be received and accepted for the non-attendance of ....

3. DECLARATIONS OF INTEREST File No: Governance/Councillors/Declarations of Interest

Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-

4. MINUTES OF PREVIOUS MEETING Finance Committee Meeting 28 August 2014 Minutes of the Finance Committee Meeting held on 28 August FOLLOW. The minutes were accepted by Council at its Ordinary Meeting held on 16 September 2014, resolution number 03160914. Matters Arising from the Minutes Nil

137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected]

Page 1 of the Minutes of the Finance Committee Meeting of Oberon Council held on Thursday 28 August 2014. ___________________________ ____________________________ General Manager Mayor

CONFIRMED MINUTES Oberon Council Finance Committee Meeting Thursday 28 August 2014 Commencing at 5.30pm at the Oberon Council Chambers

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Oberon Council – Confirmed Minutes – Finance Committee Meeting – 28 August 2014


Agenda Items page 1. OPENING OF MEETING & WELCOME TO COUNTRY ................................................ 3

2. RECORD OF ATTENDANCE ......................................................................................... 3

3. DECLARATIONS OF INTEREST ................................................................................... 3

4. MINUTES OF PREVIOUS MEETING ............................................................................. 3

5. REPORTS ....................................................................................................................... 4

05.01 DIVISION OF LOCAL GOVERNMENT – COMPARATIVE INFORMATION ............................... 4 05.02 INTRODUCTION TO FINANCE - COUNCILLOR TRAINING ..................................................... 4 05.03 RATING STRUCTURE AND FINANCIAL SUSTAINABILITY WORKSHOP ............................... 5 05.04 CODE OF ACCOUNTING/FINANCIAL REPORTING UPDATE ................................................. 5 05.05 HERITAGE STRATEGY - RE-ESTABLISHING A HERITAGE FUND ........................................ 5 05.06 GOLF CLUB DONATION FUNDING ......................................................................................... 6 05.07 PROPERTY AND LAND DEVELOPMENT ................................................................................ 6 05.08 POLICY REVIEWS .................................................................................................................... 6 05.09 PEDESTRIAN ACCESS MOBILITY PLANS AND CYCLEWAY PLANS ..................................... 7

6. CLOSED SESSION / CONFIDENTIAL REPORTS ........................................................ 8

06.01 TENDER T2014/6 – KERBSIDE WASTE COLLECTION CONTRACT ....................................... 9 06.02 TENDER T2014/5 – OBERON SWINNING POOL ROOF ENCLOSURE ................................. 10

7. GENERAL BUSINESS .................................................................................................. 10

8. CLOSURE OF MEETING ............................................................................................. 10

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1. OPENING OF MEETING & WELCOME TO COUNTRY The Mayor welcomed members and declared the meeting open at 5.30pm. Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present. The Meeting was opened in prayer by Councillor Ian Doney. The Mayor welcomed Acting Works and Engineering Director, Rodney Wallace.

2. RECORD OF ATTENDANCE Members Mayor John McMahon (in the Chair)

Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan Clr Kathy Sajowitz

Staff Alan Cairney, General Manager

Gary Wallace, Planning and Development Director Rodney Wallace, Acting Works and Engineering Director Lynette Safranek, Finance and Community Services Director

Sharon Swannell, Executive Coordinator Apologies Nil

3. DECLARATIONS OF INTEREST File No: Governance/Councillors/Declarations of Interest

Pecuniary - Nil

Non-Pecuniary Significant

- Councillor Gibbons declared an interest in item 06.01. Councillor Gibbons is related to the owner of one of the tenders.

Non-Pecuniary Less than Significant

- Nil

4. MINUTES OF PREVIOUS MEETING Finance Committee Meeting 14 May 2014 Minutes of the Finance Committee Meeting held on 14 May were accepted by Council at its Ordinary Meeting held on 20 May 2014, resolution number 11200514.

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Matters Arising from the Minutes Councillors requested an update regarding item 05.03 – Stores and Stocktake. Lynette Safranek advised that a stocktake has been conducted using the new procedures and discrepancies are much better. Lynette Safranek and Storeman, Neville Hawkins will be visiting Harden on Thursday 4 September to look at their stores process as they use the same program we are implementing.

5. REPORTS 05.01 DIVISION OF LOCAL GOVERNMENT – COMPARATIVE INFORMATION

File No: Government Relations/Local and Regional Liaison/DLG Author: Alan Cairney, General Manager Summary The Office of Local Government (OLG) has issued Comparative Information on NSW Local Government for 2012/13. The document is in a revised format (for the second year) from previous publications and provides members of the community with information on how each Council are performing and how this performance compares to that of other similar Councils. Moved: Doney Second: Lord That Report Item 05.01 is received as information. Carried 01 280814 05.02 INTRODUCTION TO FINANCE - COUNCILLOR TRAINING

File No: Governance/Meetings/Finance Committee Meeting Author: Lynette Safranek, Finance & Community Services Director Summary An Introduction to Finance in Local Government training was conducted by LG Professionals on Monday 4 August 2014 with most Oberon Councillors and management staff attending. Two Councillors and a staff member from Lithgow City Council also participated in the half day training. Moved: Morgan Second: Gibbons That Report Item 05.02 is received as information. Carried 02 280814

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05.03 RATING STRUCTURE AND FINANCIAL SUSTAINABILITY WORKSHOP

File No: Governance/Meetings/Finance Committee Meeting Author: Lynette Safranek, Finance & Community Services Director Summary A Councillor Workshop was held on 5 August 2014 to discuss proposals for changes to the Rating Structure and to consider Council’s Financial Sustainability. Further Workshops will be scheduled later in the year, during September to October 2014. Moved: Sajowitz Second: Lord That Report Item 05.03 is received as information. Carried 03 280814 05.04 CODE OF ACCOUNTING/FINANCIAL REPORTING UPDATE

File No: Governance/Meetings/Finance Committee Meeting Author: Lynette Safranek, Finance & Community Services Director Summary There are some changes to the Code of Accounting Practice and Financial Reporting for 2013/14. Moved: Sajowitz Second: Francis That report item 05.04 is received as information. Carried 04 280814 05.05 HERITAGE STRATEGY - RE-ESTABLISHING A HERITAGE FUND

File No: Governance/Meetings/Finance Committee Meeting Author: Gary Wallace, Planning & Development Director Summary Council’s Local Heritage Strategy for 2014-2017 proposes to re-establish a Local Heritage Fund. The Council’s Section 355 (Advisory) Heritage Committee has also highlighted re-establishing the Fund, and to access dollar for dollar funding from the NSW Heritage Grants. Moved: Doney Second: Gibbons That $5,000 is allocated for the re-establishment of a Local Heritage Fund and adjustments be made to the Operational Plan 2014/15 and included in the next Quarterly Budget Review Statement. Carried 05 280814

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05.06 GOLF CLUB DONATION FUNDING

File No: Governance/Meetings/Finance Committee Meeting Author: Lynette Safranek, Finance & Community Services Director Summary As part of the Annual Section 356 Donations, the Oberon Golf Club is provided with a $5,000 contribution towards Sewer Charges for the Golf Club House. The Golf Club have requested that the contribution be changed to be put toward the diesel usage at the Golf Club. Moved: Evans Second: Gibbons That the Annual Section 356 contribution for 2014/15 to the Oberon Golf Club, and for future years, be changed from a contribution towards Sewer Charges to a contribution for diesel usage at the Golf Club. Carried 06 280814 05.07 PROPERTY AND LAND DEVELOPMENT

File No: Council Properties/Land Development and Sales Author: Alan Cairney, General Manager Summary Providing an update on Council’s Residential and Industrial Subdivisions and other property. Moved: Lord Second: Francis That Report Item 05.07 is received as information. Carried 07 280814 05.08 POLICY REVIEWS

File No: Governance/Policies Author: Alan Cairney, General Manager Summary At the April Council Meeting a proposed project outline to have all Policy Reviews completed before the end of 2014 was presented along with a strategy involving each Department Director, and the General Manager, taking a shared responsibility for reviewing each Policy with the General Manager reporting proposed changes to Council.

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Moved: Lord Second: Morgan 1. That the following Policies be deleted and removed from the Policy Register and Council

Website: Policy Description / Number Summary of Reason for Deletion/Removal 2112 Staff Recruitment Deletion

This is an Operational Guideline and not a Policy.

3104 Noxious Weed Control Deletion Upper Macquarie County Council is the weeds authority and conditions are applied to Development Application approvals.

3105 Onsite Waste Water Management

Deletion Policy is legislated under the Local Government Act 1993.

3114 Electrical Services / Street Lighting

Deletion Intent of the Policy is captured in the Development Control Plan (DCP) and can be accommodated in any revised DCP.

2. That the following Policies be updated and amended as detailed within the report item. Policy Description / Number Summary of Update / Amendment 2118 Smoke Free Workplace Amendment

Updated Legislation references, noting “corporate responsibility” to support workers to quit smoking.

2201 Debt Recovery, Hardship Provisions & Writing off of Debts

Amendment Policy updated to include Payment Agreements and to outline procedures for debt recovery.

2403 Dealing with Unattended Children in the Library

Amendment (Addition) Policy is about unattended children, under 10 years of age.

3. That Council note the progress to date as detailed within the report item. Carried 08 280814 05.09 PEDESTRIAN ACCESS MOBILITY PLANS AND CYCLEWAY PLANS

File No: Roads/Design and Construction/Footpaths Author: Rodney Wallace, Acting Works Manager Summary Roads and Maritime Services encourage Councils to prepare a Pedestrian Access Mobility Plan (PAMP) and a Cycleway Plan as part of its Transport Strategy.

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Moved: Doney Second: McCarthy That Council:

1. allocate $10,000 from the 2014/15 Town Improvements funds to engage a Consultant to prepare a Pedestrian Access Mobility Plan (PAMP) in order to access 50/50 funding from Roads and Maritime Services, to improve disability access and;

2. prepare a Cycleway Plan to more effectively integrate Cycleways into Council’s Transport Strategy and the Oberon Community Strategic Plan;

3. seek to integrate footpath/walkway/cycleway components into Council’s Developer Contributions Strategies;

Carried 09 280814 Moved: McCarthy Second: Morgan That Council consult with Bathurst Regional Council, RMS and the Local Member about the proposed walkway/cycleway access from the O’Connell Public School across the Fish River as Council has been advised that students are currently using the bridge to cycle to school. Carried 10 280814

6. CLOSED SESSION / CONFIDENTIAL REPORTS Summary In accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. 06.01 TENDER T2014/6 – KERBSIDE WASTE COLLECTION CONTRACT

File No: Waste Management\WASTE\Garbage Contract Author: Gary Wallace, Planning & Development Director

This item is classified CONFIDENTIAL under Section 10A(2)(d) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: Section 10A(2) (d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the Council, or (iii) reveal a trade secret

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06.02 TENDER T2014/5 – OBERON SWIMMING POOL ROOF ENCLOSURE

File No: Planning & Development\Pool\Tender Author: Gary Wallace, Planning & Development Director

This item is classified CONFIDENTIAL under Section 10A(2)(d) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: Section 10A(2): (d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the Council, or (iii) reveal a trade secret

Moved: Francis Second: Morgan That: 1. Council resolve into Closed Council to consider business identified, together with any late

confidential reports tabled at the meeting.

2. Pursuant to Section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified as confidential under the provisions of Section 10A(2) as outlined above.

3. The correspondence and reports relevant to the subject business be withheld from access to the media and public as required by Section 11(2) of the Local Government Act 1993.

Carried 11 280814 Council moved into a Closed Session at 6.58pm, there were no members of the public present at this time. Councillor Gibbons declared an interest in item 06.01. Councillor Gibbons left the meeting at 6.58pm. 06.01 TENDER T2014/6 – KERBSIDE WASTE COLLECTION CONTRACT

File No: Waste Management\WASTE\Garbage Contract Author: Gary Wallace, Planning & Development Director Moved: Sajowitz Second: Lord That the Tender from Wayne White for $105,705.60 be accepted for the period 1 October 2014 to 30 September, 2015 for a Kerbside Waste Collection Service and that Contracts be prepared in accordance with the Tender documents. Carried 12 280814 Councillor Gibbons returned to the meeting at 7.01pm.

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06.02 TENDER T2014/5 – OBERON SWIMMING POOL ROOF ENCLOSURE

File No: Planning & Development\Pool\Tender Author: Gary Wallace, Planning & Development Director Moved: Doney Second: Morgan That the Tender from the Castlereagh Group for the alternate ‘C-section construction’ design, Option 3, be accepted for $304,920, subject to the Tenderer submitting an approved engineering certification for the design and; That further negotiation be held with the Tenderer to facilitate the installation of either fixed or moveable louvres, within the budgeted amount in the Operational Plan 2014/15. Carried 13 280814 Open Council resumed at 7.09pm. The Mayor advised that resolutions 12 280814 and 13 280814 were made by Council while the meeting was closed to the public. There were no members of the public present.

7. GENERAL BUSINESS The General Manager reminded Councillors to complete their Annual Disclosure Forms. The General Manager confirmed arrangements for the Councillor Roads Inspection which will be held on Thursday 4 Sept commencing at 10.00am. Clr Francis requested some signage to slow traffic through Burraga for the Burraga Sheep Show which is being held on Saturday 30 August 2014.

8. CLOSURE OF MEETING The Meeting closed at 7.22pm. The next Finance Committee Meeting of Oberon Council will be held on: Tuesday 4 November 2014 commencing immediately following the Works Committee Meeting in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.

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5. REPORTS 05.01 QUARTERLY BUDGET REVIEW STATEMENT – JUL TO SEP 2014

File No: Governance/Meetings/Finance Committee Author: Lynette Safranek, Finance & Community Services Director and David Mead, Finance Coordinator Summary The Quarterly Budget Review Statement (QBRS) is presented with variations shown for income and expenditure for the period from 1 July to 30 September 2014. Recommendation: That the Quarterly Budget Review Statements for the period ending 30 September 2014 be received and noted, and the revised Income & Expenses Budget and Capital Budget items be amended. Summary The QBRS FOLLOWS with variations shown for income and expenditure for the period from 1 July to 30 September 2014. The Quarterly Budget Review Statement has been converted into a format that meets the new requirements of the Office of Local Governments for the ‘Fit for the Future’ reform process. INCOME & EXPENSES BUDGET REVIEW STATEMENT Recommended changes are made up of the following: 1. Increase the RMS Block Grant by $14,000 for 2014/15 financial year made up of $12,000

Roads and $2,000 Traffic Components. 2. Reclassification of $476,000 of Grants to align with the audited Financial Statements. This

was caused by the new payment arrangements during 2014/15 financial year of the Financial Assistance Grants from the State Government.

3. An adjustment of $8,118 of Road Maintenance to capital. CAPITAL BUDGET REVIEW STATEMENT Recommended changes are made up of the following: 1. Increase in RMS Block Grant for the 2014/15 financial year of $14,000 made up of $12,000

Roads and $2,000 Traffic Components. 2. Successful Grant received for the Oberon Fitness Trail of $15,000 in 2013/14. Council is

required to match this Grant with a total cost of the project being $30,000. 3. Increase in Regional Road expenditure to match funding of $59,000.

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05.02 POLICY REVIEWS

File No: Governance/Policies Author: Alan Cairney, General Manager Summary At the April Council Meeting a proposed project outline to have all Policy Reviews completed before the end of 2014 was presented along with a strategy involving each Department Director, and the General Manager, taking a shared responsibility for reviewing each Policy with the General Manager reporting proposed changes to Council. Recommendation: 1. That the following Policies be deleted and removed from the Policy Register and Council

Website: Policy Description / Number Summary of Reason for Deletion/Removal 1109 Quarterly Budget Review Statements

Deletion repeats existing the statutory requirements

2. That the following Policies be updated and amended as detailed within the report item. Policy Description / Number Summary of Update / Amendment 2203 Pensioner Concessions Amendment

updated to remove retrospective claims

2402 Collection Development Amendment updating with new management practices.

NEW POLICY Workplace Surveillance

Amendment / New Policy Document the arrangements for Workplace Security & Monitoring plus Guidelines for employees.

3. That Council note the progress to date as detailed within the report item. Comment FOLLOWING are copies of the “draft” Policies with proposed changes. Once Policies are reviewed and updated they will be copied and registered in the Records/Document Management System, which will enable better Version Control of documents. 20/5/2014 Council Meeting 10 Deleted and 4 Amended Completed = 14 27/8/2014 Finance Committee 4 Deleted and 3 Amended Completed = 21 21/10/2014 Council Meeting 4 Deleted and 2 Amended Completed = 27 6/11//2014 Finance Committee - This review recommends 1 Policy to be deleted and removed from the Policy Register, and a further 3 Policies for update/amendment (including 1 new Policy) Progress to date (as at 10/10/2014) – Deleted = 18, Amended/New Policy = 9 Completed = 27


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CURRENT REVIEW (in the order which these appear on the PROGRESS TO DATE listing) Policy Number / Description date of last review

Summary of reason for Deletion or Amendment

1109 Quarterly Budget Review Statements 17 Augt 2010

Deletion This repeats the statutory requirements of the Local Government (General ) Regulation 2005 and the Code of Accounting Practice (has been amended).

2203 Pensioner Concessions 21 Sept 2012

Amendment updated to remove retrospective claims as this is impractical and difficult to check with other Councils.

2402 Collection Development 13 Nov 2007

Amendment updating with new management practices.

NEW POLICY Workplace Surveillance Amendment / New Policy This was submitted to 21 October Council Meeting and additional comments/wording included for Workplace Monitoring and Workplace Surveillance.

PROGRESS TO DATE This list shows the allocation of policies to each Departmental Director and/or General Manager and if a review has been completed or is outstanding. Responsibility Allocated (taken from website list) – showing policy items reviewed (completed)

Note: when Completed Policy Numbers are removed from the “Allocated” Row

Allocated GM for review

1101, 1102, 1112, 1113, 1114, 2102, 2104, 2107, 2114, 2115, 2208, 2501, 4205, 4207, Signs as Remote Supervision, 1118 (reallocated) New Policy / Guideline on Workplace Surveillance

GM completed 1103, 1120, 1204, 2105, 2106, 2111, 2112 Completed = 7

Allocated W&E Director

1205, 2120, 3113, 3503, 4101, 4104, 4105, 4109, 4110 & Attachment, 4201, 4206, 4401, 5105

W&E Director completed

Completed = NIL

Allocated P&D Director

3108, 3122, 3126 (not approved 20/5/2014), 3128, 3201

P&D Director completed

2202, 3104, 3105, 3110, 3117, 3119, 3202, 3303, 3602 Completed = 9

Allocated F&CS Director

1109, 2117, 2203, 2205, 2211, 2402, 4204

F&CS Director completed

1106, 2201, 2204, 2207, 2209, 2403 Completed = 6


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Allocated all EMT

2110, 2119, 4301, 1117 (reallocated)

all EMT completed Positive Working Relationships, 2118 Completed = 2

Allocated GM & F&CSD

1115, 1116, 1207, 2101,3403

GM & F&CSD completed

Completed = NIL

Allocated W&ED & P&DD

3114, 3124, 4102, 4103

W&ED & P&DD completed

3114, 3124 Completed = 2

Allocated W&ED & F&CSD

1206

W&ED & F&CSD completed

2206 Completed = 1

total completed = 27 ADDITIONAL COMMENT For the New Policy / Guidelines for Workplace Security & Monitoring, Workplace Surveillance and the Use of Surveillance Cameras and Mobile Devices – the purpose of the Policy is to document arrangements that is either in place or is being developed. An audit of the security devices has now been completed. There have a number of incidents that has prompted the preparation of this New Policy. Independently the General Manager has introduced changes for access to the Administration Centre and taken measures to authorise staff to use surveillance devices for operational purposes.

Notes:

Administration – Council Matters Policy 1109 – Quarterly Budget Review Statements

Page 1 of 2

Oberon Council – Policies & Procedures Manual

Quarterly Budget Review Statements

1. Intent of Policy The intent of this policy to adopt the relevant provisions of the Regulations as well as additional provisions that direct staff to provide additional information in Budget review statements and revision of estimates which are consistent with legislative requirements. 2. Scope of Policy This policy applies to the four quarterly review statements of a financial year prepared by the responsible financial officer.

Quarter 1 - as at 30 September

Quarter 2 - as at 31 December

Quarter 3 - as at 31 March

Quarter 4 - as at 30 June Relevant Statutory Requirements specific to this policy: Local Government Regulation 2005 (NSW) NSW Local Government Code of Accounting Practice 3. Guidelines Additional provisions The Quarterly Budget Review Statements for Quarters 1, 2 & 3 should include recommendations to achieve a ‘zero’ or ‘surplus’ result for the year.

Statutory provisions Local Government Regulation

202 Responsible accounting officer to maintain system for budgetary control

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.

Oberon Council – Policies & Procedures Manual Page 1 of 2 Administration – Council Matters Policy 1109 – Quarterly Budget Review Statements

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Administration – Council Matters Policy 1109 – Quarterly Budget Review Statements

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Oberon Council – Policies & Procedures Manual

203 Budget review statements and revision of estimates

(1) Not later than 2 months after the end of each quarter, the responsible accounting officer of a council must prepare and submit to the council a budget review statement that shows, by reference to the estimate of income and expenditure set out in the management plan that the council has adopted for the relevant year, a revised estimate of the income and expenditure for that year.

(2) A budget review statement must include or be accompanied by:

(a) a report as to whether or not the responsible accounting officer believes that the statement indicates that the financial position of the council is satisfactory, having regard to the original estimate of income and expenditure, and

(b) if that position is unsatisfactory, recommendations for remedial action.

3) A budget review statement must also include any information required by the Code to be included in such a statement.

Approving Authority Oberon Council Contact Director of Corporate Services Approval 8 July 2008: Item B11, Minute 37

17 August 2010: Item B26, Minute Revision Date 17 August 2012 Issue Date to Staff 24 August 2010 Reviewed 8 July 2008 - Reformatted

17 August 2010 – No Changes

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Corporate Services – Finance Policy 2203 – Pensioner Concessions

Pensioner Concessions in respect of previous years

1. Intent of Policy To prescribe how Council will deal with applications for pensioner concessions in respect of previous years. 2. Scope of Policy This policy applies to all applications under Division 1 of Part 8 of the Local Government Act for pensioner concessions. Relevant Statutory Requirements specific to this policy: Local Government Act 1993 (NSW) Other NSW Government policy provisions relevant to this policy: Council Rating and Revenue Raising Manual, Department Local Government, 2007 3. Guidelines

1. Pensioners will become eligible from the date the approved application form is received at the Council office (subject to 3 below).

2. Section 575(4) of the Local Government Act provides that rebates will be granted

from the next quarter immediately following the pensioner becoming an eligible pensioner.

3. Retrospective claims up to a period of seven (7) years will only be allowed where

substantive reasons are given for the pensioner not submitting a proper application at the time each previous year’s rates were levied, and conclusive proof is provided that the person was eligible for the period claimed. Such applications are to be in writing and assessed by the General Manager.

Approving Authority Oberon Council Contact Rates Clerk Approval 8 July 2008: Item B13, Minute 39

21 September 2010, Item B11, Minute 26 Revision Date September 2012Issue Date to Staff 1 October 2010 Reviewed 8 July 2008 - Reformatted

21 September 2010 – No changes

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Policy 2402 – Collection Development

Oberon Council - Policies and Procedures Manual Page 1 of 3

Collection Development Policy

1. Intent of Policy This policy provides a general framework and guidance for Library staff and others on collection development policy matters. It also provides staff guidelines for selection of resources in line with the library objectives, guidelines for the budget and for ongoing maintenance of the collection. 2. Scope of Policy This policy applies to the library collection of the Oberon Council Library 3. Guidelines Selection

Oberon Council Library will collect materials to suit the range of residents in the shire in terms of subject matter and style.

Provision will be made for user groups’ needs in terms of format. In the foreseeable

future an ePlatform service will be introduced. There is a large collection of talking books on cassette tape as well as CD, and audio visual titles on Video along with DVD.

The collection will balance the needs of various groups within the community. The

library manager will ascertain this by being aware of current trends, issues and interests locally and in the media and through consultation with patrons and community groups.

Patrons’ requests for items will be encouraged but decisions on purchases will

remain with the library manager.

Subscriptions of adult periodicals will be reviewed annually.

Newspapers will remain in the library. The Sydney Morning Herald and the Daily Telegraph will be retained for 6 months, the Oberon Review indefinitely.

Four young adult magazines will be purchased each month- choice in

consultation with this group.

Efforts will be made to purchase complete sets of serials.

Donations not suitable for the collection will be sold at the Friends of the Library book sales.

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4. Purchasing

Bulk purchases will be made from preferred booksellers. Patron requests and new releases will be purchased locally.

The short-listed books from the Children’s Book Council will be collected each year.

5. Initial processing

New items will be accessioned as a library priority. All items will be checked against invoices and stock item records to avoid unnecessary duplications before accessioning

Cataloguing will be carried out as soon as possible

Suitable items will be reviewed in the fortnightly library news and displayed in the

library each Thursday 6. Circulation

Patrons will be notified as soon as their requested new or reserved item becomes available.

Appropriate overdue letters will be sent fortnightly and the manager will endeavour to

contact delinquent borrowers by phone before passing their details on to council to seek redress. A borrowing ban will be placed on delinquent borrowers until items are returned or paid for.

Returns will be processed and returned to the shelves continually to increase the

availability of materials. Staff will maintain the neatness of stock on the shelves to enable items to be easily located.

Items returned damaged will be reported to the library manager who will take

appropriate action. Repairs will be carried out where practicable.

Bulk loan provisions will be organised by the manager to bodies such as schools and Hathaway Cottages.

Burraga School and Black Springs school will be visited by the manager 8 times per

year to provide a selection of suitable books and requested items.

Deliveries to the housebound will be carried out as requested. 7. Weeding

The collection will be continually weeded to maintain its suitability to the community. Decisions will be based on a combination of the following:

o Relevance of the subject matter

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o Currency of the information

o Borrowing history

o Condition of the item

o Availability of more suitable titles

Magazines will be retained for 18 months, except for Australian Geographic and Choice, which will be kept indefinitely.

Discarded stock will be dealt with according to instruction manual.

8. Donations

Donors will be thanked and asked if the item can go towards the Friends of the Library book sales if we don’t add it to our collection.

If suitable for the collection, the item will be checked against stock to prevent

duplication and processed as time permits.

Identification of former owners will be removed from items before they are processed for the collection.

Special items will be acknowledged as appropriate with a bookplate, e.g. donations

of new books.

Members of the Friends of the Oberon Library process donations for sale throughout the year.

Approving Authority Oberon Council Contact Library Manager Approval 13 November 2007: Item B2, Minute 20 Revision Date 13 November 2009 Issue Date to Staff 22 November 2007 Revision Date 28 October 2014

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NEW POLICY / PROCEDURE Workplace Security & Monitoring, Workplace Surveillance and the Use of Surveillance Cameras and Mobile Devices

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NEW POLICY / PROCEDURE WORKPLACE SECURITY & MONITORING, WORKPLACE SURVEILLANCE AND THE USE OF SURVEILLANCE CAMERAS AND MOBILE DEVICES 1. PURPOSE OF POLICY The purpose of this Policy is to document arrangements for Workplace Security & Monitoring, the responsible use of Workplace Surveillance; and Guidelines to employees about security and monitoring and for the use of surveillance cameras for operational purposes. Guidelines will also be issued for the use of other mobile devices, including cameras, mobile phones, iPhones, iPads, androids and other mobile devices, and the use of private mobile devices used during working hours. The Security measures, including Monitoring, and the use of Surveillance and other devices will not be used for the performance management of Council employees. 2. SCOPE OF POLICY This Policy and Guidelines will observe the requirements of the following legislation (as amended): Workplace Surveillance Act 2005 Surveillance Devices Act 2007 Other relevant documents are the Code of Conduct and the Local Government (State) Award. 3. GUIDELINES

i. WORKPLACE SECURITY ii. WORKPLACE MONITORING iii. WORKPLACE SURVEILLANCE iv. USE OF SURVEILLANCE DEVICES FOR OPERATIONAL PURPOSES v. USE OF OTHER MOBILE DEVICES

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3. GUIDELINES i. WORKPLACE SECURITY

Oberon Council has several workplaces where employees are accommodated. Appropriate Security Systems are to be in place at the following workplaces: Administration Centre Oberon Library and Community Centre Oberon Visitor Information Centre and Community Technology Centre Oberon Swimming Pool Safe Work Method Statements (SWMS) will be prepared by the Workplace Health & Safety Coordinator (WHSC) which will address procedures for the locking up of each workplace and the arming or activation of security systems. Before or during December each year these SWMS will be reviewed by the WHSC in conjunction with the General Manager, relevant Department Director and affected employees. The SWMS will also document nominated employees for “call-outs” at each location due to activation of security alarms. Appropriate Security Systems are to be in place at the locations listed below and separate SWMS will be prepared, noting that these areas also have security fencing. In general these locations have multiple workplaces and different arrangements for locking up of each workplace and for the security of plant and equipment. Oberon Works Depot Oberon Water Treatment Plant Oberon Sewage Treatment Plant Oberon Waste Facility Black Springs Rural Waste Facility Burraga Rural Waste Facility Oberon Animal Pound ii. WORKPLACE MONITORING

“Back to Base” monitoring of security systems is in place at these locations: Administration Centre Oberon Library and Community Centre Oberon Visitor Information Centre and Community Technology Centre Oberon Swimming Pool Oberon Works Depot Records for the arming and disarming of the security system at each location will be monitored on a regular basis by the General Manager and relevant Department Director. This will be used for the purpose of monitoring the effective use of the security systems in place.

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Fixed Security Surveillance Cameras are located at: Oberon Library and Community Centre Oberon Visitor Information Centre and Community Technology Centre Oberon Swimming Pool Oberon Works Depot Main Street (Oberon Street) – see separate Note below Oberon Common – see separate Note below These Fixed Security Surveillance Cameras are for the purpose of recording data on a storage device for retrieval purposes when there is a security breach or a reportable incident including theft, or injury to an employee or a member of the community. The definition of a reportable incident is one that is required to be reported to the General Manager or the NSW Police. A WORKPLACE SURVEILLANCE CAMERA NOTICE is to be displayed in a prominent location advising employees and the community that camera surveillance is in operation. A SWMS will be prepared by the WHSC addressing procedures for the use of the Fixed Security Surveillance Cameras and an AUTHORISATION signed off by the General Manager and relevant Department Director. The SWMS will also provide details of access to any data recorded on storage devices. Before or during December each year these SWMS will be reviewed by the WHSC in conjunction with the General Manager, relevant Department Director and affected employees. The SWMS will also document nominated employees for “call-outs” at each location due to activation of security alarms. Note - for the Main Street Security Surveillance Cameras located in Oberon Street appropriate CCTV Signage is to be displayed. The General Manager or an employee nominated by the General Manager will liaise with NSW Police about access to any data recorded on storage devices. A separate SWMS will be prepared with procedures for the use of the Main Street Security Surveillance Cameras. Note - for the Oberon Common Security Surveillance Cameras located near the amenities building adjacent to Edith Road appropriate CCTV Signage is to be displayed. The General Manager or an employee nominated by the General Manager will liaise with NSW Police about access to any data recorded on storage devices. A separate SWMS will be prepared with procedures for the use of the Oberon Common Security Surveillance Cameras. iii. WORKPLACE SURVEILLANCE There is to be no workplace surveillance of individual employees of Oberon Council and any misuse of surveillance cameras or other devices (see v. below) will be considered as a Code of Conduct breach and disciplinary procedures will be actioned by the General Manager. It is not intended to view any recorded data at any time other than determining if a security breach has occurred or for examining recorded data as a result of a reportable incident. The Security measures in place which includes the monitoring of security systems, and the use of Fixed or portable Outdoor Surveillance equipment and other devices will not be used for the performance management of Council employees.

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iv. USE OF SURVEILLANCE DEVICES FOR OPERATIONAL PURPOSES Outdoor Security Surveillance Cameras may be installed at the following locations for operational purposes as specified below: Oberon Animal Pound – prevention of tampering with surrendered or captured animals. Oberon Works Depot – prevention of theft of equipment, fuel & other materials, or vandalism. Nominated Worksites – prevention of theft of equipment, fuel & other materials, or vandalism. For the locations listed about a SURVEILLANCE CAMERA NOTICE is to be displayed in a prominent location and an AUTHORISATION signed off by the General Manager and relevant Departmental Director specifying the placement of the Surveillance Device and the times and dates of its intended operation. v. USE OF OTHER MOBILE DEVICES Employees may be issued with a mobile device for work use. These mobile devices include: digital camera iPhone, mobile phone, android phone or other device iPad or similar webcam (camera attached to a PC) other mobile devices (such as recording equipment) A separate SWMS will be issued about the use of mobile devices and address issues of safety for the use of these devices (eg not to use a mobile phone whilst driving a vehicle). Employees using mobile devices, including any personal/private devices (eg smart phone), with the capability of recording images and sound must not make a recording without consent from the subject (person) with respect to any image or sound (including conversation) proposed to be recorded. For practical purposes this can be a verbal agreement with an appropriate documented notation made by the employee that consent has been provided. The use of personal/private mobile devices by employees during working hours and for work purposes should be discouraged and Council issued mobile devices should be used instead.

Approving Authority Oberon Council

Contact General Manager

Approval 21 October 2014 Minute No

Revised:

Revision Date October 2016

Issue Date to Staff

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6. CLOSED SESSION / CONFIDENTIAL REPORTS Summary In accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. Set out below is Section 10A(2) of the Local Government Act 1993 in relation to matters which can be dealt with in the closed part of a meeting.

The matters and information are the following:

(a) Personnel matters concerning particular individuals (other than Councillors)

(b) The personal hardship of any resident or ratepayer

(c) Information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business

(d) Commercial information of a confidential nature that would, if disclosed:

(i) Prejudice the commercial position of the person who supplied it, or

(ii) Confer a commercial advantage on a competitor of the Council, or

(iii) Reveal a trade secret

(e) Information that would, if disclosed, prejudice the maintenance of law

(f) Matters affecting the security of the Council, Councillors, Council staff or Council property

(g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

(h) Information concerning the nature and location of a place or an item of Aboriginal significance on community land. There are no Closed Session Reports listed for Council’s consideration.

7. GENERAL BUSINESS

8. CLOSURE OF MEETING The Meeting closed at …. The next Finance Committee Meeting of Oberon Council will be held on: Tuesday 3 February 2015 commencing immediately following the Works Committee Meeting in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.

Documents

141024 Agenda and Business Papers Finance Committee … · 2015. 8. 26. · That Report Item 05.01 is received as information. Carried 01 280814 05.02 INTRODUCTION TO FINANCE - COUNCILLOR