Reports of the Corporate Governance Committee Meeting held at … · 2016-04-12 · Manly Daily, The Senior Newspaper, MICE.net magazine, The Sun Herald and Travel Daily Newsletter

Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 25 August 2009. APOLOGIES DECLARATIONS OF INTEREST Pecuniary Interests Non Pecuniary – Significant Interests Non Pecuniary – Less than Significant Interests ITEM TITLE PAGE

1. COMMUNICATIONS AND MARKETING 4

1.1 Proposed 2010 Governor Macquarie celebrations 4

1.2 Macarthur Regional Tourism Strategy - First Year Milestones 6

2. CORPORATE SUPPORT 10

2.1 Code of Meeting Practice 10

2.2 LGSA Subscription - 2009 - 2010 12

2.3 2008 Local Government Elections 19

2.4 Request for Assistance with Legal Costs 21

3. PROPERTY SERVICES 25

3.1 API NSW Excellence in Property Local Government Award 25

3.2 Grant of Easement for Padmount Substation to Integral Energy over Council land Lot 201 DP 573904, Victoria Road Macquarie Fields

27

4. FINANCIAL SERVICES 30

4.1 2008 - 2009 General Purpose Financial Report and 2008 - 2009 Special Purpose Financial Report

30

4.2 Expenditure Allocation Revote 33

4.3 Investment Report - July 2009 39

4.4 Monthly Rates Summary 42

4.5 Sundry Debtors Report 47

5. BUSINESS ASSURANCE 52

5.1 Workers Compensation Actuarial Report 2008 - 2009 52

6. HUMAN RESOURCES 55

No reports this round 55

ITEM TITLE PAGE

7. INFORMATION MANAGEMENT AND TECHNOLOGY 55


8. CUSTOMER SERVICES 55


9. GENERAL BUSINESS 55

13. CONFIDENTIAL ITEMS 55

13.1 Grant of Easements for Padmount Substation to Integral Energy at Hartford and Braeside Reserves, Glen Alpine

55

13.2 Grant of Easement to Integral Energy - Victoria Road, Macquarie Fields 56

13.3 Lease - Shop 1 Milgate Arcade, Queen Street Campbelltown 56

13.4 ARTC Temporary Occupation of Council Land off Farrow Road, Campbelltown for Construction of Southern Sydney Freight Line

56

13.5 Proposed Purchase Warby Street, Campbelltown 57

13.6 Contract of Sale of Council Land - Groundsel Avenue, Macquarie Fields 57

13.7 Glenquarie Shopping Centre Variations of Rights of Way and Easements 57

Corporate Governance Committee Meeting 25 August 2009 Page 3 13B1.1 Proposed 2010 Governor Macquarie Celebrations

Minutes of the Corporate Governance Committee held on 25 August 2009 Present Councillor P Lake (Chairperson)

Councillor F Borg Councillor A Chanthivong Councillor S Dobson Councillor G Greiss Councillor P Hawker Councillor A Rule Director Business Services - Mr M Sewell Director City Works - Mr J Hely Manager Assets and Supply Services - Mr G Mitchell Manager Business Assurance – Ms M McIlvenny Manager Communications and Marketing - Ms B Naylor Manager Information Management & Technology - Mr S McIlhatton Manager Corporate Support - Mr S Kelly Manager Customer Service - Mr I Hudson Manager Financial Services – Ms C Mears Manager Human Resources - Mr B Mortimer Manager Emergency Management - Mr J Dodd Manager Waste & Recycling Services - Mr P MacDonald Manager Operations - Mr K Lynch Manager Property Services - Mr J Milicic Manager Executive Services - Mr N Smolonogov Finance & Tax Accountant - Mrs C Gavin Executive Assistant - Mrs J Worden

Apology Nil Acknowledgement of Land An Acknowledgement of Land was presented by the Chairperson Councillor Lake. DECLARATIONS OF INTEREST Declarations of Interest was made in respect of the following item: Pecuniary Interest Councillor Chanthivong - Item 4.5 Corporate Governance Committee - Sundry Debtors Report - Councillor Chanthivong advised that he owns a number of Telstra shares and that he will vacate the room and take no part in debate nor vote on the matter.


1. COMMUNICATIONS AND MARKETING

1.1 Proposed 2010 Governor Macquarie celebrations

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To advise Council of proposed celebrations to recognise the bicentenary of Major-General Lachlan Macquarie’s governorship of NSW.

Report

2010 will mark the 200th anniversary of Governor Lachlan Macquarie's 12 year tenure as the fifth Governor of the colony of New South Wales. He was sworn in as Governor on 1 January 1810. The Honourable John Aquilina MP Leader of the House and Member for Riverstone has accepted the position of Chair of the Macquarie 2010 Bicentenary Celebration Committee. This Committee will oversee the State Government's involvement in the Bicentenary. The Committee's role will be one of overall leadership and coordination to achieve an appropriate celebration program that is meaningful and inclusive for the wider community. A key initiative of the Committee will be the development of an endorsement program to support community and institutionally/based activities. In 2008 Campbelltown joined other Macquarie Towns including Liverpool, Penrith, Hawkesbury and Bathurst to form a Macquarie Towns Committee with the view to developing a coordinated program of local events. The first of January 2010 will mark the 200th anniversary of Major-General Macquarie’s swearing in as Governor of NSW. To celebrate, staff are investigating ways of integrating the anniversary into Council’s 2010 calendar of events. This may include:

• Australia Day - performances, exhibitions or workshops with an historical theme • Ingleburn Festival - historical theme for the photography competition • Seniors Week - Glenalvon open day by the Campbelltown Airds Historical Society;

morning tea with guest history speaker • Heritage Festival - coach tour to view places of interest and those of historical

significance to Governor Macquarie • Riverfest - exhibitions or workshops with an historical theme


• Integrate the theme in the Festival of Fisher’s Ghost where appropriate around Governor

Macquarie • Glenalvon open day as part of the Street Fair • Governor Macquarie display at HJ Daley or Ingleburn Libraries, in conjunction with the

Campbelltown Airds Historical Society

Governor Macquarie has been recognised for transforming NSW from a penal colony into a dynamic and humane society and economy during his tenure as Governor from 1809 to 1822. Macquarie founded the town of Campbelltown in 1820 and named it after his wife’s maiden name, Campbell, a famous clan in Scotland. Many of the City’s suburb and street names reflect the Scottish ancestry of the couple. As planning for the celebrations as outlined continues Council will be kept informed.

Officer's Recommendation

That the information be noted. Committee’s Recommendation: (Rule/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 6 14b1.2 Macarthur Regional Tourism Strategy - First Year Milestones

1.2 Macarthur Regional Tourism Strategy - First Year Milestones

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To update Council on the Macarthur Regional Tourism Strategy, including the first year milestones achieved.

History

Council adopted the Macarthur Regional Tourism Strategy 2008 - 2011 in October 2008. This report expands on some of the key milestones achieved to date.

Report

The Macarthur Regional Tourism Strategy, a collaboration between Campbelltown City Council and Camden Council, provides a number of key objectives and actions to implement by the conclusion of the strategy including: • to establish the Macarthur region as a well recognised, well respected and desirable place to

visit, stay and explore • to enhance the image of the Macarthur region, and the experiences available within the

region, in order to appeal to a broader market • develop collaboration between all businesses directly and indirectly involved in tourism in

Macarthur to encourage: a) working together to promote the region b) sharing knowledge and experiences c) development of new and existing products d) development of product bundles and packaging themes e) joint funding of marketing initiatives

• to increase visitation to and length of stay within the region • to provide visitors with quality tourism experiences • to increase the contribution from the private sector to match or better the combined marketing

contribution by Campbelltown City Council and Camden Council. Key milestones achieved since the adoption of the strategy in October 2008 include:


Strategy 1.2 Develop Brand Macarthur Actions: • A minimum of one media release per month distributed to mainstream media travel editors.

The media releases have covered a broad spectrum of topics including the Macarthur region, attractions, events and tours. Articles and listings for events in the region have appeared in various newspapers and publications including the Sydney Morning Herald, Daily Telegraph, Manly Daily, The Senior Newspaper, MICE.net magazine, The Sun Herald and Travel Daily Newsletter. Additionally, Mike Smith, Travel Editor, Daily Telegraph, presented a segment on the Macarthur region on 2UE.

• Travel journalists and editors from various newspapers and publications have been encouraged to visit the Macarthur region on familiarisation weekends. Five journalists since April have toured the region including journalists from the Daily Telegraph, Sun Herald, Cumberland Newspaper Group, Fairfax Newspaper Group / Mature Traveller magazine and Senior Lifestyle newspaper ACT / Southern Highlands / South Coast.

• Lifestyle and travel shows have been encouraged to film various attractions and experiences within the region. Sydney Weekender filmed a segment on the Macarthur Food Safari Tours and the Arts Centre Café on Saturday 2 May (segment aired on Saturday 23 May). They will also be returning to film a segment on the Scenic Hills Billy Tea Rides on Friday 25 September.

Strategy 2.1 Attend relevant travel and trade shows to promote the Macarthur region and its vast array of experiences Actions: • A Macarthur stand at the Canberra Spring Home and Leisure Expo - targeting the day trip

and short break market from Canberra. • A Macarthur stand at the Sydney Backpackers and Adventure Expo - promoting the soft

adventure experiences in the Macarthur region including horse riding, sky diving, joy flights, go-karting and paintball.

• A Macarthur stand at the Trade Travel Expos in Sydney, Brisbane, Gold Coast, Melbourne and Canberra. Trade Travel is an organisation which coordinates and markets tours to seniors and Probus Clubs across Australia. Small group presentations on the Macarthur region, including a viewing of the Macarthur DVD, were conducted at each of these trade shows encouraging attendees to consider travel to the region.

• A 'Greater Sydney Tourism' stand at RSVP Expo - promoting the Macarthur region to the conference and incentive market.

• A Macarthur stand at the Sydney and Canberra Retirement and Lifestyle Expos - promoting group tours and day trips / short breaks to the seniors market.

Strategy 2.2 Develop the Macarthur Tourism Brand around positive and appealing attributes Actions: • Coordination of advertising and editorial features in key markets utilising a variety of media

including WIN TV advertising; editorial features in the Canberra Times, Illawarra Advertiser, Highlands to the Sea, Discover Greater Sydney; and advertising features in NRMA Open Road, NSW Recreation Yearbook and MICE.net magazine.

• The Macarthur Cookbook - a unique publication designed to promote the diverse range of quality restaurants in the Macarthur region. The cookbook features breakfast, lunch, dinner and dessert recipes supplied by local chefs. The aim of the book is to encourage people to try the recipes at home, and then visit the restaurants to experience the dishes the way the professionals make them. These books are now for sale at the Visitor Information Centre for $15.


Strategy 5.4 Greater use of the internet and improved search engine optimisation Actions: • Content on the Tourism Australia, Tourism NSW and Visit Sydney sites are reviewed and

updated bi-annually via changes made to the State Tourism Data Warehouse. • Refreshment of the Visit Macarthur website has been undertaken to match current branding

design, as well as an update of various functions to make the site more user friendly. Strategy 5.5 Develop initiatives to increase the Visiting Friends and Relatives market Actions: • Initiatives to encourage locals to explore the region include quarterly advertising in the In

Macarthur magazine, The Chronicles "Macarthur Living' quarterly feature, and a weekly 'Check This Out' segment in The Advertiser.

• A series of 'Wish you were here' postcards were developed showcasing the many attractions in the Macarthur region. The postcards were distributed with the rates notice to all households in Campbelltown, encouraging locals to send the postcards to friends and family members outside the region, inviting them to visit the Macarthur region.

Strategy 5.7 Develop internal touring routes Actions: • The Macarthur Scenic Drive Tour and Touring Route Map were developed in April 2009. The

tour features a mix of attractions, heritage sites and natural areas of interest. Strategy 6.1 Continue to provide quality information and service from the Visitor Information Centre Actions: • Information guides and publications completed by tourism staff including:

- Macarthur Group Tour Ideas Kit - mailed out to the database of group tour organisers and coach companies in NSW, also distributed at relevant trade shows.

- Macarthur School Excursion Ideas Kit - mailed out to the database of primary and secondary schools throughout NSW.

- Macarthur Conference and Weddings Guide - distributed to Professional Conference Organiser (PCO) database and at RSVP trade show.

• Group Tour bookings continue to be coordinated by Visitor Centre staff at a steady rate. • In addition to the tours already offered, a new tour has been developed. The 'Discover

Campbelltown' tour is a one and a half hour walking tour highlighting the heritage of Campbelltown CBD. The tour is held on the first Sunday of every month.

The Macarthur Regional Tourism Strategy and Action Plan 2008 - 2011 plays an essential part in increasing the destinational profile of the region, and ultimate success for tourism within Macarthur. The continued implementation of the actions and review of the plan on an annual basis will assist in the realisation of the key outcomes.


That the information be noted.


Committee’s Recommendation: (Dobson/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 10 15B2.1 Code Of Meeting Practice

2. CORPORATE SUPPORT

2.1 Code of Meeting Practice

Reporting Officer

Manager Corporate Support

Attachments

Draft Code of Meeting Practice (Distributed Under Separate Cover)

Purpose

To ensure Councils Code of Meeting Practice is consistent with the Local Government Act 1993, the Regulations and the Provisions of the model Code of Conduct.

Report

The Code of Meeting Practice addresses the format, method and conduct of Meetings of Council, its Standing Committees and its Sub Committees. Councils current Code of Meeting Practice was adopted in March 2006. The provisions of the Code are substantially based on the Local Government Act and Regulations governing the conduct of meetings. In June 2008 the Department of Local Government issued a new model Code of Conduct which included changes to the manner that Declarations of Interest are to be made at Committee and Council meetings. In September 2008 amendments were made to the Local Government Act 1993 requiring the General Manager to record which Councillors vote for and against each planning decision of the Council. Following the adoption of Councils Code of Conduct in February 2009 and the commencement of the changes to the Local Government Act 1993 regarding planning decisions procedures have been established for the declaration of pecuniary, significant non-pecuniary, and less than significant non pecuniary interests. Further additional procedures have been implemented in regards to the recording of voting on planning decisions. Clauses have been included in the draft Code of Meeting Practice to cover these matters. The proposed code will cover all Council, Standing Committee and Sub Committee meetings. A copy of the amended code will be forwarded to all members of Council Sub Committees.

Corporate Governance Committee Meeting 25 August 2009 Page 11 15B2.1 Code Of Meeting Practice

Meeting procedures contribute to good public decision making and increases Councils transparency and accountability to its community. While legislation sets out certain procedures that must be followed in Council and Committee meetings this proposed Code of Meeting Practice sets out the standards for decision making and behaviour expected by the community.


1. That the draft Code of Meeting Practice be adopted. 2. That copies of the Code of Meeting Practice be distributed to all members of Councils Sub

Committees. Committee’s Recommendation: (Rule/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 12 16b2.2 Lgsa Subscription - 2009 - 2010

2.2 LGSA Subscription - 2009 - 2010

Reporting Officer


Attachments

Copy of Letter from Local Government and Shires Association NSW

Purpose

For Council to consider the Local Government and Shires Association response to Councils concerns regarding the 8% increase in subscription fees for 2009/2010.

History

Council at its meeting held on 12 May 2009 considered a report relating to an increase in subscription fees to the Local Government and Shires Association for 2009/2010 and resolved as follows:

That Council write to the Local Government and Shires Association of NSW expressing concern regarding the 8% increase proposed for the 2009/2010 financial year and encouraging the Association to pursue alternatives in providing services.

Report

Correspondence has now been received from the Local Government and Shires Association in response to Councils letter expressing concern regarding the 8% increase in subscription fees for 2009/2010. The correspondence from the Association highlights their current financial position and the impact that the global economic crisis has had on their investment income. The Association is well aware of the financial pressures Councils are under and the significant pressure from external parties with major planning changes, increases in superannuation contributions, election costs and the introduction of the integrated planning and reporting program. Membership of the Association brings with it significant benefits, which include:

• Information and advice about current developments in government • Monitoring of legislative and other developments to ensure they do not adversely affect the

interests of Local Government • Promotion of policies developed at conferences and in expert forums to governments,

government agencies and a wide range of industry and business organisations


• General information to inform the public about the range and functions of councils • Information and advice about employment-related matters • Information and advice about council management and legal matters • Representation in industrial disputes and award matters • Networking and professional development opportunities for councillors • Access to high-quality, cost-effective training programs delivered by presenters who know

Local Government • Technical, promotional and reference publications • Training, seminars and specialised workshops and forums on issues of current interest • Executive selection and management services • Access to discounts and special purchasing schemes

Membership of an industry wide lobby group such as the Association provides benefits and a level of protection to all member Councils and it is recommended that payment of the 2009/2010 subscription fees be forwarded to the Association.


That Councils subscription fee of $50,576 for the 2009/2010 financial year be forwarded to the Local Government and Shires Association. Committee’s Recommendation: (Rule/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Addendum: (Lake/Matheson) 2. That Council write to the Local Government and Shires Association expressing concern

regarding the 8% increase in this years subscription fees. Council Resolution Minute Number 228 That the Officer's Recommendation incorporating the addendum be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 14 16b2.2 Lgsa Subscription - 2009 - 2010 ATTACHMENT 1





Corporate Governance Committee Meeting 25 August 2009 Page 19 17b2.3 2008 Local Government Elections

2.3 2008 Local Government Elections

Reporting Officer


Attachments

Nil

Purpose

To advise Council of Campbelltown's participation in the Inquiry into the 2008 Local Government Elections currently being undertaken by the Joint Standing Committee on Election Matters.

History

In 2005 the "Council for the Cost and Quality of Government" reviewed the New South Wales Electoral Commission and identified a number of issues relating to the conduct of Local Government Elections. The review, amongst other things, identified that the Commission was not conducting such elections on a full cost recovery basis. The Commission appointed independent auditors to review the pricing structure and to recommend a new structure based on a full cost recovery method. In June 2007 the Commission advised Council that they had estimated that the cost to Campbelltown for conducting the 2008 Local Government Elections would be $649,400. This figure was later revised by the Commission to $593,000. In August 2008 the Electoral Commission invoiced Council for 85% of the estimated cost which amounted to $504,100. Correspondence has now been received from the Electoral Commission advising Council of the final cost. In the case of Campbelltown the total cost for the 2008 Local Government Elections amounted to $483,500. This amount was $165,900 less than the original estimate provided by the Commission in June 2007.

Report

In April 2009 the Premier advised that the cost and conduct of the 2008 Local Government Elections had been referred to the Joint Standing Committee on Election Matters for inquiry and encouraged Councils to make submissions to the Committee. Council at its meeting held 12 May 2009 resolved to prepare a submission on the cost and conduct of the 2008 Local Government Elections to the Joint Standing Committee. Correspondence has now been received from the Joint Standing Committee thanking Council for their submission and requesting Council to appear before the Committee to give evidence to the Inquiry. Councils Director Business Services will represent Council before the Committee.

Corporate Governance Committee Meeting 25 August 2009 Page 20 17b2.3 2008 Local Government Elections

This process will be as a part of a round table discussion with two other metropolitan Councils. Campbelltown Council will have the opportunity to make an opening statement to the Committee and then be available to answer questions from members of the Joint Standing Committee.


That the information be noted. Committee’s Recommendation: (Dobson/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 21 18B2.4 Request For Assistance With Legal Costs

2.4 Request for Assistance with Legal Costs

Reporting Officer


Attachments

Letter from Local Government Association

Purpose

To consider a request from the Local Government Association for assistance with legal costs incurred by Berrigan Shire Council.

History

The Local Government Association has adopted a policy and criteria when seeking financial contributions from Councils to assist individual Councils in their legal costs for matters that have a specific relevance to Local Government generally.

Report

The Local Government Association has written to Council seeking assistance in respect of legal costs incurred by Berrigan Shire Council in defending an appeal in the Land and Environment Court. Berrigan Shire Council had refused a Development Application that sought to subdivide two existing rural lots to create two alternative lots. The applicant filed a Class 1 application with the Land and Environment Court seeking to review the merits of Councils refusal and Council elected to defend the appeal. Council maintained that defending this application was paramount to ensuring the avoidance of land owners along the Murray River seeking to consolidate smaller parcels of land adjacent to the river for the purpose of creating dwelling entitlements. Council argued that this has significant implications for all Councils because if the appeal were to be successful it would of created a range of uncertainty for Councils and would have opened the floodgates on similar applications which would result in detrimental impact on the riverine environment. Although Council was successful in the matter the Court ordered that each party pay their own costs. Berrigan Shire Council incurred the sum of $66,848.62 in defending its position. The Joint Committee of the Associations have considered that the significance of this decision and decided that it was sufficiently important to all Councils to warrant the giving of support. Councils contribution calculated in accordance with the formula used by the Association is $821.96.


It has been Councils practice in the past to support actions that affect Local Government generally and as this action does have relevance to Campbelltown it is recommended that Council contribute to the legal costs in this matter.


That Council support Berrigan Shire Council and forward a contribution of $821.96 toward legal expenses as requested by the Local Government Association. Committee’s Recommendation: (Chanthivong/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 23 18B2.4 Request For Assistance With Legal Costs ATTACHMENT 1


Corporate Governance Committee Meeting 25 August 2009 Page 25 19B3.1 API NSW Excellence In Property Local Government Award

3. PROPERTY SERVICES

3.1 API NSW Excellence in Property Local Government Award

Reporting Officer

Manager Property Services

Attachments

Nil

Purpose

To advise that Campbelltown City Council has won the Australian Property Institute NSW Excellence in Property (Local Government Award) for the Ingleburn Library and Community Centre.

Report

The Australian Property Institute (API) NSW Excellence in Property Awards recognises outstanding achievement in the property profession and or the built or natural environment in NSW. These awards which are now in their 12th year acknowledge the efforts of individuals and/or teams and showcase excellence within the industry. The award won by Council acknowledges an individual or local government organisation (in this case Campbelltown City Council) in delivering or influencing the delivery of a completed project that contributes to the local community. A submission was presented which identified that Council had delivered a new community space incorporating the historic aspects of the School of Arts building façade in a new modern equipped community hall and library together with the redevelopment of Hallinan Park. The submission also identified that the project had delivered several important environmental savings through initiatives such as water harvesting, sensor lighting and the use of natural trees inside the library building to assist in improving air quality.

Corporate Governance Committee Meeting 25 August 2009 Page 26 19B3.1 API NSW Excellence In Property Local Government Award

The award was presented to Council at the Annual API NSW Kiparra Day on 7 August 2009 where Campbelltown City Council was presented as the winner of the API NSW Excellence in Property Local Government Award. It is intended that the award will be displayed in the Ingleburn Library.


That the information be noted. Committee’s Recommendation: (Dobson/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 27 20B3.2 Grant Of Easement For Padmount Substation To Integral Energy Over Council Land Lot

201 DP 573904, Victoria Road Macquarie Fields

3.2 Grant of Easement for Padmount Substation to Integral Energy over Council land Lot 201 DP 573904, Victoria Road Macquarie Fields

Reporting Officer

Manager Property Services

Attachments

Locality Plan

Purpose

To seek Council approval to the grant of an electricity easement for padmount substation and electricity supply to Integral Energy over Council land at the corner of Canterbury Road and Victoria Road, Macquarie Fields to service the skate park and tennis court development.

Report

In order to obtain service authority consent for supply of an electricity service to the skate park and tennis court development at Macquarie Fields an electricity design plan has been submitted to Integral Energy. Integral Energy has identified that a new padmount substation (No.28032) is required to be installed on Councils land in order to supply power to the lighting on the site. In order to satisfy Integral Energy requirements Council is required to grant Integral Energy an easement for padmount substation and electricity supply at no cost. An easement area of 2.75m x 5.5m (total area of 15.2 sqm) is required to be granted over Council land being Lot 201 DP 573904 to Integral Energy which may include an additional restriction zone if required. Councils land subject to the skate park and tennis court development is zoned 6(a) Local Open Space and classified as community land. The provisions of Section 46 of the Local Government Act 1993 allows Council to create easements over community classified land for public utility purposes. It should be noted that the easement is proposed to be granted to Integral Energy at no cost (nil compensation) on the basis that the easement is required to service a Council development of its own land. Council as the developer would also be required to pay any costs associated with the creation, registration and grant of easement.


201 DP 573904, Victoria Road Macquarie Fields

Accordingly it is recommended that Council approve the grant of easement to Integral Energy for padmount substation and electricity purposes at no cost in order to facilitate power supply to the skate park and tennis court development.


1. That Council grant an easement for padmount substation and electricity purposes to Integral Energy upon Lot 201 DP 573904 at no cost.

2. That all documentation associated with the granting of electricity easement be executed

under the Common Seal of Council. Committee’s Recommendation: (Rule/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.


201 DP 573904, Victoria Road Macquarie Fields ATTACHMENT 1

Corporate Governance Committee Meeting 25 August 2009 Page 30 21B4.1 2008 - 2009 General Purpose Financial Report And 2008 - 2009 Special Purpose

Financial Report

4. FINANCIAL SERVICES

4.1 2008 - 2009 General Purpose Financial Report and 2008 - 2009 Special Purpose Financial Report

Reporting Officer

Manager Financial Services

Attachments

Nil

Purpose

Council is required to form an opinion relating to its General Purpose Financial Report and resolve to refer the accounts for audit as per Section 413(2c) of the Local Government Act, 1993.

Report

In accordance with Section 413(1) of the Local Government Act, 1993 Council must prepare financial reports for each year and must refer them for audit as soon as practicable after the end of that year. The 2008-2009 General Purpose Financial Reports and Special Purpose Financial Reports have been completed and the external auditor contacted to commence the end of year audit. Section 416 of the Local Government Act, 1993 stipulates Council's financial reports for the year must be prepared and audited within the period of four months after the end of each year. Council is then required to conduct an Annual General Meeting to present the audited financial reports, together with the auditor’s reports to the public not more than five weeks after receipt of the auditor’s reports. The Annual General Meeting has been scheduled for 6 October 2009. The original budgeted operational result for the 2008-2009 financial year estimated a surplus of $3.869m after capital grants and contributions. The actual operational result was a surplus of $8.153m after capital grants and contributions. The variations contributing to the operational result include $2.2m advance payment of the Financial Assistance Grant, $2.0m final instalment of Campbelltown Sports Stadium Grant and $1.055m first grant instalment for redevelopment of Coronation Park Netball Complex. Depreciation of Councils fixed assets has increased over the previous years actual by $2.8m. This is directly attributable to asset revaluations in accordance with Australian Accounting Standard (AASB) 116. The change to Australian Accounting Standards require assets to be revalued at fair value using market-based evidence, where available, by appraisal that is undertaken by professionally qualified valuers. Assets identified to experience insignificant changes in fair value each year need only be revalued every three to five years. The details of original budget variations are reported in Note 16 to the General Purpose Financial Reports.


Financial Report

Note 13 to the General Purpose Financial Reports provides several financial performance measures of Council for the year. An indicator highlighted is the unrestricted current ratio, which assesses the adequacy of Council’s working capital and the ability to satisfy obligations in the short term as they fall due from unrestricted activities. The ratio has reduced as at 30 June 2009 to 2.29:1 when compared to the previous year of 2.56:1. It should be noted that Ingleburn Community Centre with a total construction cost of $10m has been fully funded from Council’s operational funds requiring no external borrowings and this has had a direct impact on Council’s ratio. To maintain the ratio above the benchmark of 2:1 is an outstanding result reflecting Councils commitment to budgeting for a surplus over a number of years. The original budget predicted a funded surplus of $200,000 which was required to be adjusted through quarterly financial reviews to $120,000 surplus. The actual funded result was a surplus of $174,029, an excellent outcome for Council in light of the current vulnerabilities surrounding both the domestic and international economic climate. This result has also enabled carry over works of some $22m to be revoted by Council in the coming round. This achievement was attributable to a combined effort from all divisions and their sections in ensuring budget estimates were maintained while programs, activities and services still delivered. Also noted is the significant effort from all staff to ensure end of year accounts were prepared and referred to audit within the Legislative Guidelines considering the significant resources required to comply with the staged transition to fair value accounting for property, plant and equipment. The 2008-2009 Financial Reports have been prepared in accordance with the Local Government Act, 1993, the regulations made there under, Australian Equivalents of the International Financial Reporting Standards and professional pronouncements, the Local Government Code of Accounting Practice and Financial Reporting and the Local Government Asset Accounting Manual. These statements are considered to fairly present Council’s financial position and operating result for the period. Council is now required to refer the Financial Reports to its external auditor, Morse Group for audit. Council is also required to convene an Annual General Meeting within five weeks of receipt of the Auditor’s Reports and as reported above will be held on 6 October 2009.


1. That the 2008-2009 General Purpose Financial Reports and the 2008-2009 Special Purpose Financial Reports be referred to audit.

2. That the Mayor, Deputy Mayor, General Manager and Responsible Accounting Officer sign

the statements as required by Section 413(2) of the Local Government Act, 1993. 3. That the audited results of the financial year be presented to Council at an Annual General

Meeting to be held on 6 October 2009.


Financial Report

Committee’s Recommendation: (Chanthivong/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 33 22b4.2 Expenditure Allocation Revote

4.2 Expenditure Allocation Revote

Reporting Officer


Attachments

Listing of recommended revote of works from 2008-2009 financial year.

Purpose

To advise Council of the revote of funds for works incomplete as at 30 June 2009.

Report

In accordance with Clause 211(3) of the Local Government (General) Regulation 2005 expenditure authorisations relating to projects not commenced lapse at the end of each financial year. There were also a number of works where contracts span over consecutive years, or where Council staff had commenced projects prior to the end of June 2009. These funds were within Council's budget for 2008-2009. Attached to this report is a list of works for which a funding revote has been requested, following discussions with senior staff from each Division, for Council's consideration. The total funds required from the 2008-2009 financial year are $21,993,733. The amount of revoted works requested is an increase from the previous two years with the total for 2007-2008 being $21,106,102 and $6,540,744 from 2006-2007. It is noted that this year's revote request is substantially higher than usual. This is due to one-off projects that extend beyond the 2008-2009 financial year such as the $8 million grant received for the upgrade of Campbelltown Sports Stadium, $1.5 million Urban Sustainability grant and the projects funded from the Federal Government Stimulus Package grant. The circumstances of the revoted funds this year are detailed below: Major projects incomplete at the end of the financial year:

• Environmental Study-Urban Sustainability • Consolidated LEP • Arts Centre Extension • Civic Centre Refurbishment • Sport & Recreation Projects • Campbelltown Sports Stadium Upgrade • Flood Mitigation Works • Stormwater Management Projects • Major/Minor Works Program • Various S94 Projects • Information Management & Technology Projects


Large grants/contributions received late in the year:

• Community Options Projects • Regional Local Community Infrastructure Projects • Coronation Park Redevelopment

Projects yet to commence:

• Land Acquisition A number of minor projects were not completed at the end of the financial year, however have now been finalised or are nearing completion. While every effort is made to complete projects within the budgetary year, circumstances arise which prevent this from occurring. The sources of funding for revoted projects are as follows:

• Revenue (committed works reserve) $2,877,843 • Other Reserve Funds $760,593 • Loans $3,355,509 • Grants $13,565,941 • Contributions $1,433,847

All funds must be expended on the project that they were originally allocated to and in accordance to the terms and conditions of the source of funding. Details of the major projects are outlined below: Environmental Studies - $2,383,998 This revote is for a number of consultant studies. The predominant program is the Urban Sustainability Grant funded by the New South Wales Environmental Trust. This Grant is for an amount of $2m and spans over multiple financial years. The revote list comprises: Environmental Studies – Urban Sustainability $1,837,652 Georges River Combined Councils Committee $13,437 Environmental Studies - Biodiversity Strategy $19,395 Consolidated LEP $389,150 Edmondson Park S94 Plan Preparation $24,325 Sustainable Environment-Golf Course Study $49,975 Campbelltown, Macquarie Fields, Ingleburn Masterplan $5,731 Glenfield Master plan $19,333 Park Central Plan of Management $25,000 TOTAL $2,383,998 Community Options Programs - $433,935 This revote is for a number of programs facilitated by the Community Options Section. The projects are either ongoing or are new and yet to commence. The revote list comprises: Community Options - NSW Health Funding - Surplus funding from 2007-2008 plus remaining surplus from previous years. It is expected that funding will be spent on additional clients and on-costs to support the Project until complete.


Arts Centre-Extension - $707,480 These funds have been set aside for the commencement of the Arts Centre extension following the bequeathed funds from John Marsden. The funds consist of the bequest, grant funds and Council Funds. Arts Centre Projects - $205,222 The Arts Centre has a number of on-going projects that will commence or be completed early in the new financial year. Healthy Lifestyles Projects - $187,800 The Healthy Lifestyles Section has provided a favourable budget result for 2008-2009. This has enabled completion of several community projects such as the Hurley Park upgrade, Milton Park lighting and Victoria Park lighting. Department of Sport & Recreation Projects - $428,202 Council receives part funding from the Department of Sport & Recreation as well as club contributions for various projects to develop Council's sporting fields. A number of these projects are continuing into the next financial year, the main project being the Sarah Redfern Playing Fields. Coronation Park Redevelopment - $1,046,442 Council received the first grant instalment of $1,055,000 in June 2009 to part fund the redevelopment of the Coronation Park netball complex. These works have recently commenced and these funds will be required to complete the project. Campbelltown Sports Stadium Redevelopment - $7,726,370 Council has received funding from the Federal Government to fund the redevelopment of the Sports Stadium. The final payment of $2,000,000 was received in May 2009. Works have commenced following the conclusion of sporting commitments at the facility. Campbelltown Sports Stadium Water Harvesting - $350,000 These funds are for the Sports Stadium Grandstand Water Project and includes harvesting facilities to both the Football and Athletics areas. The project includes stormwater infrastructure that will capture up to 230,000 litres from the Western Grandstand and 200,000 litres from the Eastern and Athletics Grandstands. The harvested water will be utilised to irrigate the main playing surfaces and reticulate water to the Athletics' Grandstand toilet facilities. Community Infrastructure Projects - $1,579,384 Grant funds were received late in the 2008-2009 financial year to funds works under the Federal Government's stimulus package. These works have now commenced with a due date of completion prior to 30 September 2009. Macquarie Fields Skate Park - $432,547 Section 94 funds have been restricted for the completion of the skate park at Macquarie Fields. The works have commenced and projected to be completed in the current financial year. Civic Centre-Building Refurbishment - $422,000 Funds are required for the refurbishment of the Customer Service Counter in the Civic Centre, as well as the resealing of the roof membrane and renewal of the ceiling lights of the Civic Centre.


Section 94 Projects - $448,758 These funds are required for a variety of projects under the current Section 94 plans which were incomplete as at the end of the financial year. Works included John Kidd Reserve, community building and car parking works. Land Acquisition - $2,425,900 Funds were set aside for strategic purposes that are subject to ongoing negotiations with the current property owners. These properties are located within the Ingleburn and Campbelltown CBD's. The property located in the Campbelltown CBD has been identified as a property that may not be purchased within the foreseeable future and therefore funds set aside for the proposed acquisition will be considered for reallocation in the September financial review. Flood Mitigation Study - $158,700 The second phase of the Flood Study is to commence after the community consultation program. Council is anticipating significant grant funding in the future which will require matching Council funds on a dollar for dollar basis. Flood Mitigation Works/Drainage - $286,343 Works are continuing on flood detention basins. In addition there are surplus funds from previous projects that have come in under budget. These funds will be incorporated with the next round of Flood Mitigation works. Stormwater Management Projects - $192,292 Funds are for the completion of various stormwater re-use and re-cycling schemes. Works have been delayed due to new design concepts and other factors. A works program is in place for the balance of funds which were received in 2008-2009. Major Works Program - $1,068,564 Funds are required for the completion of works at Narellan/Gilchrist Intersection, CBD lighting upgrade, Farrow Road car park, and Narellan Road pedestrian overbridge. Also there are a number of smaller projects that are nearing completion. Minor Works Program - $284,376 Funds are for a variety of safety and amenity projects, including footpath baulks, PAMP program, Operation Bounce back, bus shelter relocations and car parking. Information Technology Projects - $187,000 These funds are required to complete the development of the Corporate Software suite and associated hardware to support Council's business activities, particularly the areas of customer service, electronic archiving and network speed.


Summary It should be noted that the major contributing projects to the revote total are subject to funding through grants. The combination of these projects amounts to $13m of the proposed $22m carry over. The balance of $9m represents approximately 7.5% of total annual expenditure which is considered satisfactory.


That the works listed in the attachment, which were originally funded in the 2008-2009 budget and subsequent financial reviews, be reallocated for expenditure during the 2009-2010 financial year. Committee’s Recommendation: (Rule/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 38 22b4.2 Expenditure Allocation Revote ATTACHMENT 1

L

Listing of Recommended Revote of Fundsfrom 2008/09 Financial Year

Cost Centre Description Loans Grants Contribs Reserves Revenue TOTA1125 Compliance Services Projects 0 0 0 0 5,900 5,9001220 Environmental Projects 0 26,313 0 0 13,301 39,6141220 Environmental Studies 0 1,934,096 41,357 2,301 406,245 2,383,9981530 Airds/Ctown Family Centre 0 26,211 0 0 0 26,2111560 Children's Services Projects 0 56,341 0 0 115,000 171,3411680 Community Options Programs 0 434,840 0 0 9,095 443,9351700 Community Services Projects 0 53,680 0 0 10,900 64,5801735 Youth Services Projects 0 17,779 0 0 20,000 37,7791790 Arts Centre Extension 0 68,840 350,000 0 288,640 707,4801800 Arts Centre Projects 0 179,222 0 0 26,000 205,2221890 Healthy Lifestyles Projects 0 0 0 0 187,800 187,8001935 Department Sport & Recreation Projects 73,870 215,615 92,017 0 46,700 428,2022020 Library Services Projects 0 0 0 0 48,000 48,0002235 Assets Services Projects 0 0 0 0 111,485 111,4852320 RFS Renovatrion/Hazard Reduction 0 157,530 0 0 27,000 184,5302440 Coronation Park Redevlopment 0 1,046,442 0 0 0 1,046,4422505 Ctown Sports Ground-Redevelopment 0 7,726,370 0 350,000 37,121 8,113,4912435 Community Infrastructure Projects 0 1,222,884 13,000 0 343,500 1,579,3842503 Macquarie Fields Skate Park 0 0 432,547 0 0 432,5472515 Civic Centre - Refurbishment 0 0 0 198,000 224,000 422,0002585 Ingleburn Community Centre 0 0 0 0 48,780 48,7802820 Section 94 Projects 0 0 448,758 0 0 448,7582989 Land Acquisition 2,425,900 0 0 0 0 2,425,9003010 Flood Mitigation Study 0 0 0 0 158,700 158,7003025 Flood Mitigation & Drainage 152,423 133,920 0 0 0 286,3433027 Stormwater Management 0 0 0 192,292 0 192,2923035 Cycleway Construction 63,584 65,607 0 0 0 129,1913050 Major Works Program 456,478 54,151 25,106 0 532,829 1,068,5643055 Minor Works Program 183,254 96,456 4,666 0 0 284,3763063 Road Safety Officer Projects 0 23,863 26,395 0 11,372 61,6303080 Technical Services Projects 0 0 0 18,000 0 18,0003093 Cultural Conflict 0 25,781 0 0 0 25,7813215 Mayoral Ball 0 0 0 0 18,476 18,4763915 Information Technology Projects 0 0 0 0 187,000 187,000

3,355,509 13,565,941 1,433,847 760,593 2,877,843 21,993,733

Funding Source

Corporate Governance Committee Meeting 25 August 2009 Page 39 23b4.3 Investment Report - July 2009

4.3 Investment Report - July 2009

Reporting Officer


Attachments

Investment Portfolio Performance – July 2009

Purpose

To provide a report to Council, outlining performance of the investment portfolio for July 2009.

Report

Council invests any surplus funds that become available through the financial instrument designated by the Ministerial Order from the Department of Local Government. The Local Government Act 1993 and Financial Management Regulations require a monthly investment report be presented to Council. Council's Investment Portfolio as at 31 July stood at approximately $67m. Funds are currently being managed both by Council staff and Fund Managers and are in accordance with the Local Government Act 1993, Financial Management Regulations and Council’s Investment Policy. Monthly Performance The return for the entire portfolio, on an annualised basis was 4.05%. This reflects an out performance of the bank bill index benchmark, which returned 3.18%. Funds directly invested returned 4.12% for the month.

Rolling Year to Date (annualised) Return July

Council Managed Funds 5.89 %

Local Government Fixed Out Cash Fund 5.41 %

Local Government Ethical Fund 5.40 %

Benchmark: 90 Day Bank Bill Index 4.94 % Council’s credit exposure shows 51% of investments placed with institutions rated AAA to AA-, 44% in institutions rated A+ to A and 5% in institutions rated A- to BBB-. All investments are placed with Approved Deposit Taking Institutions who meet the eligibility for the government wholesale funding guarantee. The current composition of the portfolio is 25% managed funds, 62% direct council managed term deposits, 12% in floating rate notes and 1% in offset facilities.

Corporate Governance Committee Meeting 25 August 2009 Page 40 23b4.3 Investment Report - July 2009

During the month funds under management with Treasury Corporation were terminated as a result of performance that has been below the benchmark over several months. These funds were subsequently reinvested in a Commonwealth Bank floating rate note maturing in 2014 at a trading margin of 145 basis points over the 90 day bank bill index. Economic Outlook The Reserve Bank left the cash rate on hold for the fourth consecutive month in August at its present level of 3%, sighting that the present setting of monetary policy is appropriate given the circumstances of the Australian economy, specifically the recent economic stimulus packages and increased consumer confidence data. Reserve Bank Governor Glenn Stevens indicated in his monetary policy statement that the Board will continue to monitor economical and financial conditions and how these affect prospects for sustainable growth in economic activity.


That the information be noted. Committee’s Recommendation: (Rule/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 41 23b4.3 Investment Report - July 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 25 August 2009 Page 42 24b4.4 Monthly Rates Summary

4.4 Monthly Rates Summary

Reporting Officer


Attachments

1. Monthly Rates Summary 2. Actual to Budget Result 3. Rates Statistics

Purpose

To provide Council with an update on the collection of rates and charges together with a comparative budget to actual financial result for the month ending 31 July 2009.

Report

Rates and charges levied for the period ending 31 July 2009 totalled $71,235,996, representing the annual levy for the current financial year. It is anticipated that adjustments will occur each month due to the receipt of new valuations determined by the Valuer General's Department. Receipts collected to the end of July totalled $4,821,474. In percentage terms this amount represents 6.64% of all rates and charges due to be paid. In comparison, the amount collected for the same period last year was 5.34%. Council adopted the 2009/2010 rating structure on 16 June 2009. These rates and charges were used to successfully complete the annual levy on 1 July 2009 with notices issued to ratepayers on 10 July 2009. In total 49,847 notices were printed with a total value of $67,115,901. Rate notices for the 119 Council owned properties and 6,259 Department of Housing dwellings have been removed from this total and will be paid separately via an electronic file. Rate notices were also successfully emailed in PDF form through the eNotice electronic delivery process. This service continues to increase in popularity with 544 ratepayers now receiving their accounts electronically. Pension rebates were granted to 6,220 eligible pensioners entitled to reductions of up to $250 from their total rates and charges bill. These rebates totalled $1,507,305 and have been applied to each assessment on a pro-rata basis between rates and waste collection charges. A claim will be submitted to the Department of Local Government in September 2009 for 55% of the amount written off. Action taken in the form of legal debt recovery has involved the issue of 208 Statements of Claim and 6 Writs where ratepayers have either defaulted on an arrangement or failed to respond to efforts in making alternative arrangements.

Corporate Governance Committee Meeting 25 August 2009 Page 43 24b4.4 Monthly Rates Summary

Currently 316 ratepayers with a combined balance due of $537,560 have made an arrangement to clear their debt through regular payments. No further action is taken on these accounts provided the agreed amounts are maintained. Ratepayers who purchased property and have a balance unpaid since the issue of the annual rate notice have received a "Notice to New Owner" letter. During the month, 213 of these notices were sent advising the amount levied by Council in annual rates and charges and the unpaid balance remaining.


That the information be noted. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 44 24b4.4 Monthly Rates Summary ATTACHMENT 1



Corporate Governance Committee Meeting 25 August 2009 Page 47 25b4.5 Sundry Debtors Report

4.5 Sundry Debtors Report

Reporting Officer


Attachments

1. Debtors Summary 2. Ageing of Sundry Debts – July 2009

Purpose

To provide a report detailing the amount outstanding by type and age for sundry and miscellaneous debts for the period ending 31 July 2009.

Report

Debts outstanding to Council as at 31 July 2009 were $2,772,997 reflecting a decrease of $845,347 since 30 June 2009. The ratio of outstanding debts to current invoices has slightly increased from 10% in June to the current level of 11%. This debtor management ratio is a measure of the effectiveness of recovery efforts, however is impacted by Council policies as well as economic and social conditions. During the period, 542 invoices were raised totalling $2,363,163 and of these, the most significant have been in the following areas: Corporate Administration - $1,964,073 The main invoices relate to: Urban Land and Housing Group Pty Ltd – Costs in relation to the sale of lots 1 & 143 Groundsell Avenue, Macquarie Fields $1,384,035Campbelltown District Netball Association – Club contribution to Coronation Park Project $220,000Australian Rail Track Corporation Ltd – Occupation and administration fees for various properties along the corridor $116,039Camden Council - Contribution to MACROC’s Annual Operational costs, Economic Development costs, Marketing costs and the Sydney Retirement & Lifestyle Expo 2009/10 $90,652Wollondilly Shire Council – Contribution to MACROC’s Annual Operational costs, Economic Development costs and Marketing costs $88,917Telstra – Legal costs for the preparation of Access Deeds $22,044Petrinovic Family Pty Ltd – Funding agreement for Badgally Road Culvert and Road Works $14,975


Government and other Grants – $72,842 The main invoices relate to: Roads and Traffic Authority of NSW – 80% Upfront payment of Road Safety Officer salary, Choose Right Buckle Right Project, Speed Project and Drink Drive Project $50,567Department of Planning – Master Planning of Campbelltown, Macarthur & Ingleburn Centres $22,000 Sportsground and Field Hire - $63,443 The main invoices relate to: West Tigers Football Club – Hire of Campbelltown Athletics Centre for Dance Spectacular, West Tigers versus Brisbane Broncos game plus two junior games $20,464Total Event and Management Services Pty Ltd – Hire of Sports Stadium $5,381Freeman Catholic College – Hire of Athletics Stadium for School Carnival $4,200Western Suburbs District Rugby League Football Club – Hire of Campbelltown Sports Stadium $3,723Good Samaritan Catholic College - Hire of Athletics Stadium for School Carnival $2,662St Gregory’s College - Hire of Athletics Stadium for School Carnival $2,652Magdalene Catholic High School - Hire of Athletics Stadium for School Carnival $2,133East Campbelltown Eagles Football Club – Hire of Campbelltown Sports Stadium $2,016 Land and Building Rentals - $60,712 The main invoices relate to: Glenquarie Hotel Pty Ltd – Glenquarie $29,817Caltex Petrol Station – Macquarie Fields $13,661Mycorp Group Pty Ltd – BP Petrol Station $12,056 Receipts to the value of $3,257,946 have been received during the period, the most notable in the following areas: Government Grants $2,514,848Corporate Administration $440,528Land and Building Rentals $69,737Waste Collection Services $55,940 Council Officers continue to provide assistance to debtors experiencing difficulties in paying their accounts. Debtors are encouraged to clear their outstanding debts through regular payments where possible to avoid any further recovery action.


During the month 3 accounts progressed to recovery action. The defaulting debtors were issued a letter of demand on Council letterhead advising that if the account was not settled or an appropriate arrangement was not made their account may be escalated to formal legal action through Council’s agents.


That the information be noted. Committee Note: Having declared an interest in Item 4.5 Councillor Chanthivong left the room and did not take part in debate nor vote on the matter. Committee’s Recommendation: (Borg/Dobson) That the Officer's Recommendation be adopted. CARRIED Following discussion of Item 4.5 Councillor Chanthivong returned to the room for the remainder of the meeting. Having declared an interest in Item 4.5 Councillor Chanthivong left the Chamber and did not take part in debate nor vote on the matter. Council Meeting 1 September 2009 (Oates/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 229 That the Officer's Recommendation be adopted. Following discussion of Item 4.5 Councillor Chanthivong returned to the Chamber for the remainder of the meeting.

Corporate Governance Committee Meeting 25 August 2009 Page 50 25b4.5 Sundry Debtors Report ATTACHMENT 1

Corporate Governance Committee Meeting 25 August 2009 Page 51 25b4.5 Sundry Debtors Report ATTACHMENT 2

Corporate Governance Committee Meeting 25 August 2009 Page 52 26b5.1 Workers Compensation Actuarial Report 2008 - 2009

5. BUSINESS ASSURANCE

5.1 Workers Compensation Actuarial Report 2008 - 2009

Reporting Officer

Manager Business Assurance

Attachments

Nil

Purpose

This report is to provide Council with information on the actuarial assessment completed for 2008/09 financial year as it relates to Council's Self Insurance Licence for Workers Compensation.

Report

Council is required to prepare an actuarial assessment of the potential outstanding liability that relates to Workers Compensation each financial year. An independent external consultant is contracted by Council to provide the actuarial report in meeting the Legislative requirements developed by the WorkCover Authority. The assessment has been undertaken in accordance with the Institute of Actuaries Professional Standard (PS300) relating to outstanding claims in general insurance as issued by The Institute of Actuaries of Australia. (Generally set in the broader context of general insurance companies, including an emphasis on satisfying APRA requirements, and not always fully relevant for self-insured employers). This report also provides results intended for accounting standards AASB137 as it relates to the disclosure of provisions. Council has held a Workers Compensation Self Insurance Licence since July 2000. At the completion of each financial year, an independent actuarial assessment is obtained on Council's liability in respect to outstanding claims. The estimate for Council’s liability for outstanding claims is the sum of estimates of reported claims for each past year plus an estimate for future development of open cases. The estimate is then discounted for notional investment earnings.


Statistics provided are as follows:

Claims Experience Accident Year to 30 June

No. of claims No. of claims outstanding

Estimated Ultimate Claim Costs

2003 112 1 553,2272004 88 1 811,3032005 78 2 433,8542006 91 3 629,5502007 92 4 608,0212008 69 8 388,9282009 74 22 355,595TOTAL 604 41 3,780,478 In the 2008/09 financial year 72 claims were finalised and closed. This has assisted in minimising the increase in the amount required to be held as an investment for the liabilities.

Actuarial Liability of Outstanding Claims as at 30 June 2009 Current Component 565,000Non Current Component 2,436,000Provision as at 30 June 2008 3,001,000

Security Deposit 2009-2010 Estimated liabilities 2,965,88050% Prudential Margin 1,482,940Security Deposit 4,448,820 Council is required to lodge a bank guarantee or an investment with NSW Treasury Corporation to represent the security deposit for the Workers Compensation Licence. Council holds an investment with the NSW Treasury Corporation which has now increased to an amount of $4.449m from $3.57m. Every effort is made to ensure a safe working environment and this is reflected by Council's commitment to Occupational Health and Safety. Council continues to provide safety awareness, increased training and improvements in identifying risk profiles associated with all work activities undertaken. In the finalisation of the 2008/09 financial accounts, an amount of $4.449m has been restricted for future liabilities in accordance with the Legislation. This restriction is required to be fully cash backed. There is also an internal restriction for future unforeseen potential liabilities of $0.200m.


The Workers Compensation vote has not increased for several years and provides for all expenses associated with the administration of the Workers Compensation Licence and also caters for three Safety Officers within Council's Employee Health and Safety Unit. Interest achieved through investments of the funds are placed in general fund for other operational services.


That Council restrict funds of $4.449m as per Legislative requirements as outlined in the report. Committee’s Recommendation: (Chanthivong/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 1 September 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Resolution Minute Number 228 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 25 August 2009 Page 55 27B13.1Grant Of Easements For Padmount Substation To Integral Energy At Hartford And

Braeside Reserves, Glen Alpine

6. HUMAN RESOURCES

No reports this round

7. INFORMATION MANAGEMENT AND TECHNOLOGY


8. CUSTOMER SERVICES


9. GENERAL BUSINESS

Nil. Confidentiality Motion: (Greiss/Rule) Due to the confidential nature of the business and the Committee's opinion that the public proceedings of the Committee would be prejudicial to the public interest, the Committee in accordance with Section 10 of the Local Government Act 1993 resolves to exclude the public from the meeting during discussions on this item. CARRIED

13. CONFIDENTIAL ITEMS

13.1 Grant of Easements for Padmount Substation to Integral Energy at Hartford and Braeside Reserves, Glen Alpine

Reason for Confidentiality

This report is CONFIDENTIAL in accordance with Section 10A(2)(c) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: -

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

Corporate Governance Committee Meeting 25 August 2009 Page 56 28B13.2 Grant Of Easement To Integral Energy - Victoria Road, Macquarie Fields

13.2 Grant of Easement to Integral Energy - Victoria Road, Macquarie Fields




13.3 Lease - Shop 1 Milgate Arcade, Queen Street Campbelltown




13.4 ARTC Temporary Occupation of Council Land off Farrow Road, Campbelltown for Construction of Southern Sydney Freight Line




Corporate Governance Committee Meeting 25 August 2009 Page 57 31b13.5 Proposed Purchase Warby Street, Campbelltown

13.5 Proposed Purchase Warby Street, Campbelltown




13.6 Contract of Sale of Council Land - Groundsel Avenue, Macquarie Fields




13.7 Glenquarie Shopping Centre Variations of Rights of Way and Easements




P Lake CHAIRPERSON

Documents

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