Reports of the Corporate Governance Committee Meeting held ... · Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 28 July 2009. APOLOGIES . DECLARATIONS

Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 28 July 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 Mayoral Ball 2009 Post Event Report 4

1.2 Council Website Statistics January - June 2009 6

2. CORPORATE SUPPORT 9

2.1 Local Government Association Conference 9

2.2 Regional Development Australia 12

2.3 Grant Applications Quarterly Report April - June 2009 14

2.4 Integrated Planning and Reporting 19

3. PROPERTY SERVICES 21

3.1 Proposal to Sell Surplus Property at Eschol Park 21

4. FINANCIAL SERVICES 26

4.1 Council's Banking Facility 26

4.2 Stocktake of Stores and Materials 28

4.3 Investment Report - June 2009 30

4.4 Monthly Rates Summary 33

4.5 Sundry Debtors Report 38

5. BUSINESS ASSURANCE 43

5.1 Insurance Renewal 2009/2010 43

6. HUMAN RESOURCES 46

No reports this round 46

7. INFORMATION MANAGEMENT AND TECHNOLOGY 46


ITEM TITLE PAGE

8. CUSTOMER SERVICES 47

8.1 Fees and Charges for Community Halls 47

9. GENERAL BUSINESS 49

13. CONFIDENTIAL ITEMS 49


Corporate Governance Committee Meeting 28 July 2009 Page 3 14b1.1 Mayoral Ball 2009 Post Event Report

Minutes of the Corporate Governance Committee held on 28 July 2009 Present 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 Corporate Support - Mr S Kelly Manager Customer Service - Mr I Hudson Manager Financial Services – Ms C Mears Manager Human Resources - Mr B Mortimer Manager Information Management and Technology - Mr S McIlhatton Manager Property Services - Mr J Milicic Executive Assistant - Mrs C Wimmer

Apology (Chanthivong/Borg)

That the apology from Councillor Lake be received and accepted. CARRIED

Also in Attendance

Mr L Atkinson - Senior Waste Management Officer Ms B Buckley - Executive Assistant, Financial Services Ms R Shoory - Assistant Accountant, Finance and Tax

Election of Chairperson In the absence of the Chairperson, Councillor Lake, Councillor Rule was elected to Chair the meeting. DECLARATIONS OF INTEREST There were no Declarations of Interest at this meeting.


1. COMMUNICATIONS AND MARKETING

1.1 Mayoral Ball 2009 Post Event Report

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To report on the success of the Campbelltown Mayoral Ball held on Saturday 11 July 2009 at The CUBE, Campbelltown.

Report

More than 400 people attended the 2009 Campbelltown Mayoral Ball, raising an estimated $18,900. Funds raised will go to Beverley Park School in Campbelltown for the purchase of two electronic whiteboards to assist in engaging students with physical, intellectual or multiple disabilities more effectively. The evening itself was a great success, with a Viva Las Vegas theme. Dancers, a roaming magician and showgirls, Elvis and Tom Jones tribute shows and the Mighty Rockers cover band entertained guests into the night. Businesses from Campbelltown, Camden and wider Sydney donated approximately $7,000 worth of prizes for the raffle draw and 17 prize packages were offered. Four sponsors were secured for the event:

Gold Sponsors: Telstra Campbelltown Catholic Club

Media Sponsors: Campbelltown Macarthur Advertiser

Macarthur Chronicle


Officer's Recommendation

That the information be noted. Committee’s Recommendation: (Dobson/Hawker) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 6 15b1.2 Council Website Statistics January - June 2009

1.2 Council Website Statistics January - June 2009

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To update Council on the usage patterns of its website from the period January to June 2009.

History

Council at its meeting of 14 February 2006 resolved that a report be presented at six monthly intervals showing the usage pattern of Council’s website. The first report regarding website statistics was presented to Council on 28 June 2005. Council, at its meeting of 6 February 2007 resolved that details of downloads also be included in future reports.

Report

Following the launch of Council’s new website in June 2005, regular maintenance and a move to a dedicated server for the website, has ensured that visitors can easily and quickly find information on a range of Council services such as leisure, children’s activities, tourism, rates, libraries, the Campbelltown Arts Centre, and more. Statistics for the site provide information about the total number of visits to the site and a listing of the most commonly accessed pages. Statistics regarding the exact number of times each page is accessed are also available, giving Council a more thorough overview of the most and least regularly utilised information on the site. Over the six month period from 1 January to 30 June 2009, the total number of visits to Council’s website was 495,831. In the previous reporting period (1 July to 31 December 2008), there were 486,480 visits to Council’s website – indicating an increase in visitation of 1.9% during the January to June reporting period.


A breakdown of visits per month, including the top five pages visited each month, is listed below. Month Total visits Top five pages visited during month January 89,366 Favourites – 15,942

Library – 11,816 Current Positions Vacant – 7142 Search results – 5537 Jobs (Positions Vacant home page) – 2717

February 75,604 Favourites – 11,333 Library – 9213 Current Positions Vacant – 7621 Search results – 5224 Jobs (Positions Vacant home page) – 2977

March 89,551 Favourites – 15,064 Library – 10,664 Search results – 9574 Current Positions Vacant – 8254 Arts Centre – 3473

April 79,782 Library – 7979 Favourites – 6938 Current Positions Vacant – 6682 Search results – 6444 Arts Centre – 2340

May 81,836 Library – 7259 Current Positions Vacant – 5836 Search results – 5378 Favourites – 4541 Dogs for sale (small/puppies) – 2356

June 79,692 Library – 6988 Current Positions Vacant – 6538 Favourites – 5540 Search results – 4386 Arts Centre – 2721

Total 495,831

Average 82,638

In order of popularity, the 20 most commonly visited pages on the site during the reporting period were:

- Home Page - Library Home Page - Current Positions Vacant - Dogs for Sale - Small/Puppies - Services A-Z - Contact Us - Campbelltown Arts Centre - Dogs for Sale – Medium - Animal Care Facility - Heritage and Environment main page - Jobs Intro


- Dogs for Sale – Large - Lost Dogs - Eating Out – Asian Cuisine - Media releases - Payments - Sport and Leisure organisation contacts - Doing business with Council - Business Papers - Events

The most popular times for visitors to access Council’s website is between 8am and 9pm (in excess of 100 visits per hour), with the average visit lasting 6.1 minutes (no increase since the previous reporting period). The majority of visitors access the website directly or via a favourites/bookmark link, with Google being the second most popular access tool. A significant number of visitors access the site via the local council search tools on the DLG or LGSA websites. Council often receives feedback about the site via the feedback email facility or directly to Communications and Marketing, and changes are implemented as required


That the information be noted. Committee’s Recommendation: (Greiss/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 9 16b2.1 Local Government Association Conference

2. CORPORATE SUPPORT

2.1 Local Government Association Conference

Reporting Officer

Manager Executive Services

Attachments

Nil

Purpose

To nominate seven voting delegates for the 2009 Local Government Association Conference and endorse Motions for inclusion in the Conference Business Paper.

Report

The 2009 Local Government Association Conference will be held at Tamworth from Saturday 24 October to Wednesday 28 October 2009. As a member of the Local Government Association, Council is entitled to seven voting delegates to the Conference and it has also been Council’s practice that any other interested Councillors be authorised to attend the Conference. The Conference is the annual policy making event for councils which are members of the Local Government Association. Councils work together through the Association to promote Local Government and advocate on behalf of their communities for local democracy, informed decision making and good governance. The Conference is the pre-eminent event of the Local Government year where Councillors come together to share ideas and debate issues contained within the Business Paper Agenda for the Conference. The Association is also seeking Motions that Council would like to have considered at the conference. The deadline for the Motions is 10 August 2009. It has been Council's practice that Motions need to be submitted to Council for consideration prior to forwarding them to the Association. In response to the Associations request it is proposed that the following Motion be submitted for inclusion in the Business Paper for consideration at the Conference. 1. That the Local Government Association make representations to the Minister for Planning

urging that the proposed Level 2 stage associated with imposing timeframes for the completion of approved Developments be framed along the following lines:-


Subject to limited appeal rights through the Land and Environment Court:

A Development Application (D.A.) will be deemed to have been activated if the developer can prove, within twelve months of receiving development consent, and if requested to do so by Council, that 10% of the Capital Improvement Value nominated in the D.A. has been invested on site. If that cannot be demonstrated the development consent may be deemed to have lapsed. At the end of two years, the developer, if requested to do so by Council, must be able to provide proof that a binding commitment has been entered into to invest an additional 40% of the Capital Improvement Value on site towards completing the Development. If the Developer is unable to comply Council may declare that the development consent has been abandoned. If a project for which development consent has been given by Council is deemed by Council to have been abandoned, Council will be at liberty to apply to the Land and Environment Court to intervene and make orders that all improvements on site are to be removed. If the developer fails to comply with the order within three months of the order having been made Council may arrange for the improvements to be removed/demolished and, if necessary, take appropriate cost recovery action against the Developer. If, within four years of the date upon which D.A. consent was given, an approved development has not reached 80% practical completion and unless the Developer can demonstrate both a commitment and capacity to complete the project within 5 years of the date upon which the D.A. consent was given that consent may be deemed to have been abandoned. In such circumstances Council may seek approval from the Land and Environment Court to issue an order for all improvements on the site to be removed. If the developer fails to comply with the order within three months of the order having been made Council may arrange for the improvements to be removed/demolished and, if necessary, take appropriate cost recovery action against the Developer. In considering its actions Council is to give due weight to the impact upon the Development of exceptional circumstances such as extraordinary loss of time due to wet weather or industrial disputation. Appeal rights through the Land and Environment Court will be limited to determining whether Council has accurately applied its entitlements to deem that a D.A. has lapsed. These provisions will not apply to large scale developments where Council and the Applicant have agreed to a staged development with various stages commencing over agreed timeframes. In these circumstances timeframes will be calculated based on the agreed commencement dates for each Stage and the provisions of the clauses above will apply separately to each Stage.

2. That representations be made to the Minister for Planning asking that legislation

governing the Land and Environment Court be amended to empower the Court to authorise Councils to act in the manner outlined in the points mentioned in this motion.



1. That Council nominate seven voting delegates to the 2009 Local Government Association

Conference. 2. That other interested Councillors also be authorised to attend together with the General

Manager and the Manager Executive Services. 3. That the registration fees and accommodation expenses be met in accordance with

Council’s Policy. 4. That the Motion detailed in the report be endorsed and forwarded to the Local Government

Association for inclusion in the Conference Business Paper. Committee’s Recommendation: (Borg/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Amendment: (Kolkman/Rule) 1. That Councillors Borg, Dobson, Kolkman, Lake, Oates, Thomas and Thompson be

appointed as the voting delegates to the 2009 Local Government Association Conference. 2. That other interested Councillors also be authorised to attend together with the General

Manager and the Manager Executive Services. 3. That the registration fees and accommodation expenses be met in accordance with

Council’s Policy. 4. That the Motion detailed in the report be endorsed and forwarded to the Local

Government Association for inclusion in the Conference Business Paper. Won and became part of the Motion Council Resolution Minute Number 204 That the above amendment be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 12 17b2.2 Regional Development Australia

2.2 Regional Development Australia

Reporting Officer

Manager Corporate Support

Attachments

Nil

Purpose

To advise Council of the announcement of the Chairs and Deputy Chairs for the fourteen New South Wales Regional Development Australia Committees.

History

In February 2009 the Commonwealth Government and the New South Wales Government signed a Memorandum of Understanding setting out the arrangements for the creation of Regional Development Australia. The new Regional Development Australia Network in New South Wales is replacing the Commonwealth Government's fourteen Area Consultative Committees and the New South Wales Government's thirteen Regional Development Boards to create a more comprehensive and coordinated network of fourteen Regional Development Australia Committees.

Report

Regional Development Australia (RDA) is a Commonwealth Government initiative that aims to bring together all levels of Government to enhance the growth and development of regional Australia. The RDA network is being established throughout Australia to provide a strategic framework for economic growth in each region. There are four key functions that underpin the role of the National Network of RDA Committees: • Provide advice on consultation and community engagement • Regional Planning • Promoting whole of Government Programs, Policies and initiatives • Community and economic development The Network will ensure that input is provided to the Australian, State and Local Governments on regional development issues and priorities, promote regions to secure sustainable long term jobs, promote investment and regional prosperity and raise awareness of programs and services available to regional communities. The Network will also play a key role in ensuring that advice about key issues in the regions is provided to all levels of Government.

Corporate Governance Committee Meeting 28 July 2009 Page 13 17b2.2 Regional Development Australia

The Commonwealth and New South Wales Governments have recently announced the Chairs and Deputy Chairs for the fourteen New South Wales RDA Committees. Campbelltown is included in the Greater Sydney RDA Committee where the Chair is Councillor Alan Pendleton from Blacktown and the Deputy Chair is businessman Mr Roy Medich.


That the information be noted. Committee’s Recommendation: (Hawker/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 14 18b2.3 Grant Applications Quarterly Report April - June 2009

2.3 Grant Applications Quarterly Report April - June 2009

Reporting Officer


Attachments

Nil.

Purpose

To advise Council of successful Grant Submissions received during the quarter April - June 2009 and Grant Applications submitted during the quarter.

Report

Grants form an integral part of Council's income and as such quarterly reports will be provided to Council detailing Grants received and applications that have been submitted by the various sections of Council during the quarter. The following is a list of Grant Applications submitted to both State and Federal Governments during the quarter April - June 2009. Funding Body

Project Amount

Department of Environment, Heritage, Water and Arts

Caring for our Country $4,000,000

Sydney Metropolitan Catchment Management Authority

Marsden Park Plan of Management $46,000

Attorney Generals Department

Leumeah Station Commuter Car Park Fencing

$61,700

Arts NSW

Connect Ed Program $5,000

Arts NSW Aboriginal Curator - Contemporary Art - Position Assistance

$37,500

Juvenile Justice

Aboriginal Intergenerational Dance Project $50,000

Juvenile Justice

Philippine Community Youth Arts Project $50,000

Juvenile Justice

Campbelltown Youth Arts Initiative - Stage 2 $50,000


Funding Body

Project Amount

Department of Education, Employment and Workplace Relations

Macquarie Fields Triathlon Cycleway Track $250,000


Campbelltown CBD Cycleway Improvements

$100,000


Macarthur Regional Cycleway $2,000,000


Campbelltown Arts Centre $550,000


Childrens Services Project Workers $405,530


Green Team Bush Regeneration $498,471


Energy Audit $204,600


Landscaping Richmond Villa $80,300

Department of Environment and Climate Change

Energy Savings - Solar Sculpture Project $75,000


Public Facilities Program - Rain Waters Tanks Child Care Centres

$171,600


Public Facilities Program - T5 Lighting and Solar Hot Water Systems Child Care Centres

$48,100


Solar Heating of Indoor Pools $465,000


Local Adaptation Pathway Program - MACROC

$140,000


Funding Body

Project Amount


Solar Lighting Project - Mawson Park $75,000


Wood Park - proposed Detention Basin $200,000


Floodplain Risk Management Plan $100,000

New South Wales Rural Fire Service

Bush Fire Mitigation Program - Fire Trail Maintenance

$177,845

New South Wales Rural Fire Service

Hazard Reduction Works - Mechanical Clearing

$60,000

National Emergency Services Volunteer Fund

Upgrade SES Training Room $20,000

State Emergency Service

SES Vehicle Grant $60,000

New South Wales Department of Primary Industries

Weed Control Coordination Assistant Grant $15,500


Sydney Wide Regional Ludwigia Management Plan Grant

$7,300


South West Sydney Aquatic Weed Management Plan Grant

$21,000

University of Western Sydney

Partnership Project $14,700

Roads and Traffic Authority Cycleway Program - Campbelltown CBD Cycle Improvements

$50,000

Roads and Traffic Authority Pedestrian Access Mobility Plan $30,000

TOTAL $10,120,146


The following is a list of successful Grant Applications received during the quarter April - June 2009. Section

Description Amount

Environmental Planning Environmental Study - Urban Sustainability $441,240

Park Central Plan of Management $25,000

Consolidated LEP $10,000

Childrens Services Child Care Benefits and Operational Subsidy

$1,112,653

Community Resources and Development

Grants - Department of Age and Disability $317,916

Community Options - ComPack $125,018

Salary Subsidy - DOCS $13,132

Aged and Disability $8,264

Cultural Services General Project - Arts NSW $55,000

General Project - Department of Age and Disability

$2,727

General Project - Specific Purpose Grant $190,000

The Riot Act $4,500

Thinking Body $22,500

Project Officer - Arts NSW $55,000

Healthy Lifestyles Department of Sport and Recreation $5,500

Assets and Supply Art Gallery Capital Grant $110,000

Urban Road Reconstruction $334,799

New South Wales Rural Fire Service Grant $30,698

Mawson Park $80,000

Emergency Services Fire Trail Maintenance Grant $19,166

Hazard Reduction $92,900

New South Wales Rural Fire Service Grant $105,377


Section

Description Amount

Technical Services Flood Mitigation and Drainage $39,352

Minor Works Program - RTA $38,950

Road Safety - Various RTA Grants $22,463

Human Resources WELL Training Program $5,861

TOTAL $3,268,016

The above tables reflect Councils ongoing commitment in seeking additional funding from both State and Federal Governments and highlights the success Council is having in obtaining increased funding for our operations and service delivery.


That the information be noted. Committee’s Recommendation: (Borg/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 19 19B2.4 Integrated Planning And Reporting

2.4 Integrated Planning and Reporting

Reporting Officer


Attachments

Nil

Purpose

To provide Council with information on the introduction of the Local Government Amendment (Planning and Reporting) Bill 2009 to Parliament.

History

Council at its meeting of 9 June 2009 considered a report on the release of Draft Legislation and Guidelines for Integrated Planning and Reporting for Councils in New South Wales. At the meeting Council resolved to make a submission to the Department of Local Government on the proposed changes.

Report

In May 2009 the State Government released the Exposure Draft Local Government Amendment (Planning and Reporting) Bill 2009 and the Local Government (General) Amendment (Planning and Reporting) Regulation 2009 for public consultation. This package will provide the statutory framework for implementation of the new Integrated Planning and Reporting Regime. Advice has been received from the Department of Local Government that the Minister introduced the Local Government Amendment (Planning and Reporting) Bill 2009 in Parliament on 25 June 2009. The Bill is expected to be debated when Parliament resumes for the Spring session from 1 September 2009. The introduction of the Bill followed the recent public consultation conducted by the Department on the Integrated Planning and Reporting Package which included the Draft Bill, Regulation, Guidelines and Manual. A total of fifty three submissions were received from Councils, industry groups and individuals. The submissions generally supported the intent of the draft package and provided the Department with valuable input and suggestions for making improvements to the Bill and Regulation.

Corporate Governance Committee Meeting 28 July 2009 Page 20 19B2.4 Integrated Planning And Reporting

The Department appreciates the input from Councils both during the information sessions which were held around New South Wales and in providing written submissions. Minor amendments were made to the Draft Bill as a result of the consultation.


That the information be noted. Committee’s Recommendation: (Dobson/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 21 20B3.1 Proposal To Sell Surplus Property At Eschol Park

3. PROPERTY SERVICES

3.1 Proposal to Sell Surplus Property at Eschol Park

Reporting Officer

Manager Property Services

Attachments

1. Plan Outlining Proposal 2. Car Park Concept Plan (to be tabled) 3. Locality Plan (to be tabled)

Purpose

To seek Council approval to progress the disposal of surplus property described as Lot 1023 and Lot 1022 in DP 258793 (which includes the sale of Eschol Park Cottage and the adjoining vacant land situated between it and Councils adjoining Child Care Centre).

History

Council purchased the property known as Eschol Park Cottage in 1998 which was used as an Before and After School Care facility in the interim period until Council relocated and amalgamated the facility to Raby Neighbourhood Centre to provide a larger range of services. The amalgamation of services to the Raby Neighbourhood Centre has resulted in the Cottage becoming vacant and surplus to Council requirements.

Report

Council is the owner of five Lots situated in a row being Lots 1023, 1022, 1021 in DP 258793 and Lots 1298, 1297 in DP 258853 also described as 15 – 23 Eschol Park Drive, Eschol Park. The parcels are zoned 2(b) - Residential B Zone and are all classified as Operational Land. Lot 1023 DP 258793 - includes Eschol Park Cottage, which is identified as surplus to

current requirements Lot 1022 DP 258793 - vacant land currently used for informal car parking servicing

Councils Eagle Nest Child Care Centre (the Child Care Centre), which is identified as surplus to current requirements

Lots 1021 DP 258793 and Lot 1298 DP 258853 - the Child Care Centre is constructed over

these 2 Lots and is to be retained by Council


Lot 1297 DP 258853 - is currently vacant. It is proposed that this Lot would be retained to

satisfy the car parking requirements for the Child Care Centre. It is that a proposed sealed and marked car park would be provided on this Lot to satisfy the Child Care Centres car parking requirements, subject to development approval.

Surplus Land In determining the parcel to be retained to provide for additional required car parking an assessment has been made having regard to maximising the potential income to Council through disposal of the surplus parcels against ensuring the required car parking spaces are provided to the Child Care Centre. In this respect, there is a probability that Council would realise a higher sale price if Lots 1023 and 1022 in DP 258793 were offered for sale in combination as a potential development site. Alternatively they could be offered for sale on a single lot basis with Lot 1023 in DP 258793 offered as is and Lot 1022 in DP 258793 sold as a vacant parcel. It should be noted that Eschol Park Cottage constructed on Lot 1023 is a single story brick building with tile roof together with an attached timber patio. A site inspection of the building has been conducted and although the building has been modified to operate as a Before and After School Care facility it could serve as a family home with internal renovations. Lot 1022 is a vacant parcel that is currently partly used for informal car parking to the adjoining Child Care Centre. Subject to obtaining marketing submissions and valuations it is anticipated that Lots 1023 and 1022 possess a probability of achieving a higher return for Council if offered for sale in one line as opposed to the sale of only Lot 1023 DP 258793 and Lot 1297 DP 258853. Car parking Council has consulted the Department of Community Services (DoCS) to determine the car parking requirements for the Child Care Centre to ensure DoCS licensing requirements are met. DoCS have advised their licensing requires car parking to meet the relevant Development Control Plan (DCP) adopted by Council. Councils adopted Campbelltown (Sustainable City) DCP that addresses the car parking requirements of Child Care Centres which requires that:

7.4.1. Car Parking b) A minimum of one on site car parking space shall be provided for every four

children approved to attend the child care centre. This Child Care Centre on average records a child attendance of 39 children per day. Therefore in accordance with Campbelltown (Sustainable City) DCP, ten car spaces are required. It is expected that subject to a formal design that ten car spaces can be accommodated on Lot 1297 DP 258853 and that existing ‘on site set down spaces’ that are contained within the existing Child Care Centre configuration on Lot 1021 DP 258793 and Lot 1298 DP 258793 will be retained. It is envisaged the existing ingress and egress to the Child Care Centre will be retained and a new access will be provided to the car park on a left in / left out basis to Eschol Park Drive.


In order to provide car parking on this property the removal of one or two trees may be required from Lot 1297 DP 258853 to accommodate the car parking spaces and ensure the safety of users. These are matters that need to be assessed as part of the development application for the car park. It is also anticipated that funding for provision for these car parking spaces would be provided from the sales proceeds from the surplus properties. Disposal As Lot 1023 and Lot 1022 DP 258793 are currently considered surplus to operational and community requirements it is recommended that Council approve a sale process being adopted in which agents marketing submissions and valuations will be sought for the properties. Subject to obtaining marketing submissions and valuations an additional report will be submitted to Council with recommendations in respect to the marketing process and establishment of a reserve price for the sale of the properties. It is expected that the properties would be offered to the market jointly which would allow potential purchasers the opportunity to purchase the properties in one line as a potential residential site. The sale of these properties in addition to funding the provision of formal car parking to the Child Care Centre would also contribute to Council meeting its budget obligations in 2009/2010 at a time when Council rates will only be increasing in line with the Ministerial variation. Given the under utilisation of the subject properties and other community facilities located nearby there are also potential savings in relation to outgoings and maintenance if the properties are sold.


1. That Council approve the disposal of Lot 1023 and Lot 1022 in Deposited Plan 258793 (which includes Eschol Park Cottage) being progressed.

2. That a further report be submitted to Council upon receipt of marketing submissions and

valuations of the property prior to the sale process commencing. 3. That should the sale proceed the proceeds from the sale be used to fund the provision of a

car park on Lot 1297 in Deposited Plan 258853 to service the Councils Child Care Centre. 4. That a development application be lodged for the car park. Committee’s Recommendation: (Borg/Chanthivong) That the Officer's Recommendation be adopted. CARRIED


Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 25 20B3.1 Proposal To Sell Surplus Property At Eschol Park ATTACHMENT 1

Corporate Governance Committee Meeting 28 July 2009 Page 26 21b4.1 Council's Banking Facility

4. FINANCIAL SERVICES

4.1 Council's Banking Facility

Reporting Officer

Manager Financial Services

Attachments

Nil

Purpose

This report details proposed changes to the limits currently in place for Council’s electronic banking facility.

Report

Council’s banking facility provided by National Australia Bank has in the past, been subject to an annual review with respect to the types of facilities offered and the limits imposed for each facility. As part of the review process, Council was required to confirm acceptance of the limits by providing security documentation executed by the General Manager and Councillors. In 2008 the National Australia Bank advised Council that an annual review was no longer required unless Council wished to make amendments to the facility. Council currently has the following facility limits in place:

Facility Type Purpose Limit

Overdraft Facility To cover day to day operations $500,000

Tape Negotiation Facility For electronic processing of Council's suppliers and payroll

$2,500,000

Business Purchase Card Facility

Settlement of day to day business expenses by authorised officers

$840,000

Direct Debit User Facility For direct debit of rate payments $600,000 The current facility and the limits imposed have been considered appropriate and therefore remained consistent for several years. In recent months however, Council has exceeded the $2,500,000 weekly limit on the Tape Negotiation Facility, largely attributable to payments to Council’s suppliers for various construction projects and in particular during the end of financial year period. There is a penalty fee charged for each instance of exceeding this limit and as such it is recommended that the facility be amended.

Corporate Governance Committee Meeting 28 July 2009 Page 27 21b4.1 Council's Banking Facility

The National Australia Bank allows for amendments to limits according to frequency of processing. Currently Council’s limits are weekly and it is proposed to amend this frequency limit to daily for the Tape Negotiation Facility whilst leaving the other facilities unchanged. This amendment imposes no additional cost to Council. It should be noted that any electronic banking is subject to a thorough security process in that Council’s account requires two levels of authorisation before any transactions are processed.


1. That the Tape Negotiation Facility limit be amended to a daily limit of $2,500,000. 2. That the required documentation be duly authorised and provided to the National Australia

Bank. Committee’s Recommendation: (Dobson/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 28 22B4.2 Stocktake Of Stores And Materials

4.2 Stocktake of Stores and Materials

Reporting Officer


Attachments

Nil

Purpose

To advise Council of the results of the stores and materials stocktake held at Council’s Works Depot General Store on 13 June 2009.

Report

The Local Government (General) Regulation 2005 requires Council to take all reasonable measures to ensure that the assets of, or under the control of, the Council are properly accounted for. To assist in the control of Council’s stores and material assets, stocktakes are held at least annually and six monthly where timeframes allow. Spot checks are also carried out intermittently throughout the year. The process involves physical counts of all stock items by Store staff, under the supervision of staff from Financial Services. The results of the count are then compared to the stock item balances contained in Council’s financial management information system. A recount of major variances is then carried out to confirm the original count. Once all counts are finalised a discrepancy report is produced which details the recommended write off or write on of stock. The stocktake carried out on 13 June 2009 resulted in a net write on of stock totalling $1,438.93 which represents 0.72% of the total value of stock on hand of approximately $200,000. This adjustment is considered satisfactory and well within industry standards.


1. That the information be noted. 2. That the necessary adjustments be made in Council’s financial management information

system.

Corporate Governance Committee Meeting 28 July 2009 Page 29 22B4.2 Stocktake Of Stores And Materials

Committee’s Recommendation: (Hawker/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 30 23b4.3 Investment Report - June 2009

4.3 Investment Report - June 2009

Reporting Officer


Attachments

Investment Portfolio Performance – June 2009

Purpose

To provide a report to Council, outlining performance of the Investment Portfolio for June 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 30 June 2009 stood at approximately $69 million. Funds are currently being managed both by Council staff and Fund Managers and are in accordance with the Local Government Act 1993 and Financial Management Regulations and Council’s Investment Policy. Monthly Performance The return for the entire portfolio, on an annualised basis was 4.12%. This reflects an out performance of the bank bill index benchmark, which returned 3.21%. Funds directly invested returned 4.08% for the month.

Rolling Year to Date (annualised) Return June

Council Managed Funds 6.22 %

Local Government Fixed Out Cash Fund 5.83 %

Local Government Ethical Fund 5.61 %

Benchmark: 90 Day Bank Bill Index 5.34 %

Treasury Corp 5.21 % Council’s credit exposure shows 54% of investments placed with institutions rated AAA to AA-, 43% in institutions rated A+ to A and 3% 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 32% managed funds, 61% direct council managed term deposits, 5% in floating rate notes and 2% in offset facilities.

Corporate Governance Committee Meeting 28 July 2009 Page 31 23b4.3 Investment Report - June 2009

Economic Outlook The Reserve Bank left the cash rate on hold for the third consecutive month in July at its present level of 3%, sighting recent domestic data reflects economic conditions in Australia were not as weak as expected a few months ago when successive cuts of 425 basis points were made. The Reserve Bank however continues to highlight the vulnerabilities and risks to the global and domestic outlook noting that the world recovery is likely to be slow at first and that continued progress in restoring balance sheets are required for it to be durable.


That the information be noted. Committee’s Recommendation: (Greiss/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 32 23b4.3 Investment Report - June 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 28 July 2009 Page 33 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 details of the 2008/2009 Rates and Charges Levy and cash collections for the year ending 30 June 2009.

Report

Rates and charges levied for the year ending 30 June 2009 totalled $69,754,736, exceeding the annual budget forecasts by $134,556. Receipts collected to the end of June totalled $68,851,848. In percentage terms this amount represents 95.5% of all rates and charges due to be paid. In comparison, the amount collected in the same period last year was 95.4%. A process of identifying and finalising accounts with arrears balances was conducted during the month in an effort to reduce the balance outstanding. This process included the issue of 1,517 letters of demand to ratepayers who had two or more instalments outstanding with a balance exceeding $500. These letters were issued on 10 June 2009 on Council stationery requesting that contact with staff be received by 19 June 2009. During this period 807 defaulters paid the amount due requiring no further action. Council's agents Executive Collections, were instructed on 24 June 2009 to follow up the remaining 710 matters with a second letter requesting urgent attention to the outstanding debt. Additional fees associated with debt recovery action will not be charged where payments or arrangements are made before 7 July 2009. Ratepayers who purchased property with a balance owing since the issue of the May instalment notices have been issued a "Notice to New Owner" letter. During the month, 25 of these notices were sent advising the amount raised by Council in annual rates and charges and the unpaid balance due. The end of year result is satisfactory given the current economic climate.

Corporate Governance Committee Meeting 28 July 2009 Page 34 24b4.4 Monthly Rates Summary


That the information be noted. Committee’s Recommendation: (Dobson/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 35 24b4.4 Monthly Rates Summary ATTACHMENT 1



Corporate Governance Committee Meeting 28 July 2009 Page 38 25b4.5 Sundry Debtors Report

4.5 Sundry Debtors Report

Reporting Officer


Attachments

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

Purpose

To provide a report detailing the amount outstanding by type and age for sundry and miscellaneous debts for the period ending 30 June 2009.

Report

Debts outstanding to Council as at 30 June 2009 were $3,618,344 reflecting a decrease of $663,412 since 31 May 2009. The ratio of outstanding debts to current invoices has decreased from 18% in May to the current level of 10%. 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, 693 invoices were raised totalling $2,171,964 and of these, the most significant have been in the following areas: Government Grants – $1,354,728 The main invoices relate to: Department of Transport and Regional Services – Redevelop Coronation Park Netball Complex in Minto

$1,055,000

NSW Sport and Recreation – Sport development programs and Capital Assistance Program Project for various sporting venues

$109,491

Roads and Traffic Authority of NSW – Program funding for Campbelltown Pedestrian Access and a cycle path at Bunbury Curran Park

88,000

Attorney General’s Department – Supply & erection of security fencing at Leumeah commuter car park

$67,858


Corporate Administration - $334,601 The main invoices relate to: Department of Housing – Contribution for community regeneration, Rosemeadow building alterations and for the relocation of a bus shelter at Rosewood Drive, Macquarie Fields

$93,591

Alinta LGA Ltd – Gas mains assessment 2009 $52,296Department of Education & Training – Contribution to operating costs at Minto Library

$42,100

Transport Infrastructure Development Corporation – Glenfield Town Centre master plan project

$14,988

Petrinovic Family Pty Ltd – Badgally Road culvert and road works $11,078NSW Department of State and Regional Development – Final payment for Council manufacturing cluster

11,000

Bradbury Ambarvale Soccer Club – Collection of waste and contribution towards shade awning at Ambarvale Sport Complex

$9,921

Telstra – Sponsorship of 2009 festival of Fisher’s Ghost $8,250Campbelltown Collegians Soccer Club Inc – Security monitoring and contribution towards closure of breezeway at Rosemeadow playing fields

$7,508

East Campbelltown Soccer Club – Security monitoring and contribution to the construction of shade shelter at Riley Park

$6,958

Gunners United Soccer Club – Contribution towards Bensley Reserve barbeque shelter

$6,050

South Campbelltown Junior AFL – Contribution towards Thomas Acres Reserve floodlighting upgrade

$5,500

Macarthur District Soccer Football Association – Electricity, security monitoring and grandstand contribution

$5,287

Land and Building Rentals - $90,509 The main invoices relate to: Glenquarie Hotel Pty Ltd – Glenquarie $29,817Caltex Petrol Station – Macquarie Fields $27,321Mycorp Group Pty Ltd – BP Petrol Station $24,113 Private Works - $87,226 The main invoices relate to: Roads & Traffic Authority – Mowing contract for the Moore-Oxley Bypass $45,997Department of Housing – Mowing contract for the Department of Housing areas

$28,507


Receipts to the value of $2,835,376 have been received during the period, the most notable in the following areas: Government Grants $2,126,967Corporate Administration $284,598Land and Building Rentals $70,609Shop and Office Rentals $55,962 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 13 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’s Recommendation: (Chanthivong/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 41 25b4.5 Sundry Debtors Report ATTACHMENT 1


ATTACHMENT 2

Corporate Governance Committee Meeting 28 July 2009 Page 43 26b5.1 Insurance Renewal 2009/2010

5. BUSINESS ASSURANCE

5.1 Insurance Renewal 2009/2010

Reporting Officer

Manager Business Assurance

Attachments

Finalised Insurance Register

Purpose

To advise Council of the final renewal results for Council's Insurance Policies.

History

On 2 June 2009, Council approved the renewal process for Council's Insurance Policies falling due on 30 June 2009. On 22 June 2009, Council received from our Brokers, Jardine Lloyd Thompson, a report on their negotiations with various underwriters. The delay in receiving the report was due to protracted negotiations with London based reinsurers of the Statewide Mutual Property Program of which Council is a member.

Report

The attachment contains the details of the premiums paid for Council's eleven Policies. The Director Business Services reviewed the Policies where alternate excesses were requested and quotations received. Based on a cost benefit analysis the only Insurance Policy where an alternate excess was selected was the Property Policy, where a $10,000.00 excess was selected. As the Policies expired at 4.00pm 30 June 2009 Council authorised the Broker to place the renewals as quoted and the Property Policy at the selected excess.


The cost of renewed premium increased by approximately $33,000 (from $929,532 to $965,606 [this includes a $53,000 brokerage fee]) however, this was within the 2009/10 budget adopted by Council. The main increases related to Art Works premium, up $6,100 and the Councillors and Officers liability Premium, up $11,500.


That the information be noted. Committee’s Recommendation: (Hawker/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.


ATTACHMENT 1

Insurance Register 2009/2010

2009/2010 Coverage

Insurer Excess Premium

(incl. GST) Professional Indemnity/ Public

Liability Statewide $200,000 $324,473

Property Statewide $10,000 1 $376,688.31

Motor Vehicle Zurich $10,000 $80,980.79

Workers Compensation Excess of Loss (XOL) Liberty International Underwriters $1,000,000 $27,500

Casual Hirer's Liability Statewide $2,000 $9,240.00

Marine Hull Associated Marine Insurers (Zurich) $250 $770

Art Works Axa Art Ins Ltd $2,000 $18,680.96

Councillors and Officers Liability Zurich NIL $40,466.42

Business Travel & Group Personal Accident ACE Insurance NIL $2,310.00

Fidelity Guarantee Statewide 1% of claim or $500 $12,589.20

Business Practices Protection Lumley General 2 $19,107.34

Insurance Broker Fee Jardine Lloyd Thompson

N/A $52,800

Total $965,606.02

This excess has increased from $2,000 to $10,000 $10,000 Any one claim brought against the organisation

$ 1,000 Any one individual, any one claim $75,000 Any one loss attributable to any issues related to town planning, DA or land usage $10,000 Any one loss by the organisation $ 1,000 Any one individual, any one loss


6. HUMAN RESOURCES

No reports this round

7. INFORMATION MANAGEMENT AND TECHNOLOGY


Corporate Governance Committee Meeting 28 July 2009 Page 47 27B8.1 Fees And Charges For Community Halls

8. CUSTOMER SERVICES

8.1 Fees and Charges for Community Halls

Reporting Officer

Manager Customer Service

Attachments

Nil

Purpose

To recommend to Council an amendment to the Fees and Charges for Council Community Halls to reduce the impact of some unintended increases.

History

A presentation was provided to Council at its Briefing evening held 14 July 2009 by the Manager Customer Service on proposed changes to the 2009/2010 Fees and Charges for Community Halls.

Report

The 2009/2010 Fees and Charges adopted a new structure for charges for Community Halls. Halls were categorised according to size and facilities provided and a simplified charging structure applied. In addition to simplifying the charges additional practices were adopted to assist hirers (up to 1 hour preparation time and ½ hour clean up time without charge and the inclusion of insurance cover in the hourly rate for casual users). For the Civic Centre and Ingleburn the charges for the audio visual equipment were included in the hire rate at no cost. The categories adopted were: Category 1 – Civic Hall and Ingleburn Category 2 – East Campbelltown, Glenfield, Glen Alpine, Kearns, Ruse, St.Helens Park Category 3 – Ambrosia, Bradbury, Hurley Park, Rosemeadow, St.Andrews Category 4 – Eschol Park Cottage. St.Andrews Cottage, Wedderburn Resource Centre The adopted categories in the Fees and Charges recognised recent renovations including provision of air conditioning and new kitchens in some of Council’s Halls.

Corporate Governance Committee Meeting 28 July 2009 Page 48 27B8.1 Fees And Charges For Community Halls

The restructure of the Fees and Charges created some unintended anomalies whereby in some fees increased significantly especially those related to permanent hirers. The 2008/2009 Fees and Charges applied discounts ranging from 17% to 36% off the casual rate for permanent hire. In the recent fees and charges a consistent 20% was applied. However, it appears that a high percentage of permanent users were in facilities that attracted the higher discount. It is considered that the current 2009/2010 fees and charges offer good value, however, some or the increases from the previous year are high, especially as the improvements (new kitchens and air conditioning) are not always used by permanent hirers who have short times booked. In response to the concerns of users and to ease the impact of any increases in hall hire charges for permanent hirers a 30% discount could be applied to permanent hire rates and some consideration could be given to assisting those groups with difficulties without significantly affecting income.


1. That the 2009/2010 Fees and Charges be amended to increase the discount applicable to permanent hire rates from 20% to 30%.

2. That where hardship is demonstrated by a community group, any increase in Hall Hire

Fees be implemented in two stages commencing July and January. Committee’s Recommendation: (Borg/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 4 August 2009 (Rule/Kolkman) That the Officer's Recommendation be adopted. Council Resolution Minute Number 204 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 28 July 2009 Page 49

9. GENERAL BUSINESS

Nil.

13. CONFIDENTIAL ITEMS


A Rule CHAIRPERSON

Documents

Reports of the Corporate Governance Committee Meeting held ... · Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 28 July 2009. APOLOGIES . DECLARATIONS