AGENDA FINANCE COMMITTEE WEDNESDAY, 18 JANUARY …ropergulf.nt.gov.au/wp-content/uploads/2014/01/2012-01... · · 2014-08-14FINANCE COMMITTEE WEDNESDAY, 18 JANUARY 2012 ... 14.3

AGENDA

FINANCE COMMITTEE

WEDNESDAY, 18 JANUARY 2012

Notice is given that the next Finance Committee Meeting of the Roper Gulf Shire Council will be held on:

Wednesday, 18 January 2012 at The 29 Crawford St Commencing at 8:30am

Your attendance at the meeting will be appreciated. Michael Berto CHIEF EXECUTIVE OFFICER

FINANCE COMMITTEE 18 JANUARY 2012

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TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 PRESENT/STAFF/GUESTS

2 MEETING OPENED

3 WELCOME TO COUNTRY

4 APOLOGIES AND LEAVE OF ABSENCE

5 QUESTIONS FROM THE PUBLIC

6 DISCLOSURE OF INTEREST

7 CONFIRMATION OF PREVIOUS MINUTES

Nil

8 BUSINESS ARISING FROM PREVIOUS MINUTES

8.1 Action List from FCM 26 October and OCM 16 December, 2011.................................... 4

9 INCOMING CORRESPONDENCE

9.1 Correspondence received by Council .............................................................................. 8

10 OUTGOING CORRESPONDENCE

10.1 Correspondence Sent on behalf of Council...................................................................... 9

11 EXECUTIVE DIRECTORATE REPORTS

11.1 Final Annual Report 2010/2011...................................................................................... 10

12 CORPORATE & COMMUNITY SERVICES DIRECTORATE REPORTS

12.1 Community Grants - Round 3......................................................................................... 11

13 INFRASTRUCTURE AND TECHNCIAL SERVICES REPORTS

Nil

14 FINANCE REPORTS

14.1 Changes to the Financial Delegations Policy Manual .................................................... 12 14.2 Roper Gulf Shire Council Financial Reports................................................................... 13 14.3 Accounts Payable and Accounts Receivable Age Analysis Reports ............................. 28

15 DEPUTATIONS & PETITIONS

Nil

16 GENERAL BUSINESS

Nil

17 CLOSE OF MEETING

Finance Committee 18 January 2012

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BUSINESS ARISING FROM PREVIOUS MINUTES

ITEM NUMBER 8.1

TITLE Action List from FCM 26 October and OCM 16 December, 2011

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\FINANCE COMMITTEE MEETINGS\2012\12.01.18 FCM\REPORTS - 251363

AUTHOR Beatty Retchford, Executive Assistant to Council RECOMMENDATION: (a) That Council receive and note the Action List from the Finance and Audit

Committee held on the 26 October and the Ordinary Council Meeting held 9 November and 16 December 2011

ATTACHMENTS: 1 Action List for FCM Jan. 2012.doc

Attachment 1 Action List for FCM Jan. 2012.doc

Attachment 1 Page 5

9 November 2011 OCM

Item Item Description Responsible

Person Details Comments/Completed

11.1 Never Never Ward Report

Finance Manager CEO to re-send corrected Rate Notices.

FCM

Most Rates have been paid. Amendments will be made,

within the receipts, to itemise services, payments and balances. Outstanding

payments will be re-issued, with itemised accounts included.

16 December 2011 OCM


Person Action Details Comments/Completed

9.1 Sub.

6

Incoming Correspondence

Catherine Proctor / Thomas Michel

129/2011 Angela Pease’s request assistance for outstanding rates.

FCM

IN HAND Report to be submitted to

January FCM

9.2 Sub.

1

Supplementary Correspondence Received by Council

Thomas Michel 130/2011 Council directs the CEO to respond to the Namul Namul Aboriginal Corporation to provide evidence of hardship, prior to Council decision.

FCM

COMPLETED Awaiting response from Namul Namul Ab. Corp.

9.2 Supplementary Correspondence Received by Council

Michael Berto Council directs the CEO to respond to Yugal Mangi, supporting Festival Application

FCM

COMPLETED

Sharon Hillen 6.4 Borroloola LBM Minutes 29/11/2011 Inclusions for 2012-13 Business Plan (Itemised List)

FCM

IN HAND - Sharon to attend LBM on 7th & address.

12.3 Land Tenure/Leases Update

Sharon Hillen 6/2011 Council directs CEO to follow up future plans for Commonwealth Government Assets, in communities, post intervention. (Lease versus programs funding)

FCM

IN HAND – Letter to be drafted.

12.6 Shire Annual Report 2010-2011

Sharon Hillen 144/2011 Action approved edits and distribute to all stakeholders

COMPLETED Final copy ready for FCM


Attachment 1 Page 6


Person Action Details Comments/Completed

FCM12.7 Animal Management

Worker Project Agreement with AMRRIC

Michael Berto 145/2011 CEO to sign and submit agreement, on behalf of Council

FCM COMPLETED

S.2 RGSC Mayor Robe Sharon Hillen 148/2011 Finalise order and purchase of Mayoral Pendant, based on Option 1 design.

FCM

IN HAND

13.3 Draft Water Allocation Plan Tindall Aquifer – Mataranka

Sharon Hillen 9/2011 Council directs the CEO to develop a draft submission, in a report for the January FCM.

FCM

IN HAND – Report to January FCM

15.1 2011-2014 Job Creation Package – Sport & Recreation Program Funding Agreement

Thomas Michel / Catherine Proctor

158/2011 Renegotiate JCP S&R Program to enable more equitable employment arrangements.

FCMIN HAND – Report to

January FCM

15.2 2011-2012 Active Remote Communities

Thomas Michel / Paul Amarant

159/2011 Negotiate an equitable ARC Agreement for future periods.

FCMIN HAND

15.3 2011-2012 Housing Management and Maintenance Programs Funding Offer

Thomas Michel 11/2011 Council directs CEO to negotiate the use of the Program’s grant funding, to cover Insurance costs for homelands and outstations dwellings.

FCMCOMPLETED

15.3 2011-2012 Housing Management and Maintenance Programs Funding Offer

Michael Berto 160/2011 Negotiate use of funding to cover Insurance costs for Homeland & Outstation Dwellings.

FCMCOMPLETED

17.1 Round Two 2011-2012 RGSC Community Grants

CEO 167/2011 Advise successful applicants.

FCMCOMPLETED


Attachment 1 Page 7

16 January SMT


Person Details Comments/Completed

Post Intervention - Assets

Catherine Proctor / Thomas Michel

Full conditions report to be prepared and finalised, in preparation for negotiations.

FCM

Grants Funding Remaining for 2011

Thomas Michel Seek approval for Round 3. FCM IN HAND – Report to Jan. FCM.


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INCOMING CORRESPONDENCE

ITEM NUMBER 9.1

TITLE Correspondence received by Council

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\FINANCE COMMITTEE MEETINGS\2012\12.01.18 FCM\CORRESPONDENCE - 254668

AUTHOR Beatty Retchford, Executive Assistant to Council RECOMMENDATION (a) That Council receive and note the Incoming Correspondence.

Sub item

Date Received

Correspondence Description Received From

1 03.01.2012 Grant Approval $90K – OH&S Procedure Manual (2052508)

Donna Hadfield, Acting Manager

DHLG&RS 2 03.01.2012 Grant Decline $113,750 – Upgrade the

Barunga Broadcasting Office Donna Hadfield, Acting

Manager DHLG&RS

3 05.01.2012 Grant Approval $91,921 – Assist with the Stage 2 Upgrade to Existing Numbulwar Broadcasting Facility

Donna Hadfield, Acting Manager

DHLG&RS 4 05.01.2012 Grant Approval $107,550 – Repair

Swimming Pool, Ngukurr Aquatic Centre Donna Hadfield, Acting

Manager DHLG&RS

ATTACHMENTS: There are no attachments for this report.


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OUTGOING CORRESPONDENCE

ITEM NUMBER 10.1

TITLE Correspondence Sent on behalf of Council

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\FINANCE COMMITTEE MEETINGS\2012\12.01.18 FCM\CORRESPONDENCE - 254679

AUTHOR Beatty Retchford, Executive Assistant to Council RECOMMENDATION (a) That Council receive and note the Outgoing Correspondence.

Sub item

Date Sent Correspondence Description Sent To

1 13.01.2012 Roper Gulf Shire Annual Report 2010/2011

Hon. Malandirri McCarthy MLA

Minister for Local Government

2 13.01.2012 Roper Gulf Shire Annual Report 2010/2011

DHLG&RS



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EXECUTIVE DIRECTORATE REPORT

ITEM NUMBER 11.1

TITLE Final Annual Report 2010/2011

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\FINANCE COMMITTEE MEETINGS\2011\11.01.19 FINANCE COMMITTEE MEETING\REPORTS - 253531

AUTHOR Stephanie Chan, Corporate Planning & Compliance Officer RECOMMENDATION (a) That Finance Committee receive and note the final 2011 Annual Report for the

Financial Year 2010 – 2011. (b) That the Finance Committee accept the submission of the 2011 Annual Report to

DHLGRS.

BACKGROUND The 2011 Annual Report is ready for distribution. The report will be published on the Website and made available for sale from Head Office. A notice of the reports availability will be published in the newspaper as per the requirements set out in the Local Government Act. ISSUES/OPTIONS/SWOT NIL FINANCIAL CONSIDERATIONS NIL



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CORPORATE & COMMUNITY SERVICES DIRECTORATE REPORT

ITEM NUMBER 12.1

TITLE Community Grants - Round 3


AUTHOR Catherine Proctor, Director, Corporate and Community Services RECOMMENDATION (a) That Council approve a Third Round of Community Grants.

BACKGROUND Funding already provided

Round 1 - $8,240 Round 2 - $20,000 Total - $28,240 Leftover - $19,760 (if Total Community Grants is $48,000)

ISSUES/OPTIONS/SWOT <<Enter Text>> FINANCIAL CONSIDERATIONS Funds remaining $19,760 out of possible $48,000 allocation.



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FINANCE REPORTS

ITEM NUMBER 14.1

TITLE Changes to the Financial Delegations Policy Manual


AUTHOR Thomas Michel, Finance Manager RECOMMENDATION (a) That the Finance Committee approve Purchase Order Approval Delegations up

to $1000 for the positions of Commercial Operations and Civil Works Administration Officer and the Executive Assistant to Council.

BACKGROUND Any changes to the Shire’s Financial Delegations Manual must be approved through resolution by the Council or Finance Committee. ISSUES/OPTIONS/SWOT Both the Governance Manager and the Assistant Director (Commercial Operations) have requested purchasing authority for their administrative support staff. Both the Commercial Operations and Civil Works Administration Officer and the Executive Assistant to Council positions are often relied on to make purchases for their managers or program areas, but at times have difficulty contacting relevant managers for purchase order approval. For this reason, it is practical for both positions to have limited purchasing authority. This delegation recommendation does not include authority to approve invoices. Therefore the officers’ relevant managers will still be able to act as a check and balance on purchases made. FINANCIAL CONSIDERATIONS Nil.



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FINANCE REPORTS

ITEM NUMBER 14.2

TITLE Roper Gulf Shire Council Financial Reports


AUTHOR Thomas Michel, Finance Manager RECOMMENDATION (a) That the Finance Committee receive and note the financial reports.

BACKGROUND The following financial reports as at 31 December 2011 are attached for the Finance Committee’s consideration:

Balance sheet Income statement by account category Income statement by service grouping Statement of cash balances Expenditure reports by community

ISSUES/OPTIONS/SWOT Nil. FINANCIAL CONSIDERATIONS Nil.

ATTACHMENTS: 1 111231 Statement of cash balances.pdf 2 111231 balance sheet.pdf 3 111231 Income Statement by acc cat.pdf 4 111231 Income Statement by service.pdf 5 111230 Beswick Y+E.pdf 6 111231 Bulman Y+E.pdf 7 111231 Barunga Y+E.pdf 8 111231 Borroloola Y+E.pdf 9 111231 Eva Y+E.pdf 10 111231 Jilkminggan Y+E.pdf 11 111231 Mataranka Y+E.pdf 12 111231 Minyerri Y+E.pdf 13 111231 Ngukurr Y+E.pdf 14 111231 Numbulwar Y+E.pdf

Attachment 1 111231 Statement of cash balances.pdf

Attachment 1 Page 14

Attachment 2 111231 balance sheet.pdf


Attachment 3 111231 Income Statement by acc cat.pdf


Attachment 4 111231 Income Statement by service.pdf


Attachment 5 111230 Beswick Y+E.pdf


Attachment 6 111231 Bulman Y+E.pdf


Attachment 7 111231 Barunga Y+E.pdf


Attachment 8 111231 Borroloola Y+E.pdf


Attachment 9 111231 Eva Y+E.pdf


Attachment 10 111231 Jilkminggan Y+E.pdf


Attachment 11 111231 Mataranka Y+E.pdf


Attachment 12 111231 Minyerri Y+E.pdf


Attachment 13 111231 Ngukurr Y+E.pdf


Attachment 14 111231 Numbulwar Y+E.pdf



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FINANCE REPORTS

ITEM NUMBER 14.3

TITLE Accounts Payable and Accounts Receivable Age Analysis Reports


AUTHOR Thomas Michel, Finance Manager RECOMMENDATION (a) That the Finance Committee receive and note the attached Accounts Receivable

and Accounts Payable Age Analysis reports.

BACKGROUND Council recently requested to have monthly age analysis reports of the Accounts Payable and Accounts Receivable balances tabled at each meeting. Attached are these reports as at 13 January 2012 for the top 25 debtors and creditors. ISSUES/OPTIONS/SWOT Nil. FINANCIAL CONSIDERATIONS Nil.

ATTACHMENTS: 1 110113 ap age analysis report.pdf 2 110113 ar age analysis report.pdf

Attachment 1 110113 ap age analysis report.pdf


Attachment 2 110113 ar age analysis report.pdf


Documents

AGENDA FINANCE COMMITTEE WEDNESDAY, 18 JANUARY …ropergulf.nt.gov.au/wp-content/uploads/2014/01/2012-01... · · 2014-08-14FINANCE COMMITTEE WEDNESDAY, 18 JANUARY 2012 ... 14.3