Reports from the Corporate Governance Committee Meeting ... · The celebrations featured carnival rides, market stalls and two spectacular fireworks displays at 9pm and midnight

Reports from the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 2 February 2010. APOLOGIES ACKNOWLEDGEMENT OF LAND 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 Visit Macarthur Website Statistics Report July - December 2009 4

1.2 2009 Campbelltown Christmas Carols and Celebrations 6

1.3 New Years Eve Celebrations Post Event Report 8

2. CORPORATE SUPPORT 10

2.1 MACROC Sustainable Business Award 10

3. PROPERTY SERVICES 12

3.1 Cavan Walkway between Teeswater Place and Riverside Drive, Airds 12

3.2 Proposed Compulsory Acquisition by Housing NSW of Council Land - Fonthill Precinct - Lot 28 DP 716139, Lincluden Park, Airds

15

4. FINANCIAL SERVICES 20

4.1 Monthly Rates Summary 20

4.2 Sundry Debtors Report - December 2009 25

4.3 Investment Report - November/December 2009 30

4.4 Budget Review Financial Statement as at 31 December 2009 34

4.5 General Valuation - Base date 2009 37

4.6 Policy Review - Rate Recovery Policy 42

5. BUSINESS ASSURANCE 47

5.1 Quarterly Report against the 2009/12 Management Plan - October - December 2009

47

6. HUMAN RESOURCES 59

6.1 Revised Policy References/Letter of Recommendation/Certificates of Service 59

ITEM TITLE PAGE

6.2 Rescind Policy - Job Evaluation 62

6.3 Rescind Policy - Salary Sacrifice for Superannuation 69

7. INFORMATION MANAGEMENT AND TECHNOLOGY 74

7.1 Replacement of Council's Geographic Information System Software 74

8. CUSTOMER SERVICES 79

No reports this round 79

9. GENERAL BUSINESS 79

13. CONFIDENTIAL ITEMS 79

No reports this round 79

Corporate Governance Committee Meeting 2 February 2010 Page 3 1.1 Visit Macarthur Website Statistics Report July - December 2009

Minutes of the Corporate Governance Committee held on 2 February 2010 Present His Worship the Mayor, Councillor A Rule

Councillor P Hawker (Chairperson) Councillor F Borg Councillor A Chanthivong Councillor S Dobson Councillor G Greiss Councillor P Lake Councillor R Matheson Director Business Services - Mr M Sewell Director City Works - Mr J Hely Manager Assets and Supply Services - Mr G Mitchell Acting Manager Communications and Marketing - Ms M Harley Manager Corporate Support - Mr S Kelly Manager Customer Service - Mr I Hudson Manager Executive Services - Mr N Smolonogov Manager Financial Services – Ms C Mears Manager Human Resources - Mr B Mortimer Manager Information Management and Technology - Mr S McIlhatton Acting Manager Operations - Mr A Davies Manager Property Services - Mr J Milicic Manager Waste and Recycling Services - Mr P MacDonald Revenue Accountant - Mr A Butcher Executive Assistant - Mrs D Taylor

Apology Nil Acknowledgement of Land An Acknowledgement of Land was presented by the Chairperson Councillor Hawker. DECLARATIONS OF INTEREST There were no Declarations of Interest at this meeting.


1. COMMUNICATIONS AND MARKETING

1.1 Visit Macarthur Website Statistics Report July - December 2009

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To update Council on the usage patterns of the Visit Macarthur website for the period July to December 2009.

History

Council at its meeting on 3 February 2009 resolved that a report be presented at six monthly intervals showing the usage pattern of Council's joint tourism website.

Report

The Visit Macarthur website was launched in July 2006 as a joint initiative between Campbelltown City Council and Camden Council. The site forms a part of Campbelltown Council's existing website, but is accessible from its own URL, www.visitmacarthur.com.au, as well as Council's homepage. A user-friendly format and regular maintenance ensures that visitors can easily and quickly find up to date information on all tourism related operators in the Macarthur region including attractions, events, accommodation, restaurants, shopping centres, function facilities, sporting venues, guided tours and transport providers. The website also provides contact details for the Visitor Information Centres in Campbelltown and Camden, maps and an electronic customer contact/feedback form. Statistics provide information on the total number of visits to the site, as well as the number of new visitors, return visitors and the average number of pages viewed per visit. Over the six month period from 1 July to 31 December 2009, the total number of visits to the Visit Macarthur website was 69,309. These statistics indicate an increase in visitation to the website by more than 20.6% when compared to the same period in 2008 and increase by more than 180% when compared to the same period in 2007.


A breakdown of visits per month, as well as the number of total pages viewed, is listed below.

Month Total Visits Page Views July 9,141 29,955 August 15,065 43,441 September 16,559 97,731 October 14,161 71,803 November 11,077 48,524 December 3,306 9,414 TOTAL 69,309 300,868

The busiest period of the week to access the Visit Macarthur site is Wednesday and Monday, followed closely by Friday and Sunday. The most popular time is between 9am and 1pm. The average visit lasts more than eight minutes. The majority of visitors access the website directly or via a favourites/bookmark link, with Microsoft Search Live and Google being the most popular search engines directing traffic to the website. Further visitors access the site via the links on the Campbelltown City Council, Camden Council and Visit NSW websites. The Campbelltown Visitor Information Centre often receives feedback about the site via the feedback email facility. Each listing on the site is also checked bi-monthly and changes are implemented as required. Website statistics reports for the Visit Macarthur website will continue to be presented on a bi-annual basis.

Officer's Recommendation

That the information be noted. Committee’s Recommendation: (Borg/Lake) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 6 1.2 2009 Campbelltown Christmas Carols And Celebrations

1.2 2009 Campbelltown Christmas Carols and Celebrations

Reporting Officer


Attachments

Nil Purpose

To advise Council of Christmas celebrations in Campbelltown.

Report

The Christmas period in Campbelltown is celebrated through the installation of decorations and lights on street poles in the City, the installation of a giant community Christmas tree at the Campbelltown Arts Centre, and the staging of the annual Campbelltown Christmas Carols event. The Christmas tree was installed in late November 2009, with the tree lights switched on as part of the festivities of the carols event. Council staff worked closely with a lighting designer and tree installation contractor to ensure the tree was installed safely. Christmas decorations were also installed on light poles along Queen Street, Campbelltown and Oxford Road, Ingleburn during November. The decorations featured Christmas motifs and LED lights, which were illuminated at night. The Campbelltown Christmas Carols was held on Saturday 5 December from 6.30pm to 9.30pm at the Campbelltown Arts Centre amphitheatre. The event featured Jessica Rich from the Nine Network as MC, with appearances from Humphrey Bear, the combined schools choir, Odyssey House Choir and 25 local performers. Santa also made an appearance on the night, as did the "Wildaussies" characters with an entertaining stage performance. An estimated crowd of more than 3500 attended the night, making it the most successful carols event to date. The event was held in association with the Rotary Clubs of Campbelltown and Macarthur Sunrise. Both clubs provided planning support in the lead up to the event, and also ran food and merchandise stalls on the night to raise funds. A summary of expenses and income for the Christmas Carols and Celebrations is currently unavailable as invoices are still pending.

Corporate Governance Committee Meeting 2 February 2010 Page 7 1.2 2009 Campbelltown Christmas Carols And Celebrations


1. That the information be noted. 2. That the 2010 Campbelltown Christmas Carols event be held on Saturday 4 December at

the Campbelltown Arts Centre Amphitheatre. Committee’s Recommendation: (Borg/Matheson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 8 1.3 New Years Eve Celebrations Post Event Report

1.3 New Years Eve Celebrations Post Event Report

Reporting Officer


Attachments

Nil

Purpose

To advise Council of New Year’s Eve celebrations in Koshigaya Park, Campbelltown.

Report

The 2009 New Year’s Eve celebrations were held at Koshigaya Park, Campbelltown from 7pm to 12.30am on Thursday 31 December 2009. The event was coordinated by Council staff from across the various divisions. The celebrations featured carnival rides, market stalls and two spectacular fireworks displays at 9pm and midnight. A staged entertainment program was the highlight of the night, featuring a number of local performers alongside well-known Sydney based bands. This year a large screen was hired so that the audience from other areas of the park were able to see and hear the stage entertainment, the screen proved to be very successful. A complete entertainment schedule is listed below.

7.00pm MC Welcome 7.05pm Eagles Tribute Show – Desperado 7.30pm Langifisi Sisters 7.50pm Eagles Tribute Show – Desperado 8.50pm Official proceedings 9.00pm Fireworks spectacular 9.15pm Brendan Montanna – Magic Show 10.15pm Abba’s Back Tribute Show 11.59pm Countdown to fireworks 12.00am Fireworks spectacular 12.10am Abba’s Back Tribute Show 12.30am CLOSE

The crowd was the largest to date for the annual New Year’s Eve celebrations with an estimated attendance of 20,000. Police and private security guards reported that the event was incident free. A summary of expenses and income for the New Years Eve Celebrations is currently unavailable as invoices are still pending.

Corporate Governance Committee Meeting 2 February 2010 Page 9 1.3 New Years Eve Celebrations Post Event Report

The cost of the 2009 event is within the original budget allocation of $49,400. Council received a great deal of positive feedback from the community in support of this event. The New Years Eve celebrations provided by Council continues to grow in popularity and gain a reputation as a most successful community event.


That the information be noted. Committee’s Recommendation: (Lake/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 10 2.1 Macroc Sustainable Business Award

2. CORPORATE SUPPORT

2.1 MACROC Sustainable Business Award

Reporting Officer

Director Business Services

Attachments

Nil

Purpose

To provide Council with an update in identifying the possibility of MACROC incorporating a system to acknowledge sustainable business.

History

Council at its meeting on 29 September 2009 requested a report outlining ways in which a sustainable business award could be incorporated by MACROC into its system of acknowledging local business success.

Report

MACROC have been successfully promoting sustainability for small business through the Symmetry program where small businesses are provided with a certificate acknowledging their participation and successful completion of the Symmetry program. This program was an initiative of the State Government through a grants program which was finalised on 31 December 2009. The success of the Symmetry Program in achieving a greater commitment by certain local businesses to implement sustainability practices is commendable. The Symmetry Program, therefore, potentially presents itself as a platform to promote the encouragement of other businesses to take up the sustainability challenge. This could, for example, be melded with the already successful MACROC Business Hall of Fame Event through the nomination of businesses for a "Sustainable Business" Award. Council considers that this proposal should be examined further by MACROC in conjunction with the Planning Directors of each of those member councils.

Corporate Governance Committee Meeting 2 February 2010 Page 11 2.1 Macroc Sustainable Business Award


That Council request MACROC to investigate a proposal to introduce a "Sustainable Business" Award to be incorporated into the "Business Hall of Fame" Program. Committee’s Recommendation: (Chanthivong/Lake) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 12 3.1 Cavan Walkway Between Teeswater Place And Riverside Drive, Airds

3. PROPERTY SERVICES

3.1 Cavan Walkway between Teeswater Place and Riverside Drive, Airds

Reporting Officer

Manager Property Services

Attachments

Locality Plan

Purpose

To advise Council of representation made to Housing NSW for the closure of a section of Cavan Walk from Riverside Drive leading into Teeswater Place at Airds.

History

At Councils City Works Committee Meeting held on 10 November 2009 a request was made for a future report to be presented to Council regarding the closure of a walkway linking Teeswater Place with Riverside Drive, Airds.

Report

In reference to the request a letter was forwarded to Housing NSW as owner of two properties adjoining the walkway seeking their comments on whether Cavan Walk and any surrounding walkways will form part of the Airds Bradbury Renewal Project and possibly be absorbed into Housing NSW's adjoining land.

A letter of response was provided by Housing NSW advising that it had no objection "in principal" to the closure of the walkway known as Cavan Walk.

In this respect Housing NSW advised that they were investigating the work required to close the walkway with preliminary investigations indicating that electricity services would need to be removed to allow for any closure of the walkway.

It was also noted that adjoining privately owned residences have frontage access from the walkway with consultation required with these owners prior to proceeding with any decision to progress the walkway closure. Housing NSW identified that these issues would need to be addressed prior to formal agreement being provided on the walkway closure and its inclusion into Housing NSW's Airds Bradbury Renewal Project. Housing NSW is currently undertaking a masterplan process for the area which will include the resolution of walkways and underpasses with Council being included in the consultation process for the preparation of the masterplan.

Corporate Governance Committee Meeting 2 February 2010 Page 13 3.1 Cavan Walkway Between Teeswater Place And Riverside Drive, Airds


1. That Council note that Housing NSW have advised that as part of a masterplan planning process for Airds it is seeking to address the problems associated with the walkways (including Cavan Walk) and underpasses in order to improve the safety and amenity of the area.

2. That Council also informs Housing NSW of its support in the renewal of the Airds public

housing estate as part of the Airds / Bradbury Renewal Project. Committee’s Recommendation: (Borg/Matheson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 14 3.1 Cavan Walkway Between Teeswater Place And Riverside Drive, Airds ATTACHMENT 1

Corporate Governance Committee Meeting 2 February 2010 Page 15 3.2 Proposed Compulsory Acquisition By Housing NSW Of Council Land - Fonthill Precinct -

Lot 28 DP 716139, Lincluden Park, Airds

3.2 Proposed Compulsory Acquisition by Housing NSW of Council Land - Fonthill Precinct - Lot 28 DP 716139, Lincluden Park, Airds

Reporting Officer

Manager Property Services

Attachments

1. Plan of Lot layout before and after subdivision 2. Deposited Plan 716139

Purpose

To advise Council that Housing NSW (HNSW) are seeking to compulsory acquire a parcel of Council's land within the area known as Fonthill precinct in Airds, Lot 28 DP 716139, Lincluden Park by agreement to undertake improvements to the public housing estate.

History

HNSW as part of the Neighbourhood Improvement Program in its public housing estates has on a number of occasions previously sought Council approval to allow it to compulsory acquire by agreement sections of Council land and pathways to facilitate neighbourhood improvement programs. Council has on these previous occasions allowed the compulsory acquisition of its land by HNSW for nil compensation on the basis that Council did not have any objections to HNSW undertaking this process on the basis that it was undertaking improvements to the public housing estate.

Report

HNSW has recently approached Council seeking its approval to compulsory acquire land within the area known as Fonthill precinct, Lot 28 DP 716139, Lincluden Park in Airds to allow it to undertake improvements in the Fonthill Precinct in the Airds Bradbury public housing estate. HNSW has also advised that it intends to complete the closure of sections of pathways which adjoin Lincluden Park within the Fonthill precinct in Airds. Under a previous agreement with Council, HNSW has been undertaking a process of closing off pathways in the precinct over a period of time. In this case, the pathways themselves have been acquired by HNSW from Council via Government Gazette 8 November 2002 and are now known as Lots 1, 2 and 3 DP 1018790. Under the provisions of both the Housing Act and Land Acquisition (Just Terms Compensation) Act 1991, HNSW have requested Council agree to the compulsory acquisition of Lot 28 in DP 716139 for nil compensation.



This land is known as Lincluden Park and was originally dedicated by HNSW to Council as Public Reserve via Government Gazette dated 1 September 1979. The acquisition of this land by HNSW would complete the acquisition of Council land associated with the pathway closure in order to formally reflect the physical improvements made on site. The subject land is zoned 6(a) Open Space and is classified as Community Land, it is currently vacant and has an area of approximately 1,670 square metres. Once acquisition is completed, it is HNSW's intention to undertake a re-subdivision of land to amalgamate the acquired properties into adjoining residential properties in Airds as per the drawings in the Attachments, currently located on Superlots 1501, 1513 and 1525 DP 1036537. In this respect it is proposed that the narrow finger of Lincluden Park which runs between Deans Road and Fonthill Place, Airds will be incorporated together with the sections of closed pathway into the adjoining property boundaries. The larger sections of Lincluden Park situated at the end of Lincluden Place and Fonthill Place are to be created into separate new lots. HNSW has advised that it has undertaken consultation with John Warby Public School and that it will also undertake consultation with surrounding residents in regards to the potential closure of access from Lincluden Place to John Warby Public School. It has been advised that this will be taken into account into any re-subdivision plan. It should be noted that as part of the re-subdivision, improvement works are also proposed to improve drainage which will be subject to the normal planning approvals process. It has also been advised that it is HNSW's intention to re-dedicate a portion of Lincluden Park between Fonthill Place and Riley Park back to Council upon completion of the re-subdivision. HNSW is currently undertaking a masterplanning exercise for the Airds Bradbury area through the Airds Bradbury Renewal Project. HNSW have advised that once the masterplan is completed it is intended to rezone this land to a residential zoning in keeping with the surrounding development. HNSW will be required to rezone this land prior to any subsequent transfer taking place. It is also intended that any redistribution of open space will be determined in consultation with Council through the masterplanning process to ensure that adequate open space provision for the areas is retained. Compulsory Acquisition In respect to the outcome sought by HNSW it is recommended that Council resolve that it has no objection to HNSW undertaking compulsory acquisition of the required section of Lincluden Park (Part Lot 28 DP 716139) for nil compensation to allow re-subdivision of land to amalgamate the acquired properties together with sections of the walkways into adjoining residential properties in Airds. HNSW would be required to pay all costs associated with the compulsory acquisition process including Council's Administration Fee of $550 inclusive of GST relating to the acquisition of the land. This would also include the cost of any new boundary fencing if required.



Council would also seek that HNSW provide it with a credit for an equivalent area of land if there are any future joint redevelopment proposals subject to the outcome of the Airds masterplanning process.


1. That Council resolves that it has no objection to Housing NSW compulsory acquiring Lincluden Park (Lot 28 DP 716139) for nil compensation as outlined in the body of the report.

2. That HNSW pay all costs associated with the compulsory acquisition, including Council's

Administration Fees and the cost of new boundary fencing if required. 3. That any documentation associated with the compulsory acquisition required to be

executed by Council be executed under the Common Seal of Council. Committee’s Recommendation: (Chanthivong/Lake) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.


Lot 28 DP 716139, Lincluden Park, Airds ATTACHMENT 1


Lot 28 DP 716139, Lincluden Park, Airds ATTACHMENT 2

Corporate Governance Committee Meeting 2 February 2010 Page 20 4.1 Monthly Rates Summary

4. FINANCIAL SERVICES

4.1 Monthly Rates Summary

Reporting Officer

Manager Financial Services

Attachments

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

Purpose

This report details the 2009/2010 Rates and Charges levy and cash collections for the month ending 31 December 2009.

Report

The combined year to date Rates and Charges levied for the period ending 31 December 2009 totalled $71,694,156 representing 99.7% of the estimated annual budget. Rates and Charges collected to the end of December totalled $40,190,027. In percentage terms this amount represents 54.2% of all rates and charges due to be paid. In comparison, the amount collected as at 31 December 2008 was 53.9%. The second quarterly instalment became due for payment on 30 November 2009. An analysis of payments has revealed that 42% of ratepayers prefer to pay their accounts by BPay via Internet and telephone. Over the counter payments via Australia Post agencies represent 27% followed by credit card, phone and Internet payments accounting for 14% of all payments. Debt recovery action on instalment defaulters commenced early in December and involved the issue of 7,814 missed instalment reminder notices to all ratepayers with an outstanding balance less than $500. On 9 December 2009, 1,715 defaulters with balances exceeding $500 were issued a seven-day letter of demand requesting their urgent attention to payment of the amount due or to make suitable arrangements on or before 18 December 2009. To avoid financial strains on ratepayers over the Christmas holiday period, a second seven-day letter will be deferred until early January 2010.

Corporate Governance Committee Meeting 2 February 2010 Page 21 4.1 Monthly Rates Summary

Ratepayers who have purchased property since the issuing of annual notices are sent a 'Notice to New Owner' letter. This letter advises ratepayers of the annual amount levied and any balance unpaid since settlement occurred. During the month 97 of these notices were sent to ratepayers.


That the information be noted. Committee’s Recommendation: (Dobson/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 22 4.1 Monthly Rates Summary ATTACHMENT 1



Corporate Governance Committee Meeting 2 February 2010 Page 25 4.2 Sundry Debtors Report - December 2009

4.2 Sundry Debtors Report - December 2009

Reporting Officer


Attachments

1. Debtors Summary 2. Ageing of Sundry Debtors - December 2009

Purpose

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

Report

Sundry debts outstanding to Council as at 31 December 2009 were $1,362,772 reflecting an increase of $144,885 since 30 November 2009. The ratio of outstanding debts to current invoices has decreased from 45% in November to the current level of 31%. This ratio has been affected by an increase in the current and 30 day debts and low volume of receipts received for this period. 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, 339 invoices were raised totalling $858,929 and of these, the most significant have been in the following areas: Corporate Administration - $147,031 The main invoices relate to: Australian Rail Track Corporation Ltd – Occupation Fees $77,138Transport Infrastructure Development Corporation – Contribution to Glenfield Town Centre Master Plan

$18,734

Camden Council – Contribution to Spring 2009 WIN TV advertising and repairs to faulty voice lodger at RFS Control Centre

$11,016

Wollondilly Shire Council – Contribution to MACROC Accounting Year 1 July 2009 – 30 June 2010

$4,412

Housing NSW – Contribution to Midnight Basketball project $4,400Macarthur Baseball League – AGL Electricity $3,299


Government and other Grants - $141,174 The main invoices relate to: Australian Council for the Arts – Edge of Elsewhere Project Grant $110,000Department of Transport and Regional Services – National Bike Path Grant for Macquarie Fields Triathlon Cycleway track - 1st instalment

$70,000

Tourism New South Wales – Greater Sydney Tourism Partnership Grant $23,886Local Government and Shires Association of NSW – Elders on the go - Healthy Lifestyle Program Grant

$22,000

Private Works – $92,862 The main invoices relate to: Roads and Traffic Authority of NSW – Mowing Moore-Oxley Bypass contract $45,997Department of Housing – Mowing in the Department of Housing areas $34,429Get Fast Waste Bins – Damage to Storm Water Pit at Macquarie Fields $4,070 Receipts to the value of $714,033 have been received during the period, the most notable in the following areas: Corporate Administration $221,856Government and other Grants $179,750Land and Building Rentals $95,087Shop and Office Rentals $45,938Waste Collection Services $43,341 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 17 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. Six matters have been referred to Council’s agents to commence formal legal recovery action. Council’s agents were also instructed to proceed with 1 Writ of Execution for Hall Hire Fees and 1 Warrant of Apprehension for Licence Inspections Fees.



That the information be noted. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 28 4.2 Sundry Debtors Report - December 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 2 February 2010 Page 29 4.2 Sundry Debtors Report - December 2009 ATTACHMENT 2

Corporate Governance Committee Meeting 2 February 2010 Page 30 4.3 Investment Report - November/December 2009

4.3 Investment Report - November/December 2009

Reporting Officer


Attachments

1. Investment Portfolio Performance – November 2009 2. Investment Portfolio Performance – December 2009

Purpose

To provide a report to Council outlining performance of the investment portfolio for November and December 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 the Local Government (General) Regulation 2005 require a monthly investment report be presented to Council. Council's Investment Portfolio as at 31 December stood at approximately $73 million. Funds are currently being managed both by Council staff and Fund Managers and are in accordance with the Local Government Act 1993, Local Government (General) Regulation 2005 and Council’s Investment Policy. Monthly Performance The return for the entire portfolio on an annualised basis was 4.62% (4.44% November). This reflects an out performance of the bank bill index benchmark which returned 3.87% (3.64% November). Funds directly invested returned 4.65% for the month of December (4.49% November).

Rolling Year to Date (annualised) Return December NovemberCouncil Managed Funds 4.62% 4.75%Local Government Ethical Fund 4.52% 4.45%Local Government Fixed Out Cash Fund 3.91% 4.01%Benchmark: 90 Day Bank Bill Index 3.42% 3.53%

Council’s credit exposure as at 31 December shows 58% of investments placed with institutions rated AAA to AA-, 30% in institutions rated A+ to A, 8% in institutions rated A- to BBB- and 4% in other financial institutions. All investments are placed with Approved Deposit Taking Institutions who meet the eligibility for the government wholesale funding guarantee.

Corporate Governance Committee Meeting 2 February 2010 Page 31 4.3 Investment Report - November/December 2009

The current composition of the portfolio is 23% managed funds, 65% direct council managed term deposits, 11% in floating rate notes and 1% in offset facilities. The decrease in the portfolio balance of $2m since last reported for the October period is directly attributable to cash outflows leading into the Christmas/New Year Period, in particular, payments made to Council’s contractors. Economic Outlook The Reserve Bank held a meeting on 1 December and, as expected again lifted the cash rate by 25 basis points to 3.75% in line with recent gradual adjustments to monetary policy. Economists predict further increases in 2010 as Australia recovers from the downturn and measures of increased consumer and business confidence. Council's investment portfolio continues to outperform the benchmark of the 90 day bank bill index. The Local Government Investment Guideline recently published leaves little scope for the enhancing of Council's investment portfolio with the various investment products on offer. To enhance the portfolio advantage is taken of the length of maturity of the investment given the rating of the institution and the guarantee of the Federal Government for investments placed with Australian Financial Institutions. Regular liaison with Council's external financial advisor Spectra Financial Services assists in monitoring all of the risk factors to maximise Council's return on the investment portfolio minimising the risk associated with this strategy.


That the information be noted. Committee’s Recommendation: (Dobson/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 32 4.3 Investment Report - November/December 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 2 February 2010 Page 33 4.3 Investment Report - November/December 2009 ATTACHMENT 2

Corporate Governance Committee Meeting 2 February 2010 Page 34 4.4 Budget Review Financial Statement As At 31 December 2009

4.4 Budget Review Financial Statement as at 31 December 2009

Reporting Officer


Attachments

Second Quarter Financial Statement Summary (distributed under separate cover).

Purpose

A quarterly financial review has been conducted on the original income and expenditure estimates presented in the 2009/2010 budget. The adjustments relating to the review of original budget allocations are presented for Council's consideration.

Report

In accordance with Clause 203 of the Local Government (General) Regulations 2005, the responsible accounting officer is required to conduct a quarterly review of income and expenditure estimates and submit a report to Council no later than two months after the end of each quarter. The budget review statement must also include an opinion of the responsible accounting officer concerning the financial position of Council. This report provides an overview of the results of the financial review for the quarter ended 31 December 2009. In June 2009, Council adopted a balanced budget for 2009/2010. In this review the budgeted result has been maintained. Factors influencing the budgeted result are highlighted in the body of this report. The recommended movements relating to income and expenditure are summarised in the attachment and details of major items greater than $20,000 are listed in the body of this report for Council's consideration. Council's current budget position is as follows:

Total projected expenditure on present trends $ 145,860,939

Total projected income on present trends $ 145,860,939

Projected surplus/(deficit) as indicated in the original budget for the year $0 In the October to December quarter, Council has considered a number of reports that either requires an adjustment to the budget estimates or requested that consideration be given to funding the programs. The recommendations from these reports have been included in this review.


The following major items from the review are detailed, and all adjustments are recommended following the completion of the financial review: Development Management (1200) - $30,000 transfers of expenditure This increase reflects a movement of staff within the section and has no impact on the budget. Regulated Premises (1150) - $25,000 decrease in income The regulations that control the inspection of premises by the Environmental Health Unit have recently been modified resulting in a reduced number of inspections being required. This decrease in income has been offset by salary savings due to a vacancy and a slight increase in the income received from parking fines. Eagle Vale Leisure Centre (2000) - $35,000 increase in expenditure The utilities costs for Eagle Vale Leisure Centre, in majority the gas charges, are currently exceeding the expected budget. The charges are being reviewed by Leisure Centre staff to determine if there are any other factors other than increased unit rate costs. The increased cost is offset by additional income from the Fitness program and salary savings in the Library Extension program. Library Information Services (2101) - $52,900 transfers of expenditure This increase reflects a movement of staff within the section and has no impact on the budget. Land Acquisition/Sale – Rail Corp (2994) - $50,000 increase in expenditure There are ongoing costs associated with the proposed sale of land to Rail Corp. Due to the indeterminate nature of the timing of these dealings no budget was allocated. This cost has been offset by additional income from the sale of minor parcels of land and the deposit that was forfeited on the sale of Groundsel Ave. Training General (3755) - $54,000 increase in expenditure As part of the Federal Government initiative to address skill shortages throughout certain industries, Council has been able to access Federal funding to subsidise nationally recognised training programs to further enhance the skills for staff. Since June 2008 Council has been able to provide 55 qualifications to staff across Council in areas such as Childrens Services, Healthy Lifestyles and Customer Service, many of whom it is their first qualification. PC and LAN Support (3925) - $100,000 transfers of expenditure Staff have been transferred within the section and there is no cost impact to the budget. Records (3935) - $50,000 transfers of expenditure This increase reflects a movement of staff within the section in line with the IM&T structure review and has no impact on the budget. Also additional income has been generated from a new fee levied for the scanning costs associated with lodgement of various Development Application fees.


Summary

As reported to Council previously, it is Council’s objective to return a surplus budget in order to increase the Current Ratio. However due to the impact of the downturn in the economy this objective was unable to be achieved in the 2009/2010 original budget. While the economic indicators have seen an improvement of late, the recovery has not impacted significantly on areas such as interest on investments and development income. Every effort will be made to return the budget to a projected surplus in the future however at present a balanced budget is indicated after the recommended adjustments. Council's financial position is currently satisfactory and given the recovery of the economy there may be an opportunity to further improve Council's financial position. Any event that restricts Council's ability to maintain levels of service, meet community expectations and/or requirements for further budget adjustments will be reported to Council through future financial reviews.


That the adjustments recommended in the Financial Statement Summary as a result of conducting the December Budget Review be adopted. Committee’s Recommendation: (Rule/Lake) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 37 4.5 General Valuation - Base Date 2009

4.5 General Valuation - Base date 2009

Reporting Officer


Attachments

1. Changes in Land Valuations between 2006 to 2009 by locality 2. Letter from the Office of the NSW Valuer General dated 11 January 2010

Purpose

Council has recently received a General Valuation of the Local Government Area. This process involves the updating of the 1 July 2006 base date land values with new values as at 1 July 2009. This process is carried out by the Valuer General's Department.

Report

The Valuer General’s Department supplied the new valuations to Council in November 2009. The valuations have since been installed onto Council's computer database and further analysis has been conducted. In total the valuation register deceased from $11.808b to $10.753b, in percentage terms this represents a decrease of 9.81%. The Valuer General’s Department issued valuation notices to all land owners within the Local Government Area on 11 January 2010. Ratepayers have the opportunity to request a review of their land valuation. Information regarding this process was included with the valuation notice. Comparisons of Valuation changes have been grouped into the three key rating categories within the LGA, Residential, Business and Farmland. The average valuation changes from the 1 July 2006 base date to 1 July 2009 for Residential land is a decrease of 9.45%, Business land is an increase of 1.88% and Farmland is a decrease of 12.23%. The most significant changes to Residential land values have been decreases in the Wedderburn, Bardia, Glen Alpine and Macquarie Links localities with decreases of 29%, 27%, 24% and 21% respectively. Farmland values in Wedderburn and Eagle Vale experienced the greatest decreases of 33% and 28%. Business land values for commercial premises such as shops, shopping centres, taverns, hotels and any other land that could not be categorised as being used for the purposes of residential or farming varied from a 22.3% decrease to a 32% increase, on average the change was a modest 1.88% increase.


Industrial land at Minto and Ingleburn, now categorised for rating purposes as Business Industrial decreased by differing amounts, Minto decreased on average of 3.9% whereas Ingleburn decreased on average by 5.3%. The effect of these valuation increases on individual ratepayers will be subject to a presentation to Council in February as part of the annual budget process.


That the information be noted. Committee’s Recommendation: (Lake/Matheson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 39 4.5 General Valuation - Base Date 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 2 February 2010 Page 40 4.5 General Valuation - Base Date 2009 ATTACHMENT 2


Corporate Governance Committee Meeting 2 February 2010 Page 42 4.6 Policy Review - Rate Recovery Policy

4.6 Policy Review - Rate Recovery Policy

Reporting Officer


Attachments

Rate Recovery Policy.

Purpose

To submit the Rate Recovery Policy to Council for adoption.

History

The abovementioned policy was last adopted by Council on 6 June 2006 and is now due for review in accordance with the Records and Document Management Policy. At Council’s briefing night held 8 September 2009, the Director Business Services presented information regarding unpaid rates and charges due by eligible pensioners. All eligible pensioners have in the past been excluded from any form of legal recovery action which has led to an increased level of debt.

Report

The abovementioned policy has been developed in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. Pensioners within the Campbelltown City Council area include the aged, supporting parents, disability support and others. These pensioners are eligible for up to $250 per year in reduced rates and charges represented by an estimated amount of funding by Council of $680,000 per annum. Recent data analysis has revealed an increase in the number of ratepayers that receive a pension rebate concession and do not maintain regular payments on their accounts. Council policy has in the past been to exclude eligible pensioners from formal legal recovery action on the basis that they may have a diminished capacity to pay their accounts. It has however become necessary for more appropriate action to be taken in order to avoid considerable debts accruing and resulting in even more difficulty in ratepayers managing their accounts.


The current policy was subject to a presentation to Council in September 2009 where it was agreed to review and amend the anomalies within the policy. As highlighted in the presentation a number of ratepayers that may be subject to a pension experience difficulty in meeting their commitments and fail to advise Council so that we may provide assistance in developing the appropriate arrangement. In some cases a large debt may accumulate and be seen to be unmanageable by the ratepayer. The proposed changes in this policy will hopefully assist in minimising large debts being accumulated. A number of procedures during a transitional period are planned. Pensioners with debts less than 12 months old will be advised in writing to make written arrangements to clear their debts within six months. Ratepayers with debts exceeding 12 months but less than three years will be requested in writing to provide a reason for accruing such debts and propose a suitable resolution. Pensioners with debts in excess of three years shall be contacted personally to discuss options available to them. In each of these instances formal legal recovery action will be initiated only when all other avenues have been exhausted. Ratepayers shall also be referred to Council’s Hardship Policy for assistance in the form of relief from penalty interest during the period required to bring their accounts up to date. Summary Council has adopted a Records Management Policy with adopted procedures for Policy Development and Review. The review of all Council Policies is in accordance with the Records Management Procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.


1. That the revised Rate Recovery Policy be adopted. 2. That the policy review date be set at 10 November 2012. This matter was withdrawn and will be resubmitted to a future Corporate Governance Committee meeting.

Corporate Governance Committee Meeting 2 February 2010 Page 44 4.6 Policy Review - Rate Recovery Policy ATTACHMENT 1

POLICY

Policy Title Rate Recovery

Related Documentation Sundry Debtors Recovery Policy Hardship Policy

Relevant Legislation/ Corporate Plan

Local Government Act 1993 Civil Procedure Act 2005 Corporations Act 2001

Responsible Officer Manager Financial Services

Policy details may change prior to review date due to legislative changes therefore this document is uncontrolled when printed.

Objectives To ensure the efficient and prompt recovery of all outstanding rates and charges from delinquent ratepayers.

Policy Statement 1. Issue of Original Rate Notice

Under the Local Government Act 1993 rates are due in full on 31 August or as quarterly instalments. The due dates for each quarter are 31 August, 30 November, 28 February and 31 May each year. A ratepayer may approach Council and seek an arrangement to finalise the rate account. It must be stressed that recovery action will only apply to those ratepayers who have not made arrangements to finalise their rates, or who have defaulted on an existing arrangement.

2. One Week After Instalment Due Date

a) Issue missed instalment notices on assessments with the current quarter rates owing and/or arrears with a combined total not exceeding $500.00.

b) Issue of a 7 day letter notifying the commencement of legal action where the

arrears of rates and charges exceeds $500.00. c) In respect to (b) only, instructions to Council's agents be given to issue a second 7

day letter where two or more full instalments remain outstanding and the balance exceeds $500.00.


Note: Legal action will result in the issue of a Statement of Claim.

3. Arrangements to Pay

a) All arrangements to pay outstanding rates are to be considered upon receipt of a request made in writing. Acceptable arrangements will be determined subject to all outstanding rates and charges being finalised within six (6) months of the date of debt.

b) Acknowledgment accepting the terms of arrangement be issued, confirming due

dates and amounts agreed to be paid.

A default of payment arrangements shall be referred to legal recovery unless an alternative arrangement has been received prior to the date of payment as determined in point (b).

4. Further Action

a) If ratepayers fail to respond to Statement of Claim, Judgement is obtained and action in the form of either a Garnishee Order, Examination Order or Writ be continued.

b) When rates have been outstanding on property for a period of five (5) years,

Council take action under Section 713 of the Local Government Act to offer the property for sale at public auction in order to recover the outstanding rates.

5. Additional Action in Respect of Companies and Rented Premises

a) Where companies continue to default after judgment is obtained, it is considered that action for the winding up of companies under Section 459 of the Corporations Act 2001 should be contemplated. At this stage the matter be placed in the hands of Councils recovery agents.

b) In appropriate circumstances, take action under Section 569 (2) of the Local

Government Act 1993 to serve notice upon a person in occupation of the land and demand that, as the rent falls due, it be paid to Council in liquidation of the amount of rate arrears. This is a valid discharge of the tenant's liability for rent.

Scope This policy will be relevant to all ratepayers within the Local Government Area. It is anticipated to have a direct impact on less than 4,000 ratepayers. Definitions Arrangement An agreement accepted by Council or its agents to repay a debt within a

specific period of time. Statement of Claim Court issued document defining the amount due and the debt that is due

to be paid. Debtors have 28 days from being served this document to lodge a defence.

Judgement Court issued statement acknowledging the debt recorded against the debtor.

Garnishee Court order to withhold funds from a debtors pay or bank account.


Examination Order Court issued order to have their financial affairs “examined” for the

purposes of determining their capacity to make payments. Writ Court issued document identifying goods to be sold in order to liquidate

the judgement debt. Legislative Context The following Sections of the Local Government Act 1993 are included and influenced by this policy: Section 562, Section 564, Section 569, Section 712 and Section 713. The following legislation is referred to during critical points of the recovery process: Civil Procedure Act 2005, and Corporations Act 2001 Principles The Manager Financial Services will be responsible for administering the principles and that appropriate steps are taken to maintain a level of confidentiality with data supplied for the purposes of conducting a fair and equitable assessment. Responsibility The Manager Financial Services may delegate their responsibility to the Revenue Accountant to ensure proper procedural documentation is maintained at a level satisfactory to Council and relevant legislation. Effectiveness of this Policy Key performance Indicators

- maintain or reduce the level of unpaid rates and charges at a level considered acceptable to Council, no greater than 5%

- Monitor and report on the trends that emerge in defaulting ratepayer patterns.

END OF POLICY STATEMENT

DOCUMENT HISTORY AND VERSION CONTROL RECORD

Contact for inquiries and proposed changes

Name Corinne Mears

Position/Section Manager Financial Services

Contact Number 4645 4695

Version Number Revised Date Authorised Officer Amendment Details

Corporate Governance Committee Meeting 2 February 2010 Page 47 5.1 Quarterly Report Against The 2009/12 Management Plan - October - December 2009

5. BUSINESS ASSURANCE

5.1 Quarterly Report against the 2009/12 Management Plan - October - December 2009

Reporting Officer

Manager Business Assurance

Attachments

Progress against significant projects in 2009/12 Management Plan

Purpose

To advise Council of the progress in undertaking the significant projects detailed in the 2009/12 Management Plan for the period October - December 2009.

History

It is a requirement of the Local Government Act 1993, that Council receive a quarterly report against the activities in the Management Plan, two months after the end of the quarter.

Report

In June 2009, Council adopted a new 2009/12 Management Plan, Budget and Fees and Charges. The Management Plan outlines the services and projects that Council will undertake throughout 2009/2012. Progress against implementing the significant projects outlined in the plan is continuing. Some of the projects are moving slowly as they are strategic in nature and require significant consultation and consideration to ensure they are successful. In preparing the next Management Plan and commencing the process towards implementing the Department of Local Government’s Integrated Planning and Reporting Framework, Council is undertaking a review of the significant projects in the 2009/2012 plan to ensure they are consistent with the expectations of the community. The attachment provides a summary of the progress for the significant projects outlined in the 2009/12 Management Plan for the period October - December 2009.



That the information be noted. Committee’s Recommendation: (Chanthivong/Matheson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.


ATTACHMENT 1

Principle Activity 1 -

Campbelltown's Environment - preserving our hills , rivers and bushland

Significant projects 2009/12

Implementation of Council’s Energy Savings Action Plan

In mid 2007 Council endorsed the Campbelltown City Council Energy Saving Action Plan, which identified Council’s top 13 energy-using assets and developed a list of cost effective and administrative energy saving measures. Council’s ESAP has been written to accommodate a large variety of cost effective initiatives that were linked to Council’s financial planning process. Council submitted its first Annual Review of the plan to the Department of Environment, Climate Change and Water in August 2009. The following achievements were identified: - Overall Council’s top 9 assets achieved a collective energy reduction

of 1,609,872 KWh. This is comparable with a greenhouse gas reduction of 1,692 tonnes of carbon dioxide equivalent (CO2-e).

- The Campbelltown Swimming Centre achieved the single greatest

energy reduction of 611,130 KWh. - Council’s heavy plant continues to use Biodiesel wherever possible,

with 100% of the heavy plant using Biodiesel as the preferred fuel. - The responsible use of energy has been promoted to Council

employees through the use of Council’s Intranet page, wall paper image and staff engagement programs. This has led to various sections within Council adopting informal localised energy saving processes, including turning off the photocopier and computer monitors at the end of the day, reducing printing where achievable, printing double sided and recycling unwanted paper.

- Council has resolved to establish an Energy Savings Fund /

Environmental Sustainability Reserve to capture the monetary savings gained from the implementation of energy efficient measures,

Council continues to implement the cost effective and administrative actions identified in the Plan and is currently undertaking its second Annual Review.

Cities for Climate Protection Program (CCP)

Council continues to support ICLEI-Oceania in positioning the local government sector on climate change discussions in negotiations leading up to and during the United Nations Conference of Parties (COP).

Expansion of Council’s Streamcare program

Council’s Streamcare groups at Noorumba Reserve, Rosemeadow continue to be successful, with new groups at St Helens Park, Ingleburn, and Kentlyn to commence in February 2010.





The Georges River Combined Councils’ Committee (GRCC)

Council continues to be involved in work with the GRCCC, in addition to previous work, it has recently provided a program of works for the Riverkeeper Program in 2010. This program provides for bush regeneration activities and rubbish removal focusing on a section of remnant Cumberland Plain Woodland within the Campbelltown LGA.

Environmental Education Strategy

A draft Campbelltown City Council Environmental Education Strategy (2010-2012) was considered by Council in December 2009. Council resolved to place the draft Strategy on public exhibition and it is anticipated that the Strategy will be finalised in early 2010 and implementation of the Strategy will commence in the latter half of 2010.

Biodiversity Strategy

Work commenced on incorporating recommendations contained in Council's Biodiversity Study (completed during 2007) into the preparation process of Councils draft Campbelltown Local Planning Strategy (LPS) and forthcoming comprehensive local environmental plan. Council is continuing to work towards the preparation of a Biodiversity Strategy that will establish the policy framework for how Council plans and manages the cities considerable biodiversity resources.

Stormwater Management Levy

Undertaking works to increase opportunities for stormwater recycling, include: • Storm water retention tanks at Campbelltown Stadium. These tanks

will be linked to water the playing field reducing the demand on potable water supply.

• Design works 80% completed on rain garden within new carpark area at Minto Netball facility. This water will then be captured in underground storage tanks and reused within the garden on site and in street garden beds.

• Quotation for new underground storage tank at Jackson Oval being called. Tank will be feed from main stormwater pipeline which runs through the site. Water will be used on playing field and surrounding street garden beds.

• Design plans being finalised for a number of small stormwater projects to alleviated the effects of runoff on erosion and property flooding.

The Macarthur Resource Recovery Park

Completed. Campbelltown, Camden, Wollondilly and Wingecarribee Councils have entered into a 15 year contract with WSN Environmental Solutions (WSN) for the processing and disposal of domestic garbage, recyclables and garden organics, using an advanced waste treatment technology as an alternative to landfill. The facility continues to run successfully.





Program of Works at Noorumba Reserve and Reserve 4, Rosemeadow

Council has programmed the installation of recreational facilities comprising playground equipment, bicycle paths and seating in Reserve four (in an area of open space located at the entrance to Noorumba Reserve) during 2010 following archaeological excavations in late 2009. Activities associated with this component are scheduled to include the commencement of a five year bush regeneration contract and the commencement of detailed design associated with the upgrading of existing tracks to form network suitable for a cross section of community use. Draft design works have been completed for the proposed playground equipment at Reserve Four. Plans are currently out for community feedback with works to commence in first half of 2010. Bush regeneration have commenced in the reserve. Design works on the track network is to be commenced and completed in the first half of 2010 and works commenced in the last half of 2010.

Urban Sustainability Project – Campbelltown Golf Course

Council was successful in obtaining funding from the NSW Environmental Trust for an Urban Sustainability Project, focusing on Campbelltown Golf Course. The project is to be undertaken over three years and will involve the development and implementation of a Sustainable Environmental Management Plan (SEMP) for the headwaters of the Bow Bowing creek system (located in the golf course). The Trust have approved Council’s Project Business Plan (guiding the execution of the project) allowing on-ground works to commence. Works include weed control, wetland restoration, irrigation efficiency and landscape management. A Project Steering Committee has been established to guide project implementation and to facilitate stakeholder engagement and ownership of the project.

Noxious Weed and Pest Animal Management Strategy

Council adopted the Noxious Weed and Pest Animal Management Strategy 2009-14 in November 2009. The strategy provides the framework for the management of both noxious weeds and pest animals within the Campbelltown LGA. It prioritises action on species in these categories which pose a threat to the natural ecology of the area, and methods for addressing and managing these threats. The Strategy, and its ongoing implementation, will prioritise and cost the works required to manage noxious weeds and pest animals, and assist with the securing of grant funding to implement control programs.





Macarthur Water Quality Monitoring Program

Council is committed to the sustainable management of water resources and improved water quality within the LGA. Subsequently, over the past 35 years, Council has intermittently conducted a Water Quality Monitoring Program (WQMP) at a number of strategically selected sites within the LGA. Council’s current WQMP includes a program of sampling and monitoring of eight (8) strategically selected sites within the Georges River and the Nepean River Catchments by Council staff. The samples are then analysed against National guidelines for Fresh and Marine Water Quality developed by the Australian and New Zealand Environment and Conservation Council (ANZECC 2000). Sampling sites were selected due to their accessibility (ease of access and adequate stream flow) as well as their recreational, ecosystem and strategic values. It is also considered that the sites are representative of the land uses within both the Georges River and Nepean River catchments. In 2009, Council engaged a consultant to undertake water sampling of the 8 selected sites as well as an additional 4 sites, which have been identified based upon their strategic value in achieving further water management and efficiency. In recognition of the amount and diversity of the information (both observational and empirical) that is currently available both within the Campbelltown LGA and regionally, Council is currently in the process of engaging a suitably qualified consultant to undertake an analysis of the WQMP and its empirical measurements. The consultant will review and analyse the data and provide an assessment of the water quality in the Georges and Nepean Rivers, including detailed commentary regarding the observed changes, potential reasons for these changes and the identification of any ‘hotspots’ (i.e. areas requiring more specific management due to the risk they pose to the environment and human health). In addition, the consultant will also provide a number of recommendations aimed toward revising, updating and enhancing Council’s current WQMP.

Schools Climate Change Initiative

Council is a partner in the Schools Climate Change Initiative which is a three year project funded by the Department of Education and Training (DET) and the NSW Greenhouse Office. The project involves the schools of Kentlyn Primary, Ruse Primary, Leumeah Primary and Leumeah High, and aims to develop and implement a curriculum focused on climate change which is delivered over the transition from primary to high schools. This is a pilot project and the learning outcomes will be reported to the respective funding bodies at completion, when its effectiveness will be assessed.

Macarthur Nature Photography Competition

The 2009 Macarthur Nature Photography Competition was held in November in conjunction with the Fishers Ghost Festival. The competition received greater interest than previous years with Macarthur Camera House coming on board as a sponsor and a commitment from the Macarthur Advertiser to sponsor and promote the event in 2010. In 2010 the event will again be held in conjunction with the Fishers Ghost Festival.





Local Planning Strategy (LPS) and New Local Environmental Plan

Council continues to review and add to the draft Campbelltown Local Planning Strategy (LPS) and Residential Strategy (RS). Activities include the preparation of additional studies to inform and assist the strategies, including a review of the existing Campbelltown Heritage Study and a Visual and Landscape Analysis of land at the interface of the existing urban edges of the LGA. In addition, work commenced on incorporating recommendations contained in Council's Biodiversity Study (completed during 2007) into the preparation process of the LPS. Work is also about to commence on the preparation of a review of existing Employment Lands within the Campbelltown LGA to determine future demand and supply of land that is available for job creating land uses.



Campbelltown's Economy - growing our regional city

Significant projects 2009/12 Menangle Park Urban Release Area

The Local Environmental Study (LES) for the Menangle Park Urban Release Area is currently being finalised. A number of detailed technical studies were required to be completed to inform the LES process, including matters relating to flooding, flora and fauna, traffic and transport, landscape and visual impacts. These studies have informed the preparation of a draft structure plan which now enables the preparation of a draft local environmental plan (LEP), draft development control plan (DCP) and draft section 94 development contributions plan (s94). It is anticipated that the LES, structure plan, draft LEP, draft DCP and draft s94 plan will be available for public exhibition in the near future.

South West Growth Centre

The South West Growth Centre (SWGC), which forms part of the NSW Government’s Metropolitan Strategy, is anticipated to accommodate approximately 100,000 new dwellings. While the main portion of the SWGC is located within the LGAs of Camden and Liverpool, the implications of its development will have impacts on the services, facilities and other infrastructure within the Campbelltown LGA. The two precincts which are partly located within the Campbelltown Local Government Area are Edmondson Park and East Leppington. Council continues to work closely with the Department of Planning in the finalisation of the relevant planning documents for the Edmondson Park Urban Release Area, and will commence the preparation of a draft development control plan and section 94 development contributions plan in the near future. An application has been received by the Department of Planning for the release of the East Leppington Precinct under the Department’s Precinct Acceleration Protocol. It is anticipated that the Minister for Planning will consider the release of this precinct in the coming months. Once released Council will be involved in the preparation of all relevant planning documentation required to enable to development of the East Leppington Precinct.

Local Planning Strategy (LPS) and New Local Environmental Plan

See above

Upgrade to Campbelltown Sports Stadium

The stadium upgrade is on track and on budget for handover in March 2010 as planned.

Open Space and Community Facilities Review

A desktop review on the availability and demand for open space within the Campbelltown LGA has commenced and once finalised, will inform the preparation of Council's comprehensive LEP.



Campbelltown's Economy - growing our regional city

Significant projects 2009/12 Works Associated with Developer Contributions

Works have commenced on developer funded works at • John Kidd Reserve at Blair Athol, with the construction of a community centre

now complete; associated playground, half court basketball court, and cycleway works are programmed for completion in the first half of 2010.

• Rosemeadow – Reserve 4: Permits from the State Government are currently sought for the construction of a playground area and car park.

• Rosemeadow – Noorumba Reserve: Bush generation works currently underway.

• Queen Street and Moore-Oxley Bypass intersection upgrade: design and approvals currently in progress, with construction scheduled to commence early in 2010.



Campbelltown's People - strengthening our vibrant and connected community

Significant projects 2009/12 Emergency Management

Following a community consultation process the Bush Fire Risk Management Plan has been finalised and endorsed by the Macarthur Bush Fire Risk Management Committee and has been referred to the Rural Fire Service for approval. The adoption of a range of recommendations by bush fire authorities nationally has required a number of changes to bush fire management. The Local Emergency Management Committee has identified a number of Neighbourhood Safer Places and these locations have been approved by the Rural Fire Service and are available on the RFS web site. The community education aspect of emergency management has been expanded on Councils website providing up to date information on a broad range of emergency management issues. The vulnerable facilities in the city have been reviewed as part of a review of the Campbelltown City Disaster Plan as well as the development of Catastrophic fire days procedures. A temporary position of Bushland Management Officer has been created to manage hazard reduction activities and implement aspects of Councils Plans of Management for its Parks and Reserves.

Community Options

Continued expansion of the Community Options Program, funded through NSW Health and the Federal Department of Ageing, Disability and Home Care. This will include an increase in the general program, the post-hospital care services and further improvement of a case management program for Aboriginal and Torres Strait Islanders.

Restricted Dog Officer

Continuing of the work by the restricted dog officer to work with owners of restricted dogs to ensure compliance with Companion Animal Act 1998. The officer was employed in March 2008 and continues to work with owners in relation to the requirements of the Act.

Complete the annual footpath and cycleway programs of works

Stage one, area 1 of the new footpath program continues.

Upgrade to Sarah Redfern Playing Fields

Council has committed funds to a project in partnership with the NSW Department of Sport and Recreation, NSW Department of Education and Training, Landcom and local sporting clubs, to upgrade the Sarah Redfern playing fields. Work on the upgrade of the existing amenity block has been completed and work on the field has commenced.



Campbelltown's Infrastructure - strategically managing our civic assets and infrastructure


Blair Athol Community Centre

Completed on time and within the budget allocated.

Regional Local Government Infrastructure Grants

All projects completed by September 2009 as required.

Asset Management Program

All Asset rehabilitation projects are in progress.

Intersection Upgrades

Design plans are now finalised for the intersection up grade works at Queen Street / Moore Oxley Bypass with construction to commence in early 2010. Gilchrist Drive / Kellicar Road intersection upgrade works have been completed.

Pedestrian Overbridge at Leumeah

A Project Manager has been appointed to manage the construction of the overbridge and tender specification will be completed early 2010. A track closure request has been approved for August 2010. This project is currently due for completion as planned.



Campbelltown's Governance - developing a dynamic organisation

Significant projects 2009/12 Human Resources Strategy

• Results of the Employee Opinion Survey undertaken in August 2009 received in November 2009.

• Review of Council’s requirements to implement an E-Learning strategy in 2010.

• Code of Conduct training conducted for Directors, Managers and Co-ordinators.

• 2009 Skill and Performance Reviews completed. • Consolidation of Council’s Traineeship Program approved with 2010 intake

commencing in January 2010. • Finalisation of all “essential skills” training for Team Members at Depot. • EEO Committee commenced development of EEO Management Plan for 2010

- 2012 Customer Service and Information Technology

Council continues a program to centralise customer service functions to the ground floor to improve the customer’s experience. Functions are progressively being moved to the customer service team, with the aim of providing a one-stop-shop for residents. Renovation work on the entry foyer and customer service counter will commence in the first quarter 2010. A customer charter, policies and procedures for complaint and request management have been developed. A training program will be commenced following the adoption of these documents.

Employee Health and Safety

Council's Health Fairs were held in November as part of Councils ongoing commitment to employee health and wellbeing. Participation by staff was up from last year with over 140 staff attending the fairs. Healthy Lifestyle and Council’s Employee Assistance Provider attended the fairs to promote health and wellbeing services provided to service. OHS Training continues to be well attended by staff with a number of new courses being added including two new modules for the Supervising a Safe Workplace for Supervisors Course including the injury management and workplace inspection modules. Health and wellbeing training is the focus for the coming year. The EHS Unit has completed training in ergonomics and is currently developing a program to undertake ergonomic assessment of all workstations in the Civic Building and then across Council to reduce the costs associated with possible Workers Compensation Claims. Flu Vaccines will again be offered to staff with staff being able to pay for the vaccine through a payroll deduction. Details of the vaccines will be provided to staff in late February 2010.

New Corporate Plan

Council continues the preparation of a new corporate plan to address the requirements of the Department of Local Government’s Integrated Planning and Reporting Framework (IPR). The new Corporate Plan is currently being developed along side the next Management Plan.

Business Continuity

Council will continue the development an emergency management structure, including a Business Continuity Plan. The structure and policy will include the undertaking of a Business Impact Assessment, the development of plans, identification of recourses, training and exercises.

Corporate Governance Committee Meeting 2 February 2010 Page 59 6.1 Revised Policy References/Letter Of Recommendation/Certificates Of Service

6. HUMAN RESOURCES

6.1 Revised Policy References/Letter of Recommendation/Certificates of Service

Reporting Officer

Manager Human Resources

Attachments

References/Letter of Recommendation/Certificates of Service Policy.

Purpose

To submit the References/Letter of Recommendation/Certificate of Service Policy to Council for consideration.

Report

The abovementioned policy has been reviewed in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. This policy provides guidance on the circumstances for issuing of References, Letters of Recommendation and Certificates of Service and identifies who is authorised to issue these documents. References are the responsibility of the General Manager, Letters of Recommendation are the responsibility of Directors and Human Resources is responsible for Certificates of Service. The only changes to the version of the policy attached relates to the signatories to the document and the Divisional structures, for example Corporate Governance has been replaced with Business Services. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.

Corporate Governance Committee Meeting 2 February 2010 Page 60 6.1 Revised Policy References/Letter Of Recommendation/Certificates Of Service


1. That the References/Letters of Recommendation/Certificates of Service Policy be adopted. 2. That the policy review date be set at 31 December 2012. Committee’s Recommendation: (Borg/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 61 6.1 Revised Policy References/Letter Of Recommendation/Certificates Of Service ATTACHMENT 1

POLICY REGISTER

Policy Number 1.5.24

Policy Title References/Letters of Recommendation/Certificates of Service


Objectives To provide guidelines on the issue of references, letters of recommendation and certificates of service.

Policy Statement 1. That the General Manager be authorised to sign a reference upon the request of an

employee who has submitted their resignation and have served at least 2 years satisfactory service with Council.

2. An employee may also be issued with a reference under any time where it is required for

the issue of a certificate of academic achievement or similar. 3. At the request of an employee the Director may issue a letter of recommendation direct to

an organisation to which a job application is being made by the employee. 4. An employee may also request a certificate of service from the Human Resources Section.

The certificate will provide details of the employee's period of employment, range of duties and current rate of pay.

Paul Tosi

General Manager

Aaron Rule

Mayor


Corporate Governance Committee Meeting 2 February 2010 Page 62 6.2 Rescind Policy - Job Evaluation

6.2 Rescind Policy - Job Evaluation

Reporting Officer


Attachments

Job Evaluation Policy

Purpose

To rescind a Council Policy that has been identified as no longer required due to the adopted changes in Council’s Records Management Policy and Procedures.

Report

Council at its meeting of 11 December 2007 adopted a new Records Management Policy with a hierarchy that provides for Authorised Statements to be approved by the General Manager for activities that are internal in nature and that define the Organisation’s attitudes on operational issues. The Job Evaluation Policy outlines the process and provides a systematic method for assessing the work value of positions and assigning grades within Council's salary system. Positions are evaluated where they are newly created positions or when there has been significant change to the role and responsibilities and work value of an existing position. The evaluation process provides an objective mechanism in sizing jobs throughout the organisation and assists in maintaining equity for all positions. The abovementioned policy is due for review and in accordance with Council’s Records Management Policy and the adopted procedures for policy development and review, this policy is no longer required and is being transferred to an Authorised Statement.



That the Job Evaluation Policy be rescinded. Committee’s Recommendation: (Matheson/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 64 6.2 Rescind Policy - Job Evaluation ATTACHMENT 1

POLICY REGISTER


Policy Title Job Evaluation

Related Documentation 1.5.19 Skill & Performance Based Salary System 1.5.14 Grievance Procedures


Responsible Officer Manager Human Resources


Objectives

To provide a systematic method for assessing the work value of positions and assigning grades.

To ensure internal relativities between positions are fair and equitable.

Policy Statement

1. The job evaluation system and process is the responsibility of the General Manager.

2. Positions will be evaluated where:

They are newly created

There has been a significant change in the work and responsibilities of positions within the organization.

3. It is the responsibility of the position holder and the supervisor to ensure that an accurate and complete job description is prepared.

4. The Consultative Committee will be advised of proposed grade changes for recommendation.


5. The General Manager must approve the grading of the position.

6. Positions reclassified by more than 2 grades, or where the grade movement is across an Award Band of Level will be advertised.

7. Employees can access the Grievance Handling procedures if they are dissatisfied with the process.


Paul Tosi

General Manager

Russell Matheson

Mayor


PROCEDURE DOCUMENT HUMAN RESOURCES

JOB EVALUATION Preparing and Grading a New Job Description. The process for grading new positions is as follows: 1) A detailed analysis is completed by the Supervisor:-

a) Identifying other positions within the organisation that could be amended to carry out the identified tasks/ responsibilities

b) Confirming that the identified tasks/responsibilities cannot be carried out by an

existing position within the organisation

c) Confirming that a new Position is required. 2) A file is created by the Human Resources Section 3) A Draft Job Description is prepared and approved by the Supervisor 4) The Wyatt Job Evaluation Form is completed by the Supervisor. 5) The Completed Wyatt Job Evaluation Form is then forwarded to the Human Resources

Section to assess the validity of responses and relativities/relationships with other positions across the organisation. The Completed Wyatt Job Evaluation Form is then processed using Software in the Human Resources Section to determine the Grade. Once completed, the results are compared to like jobs in the organisation for analysis.

6) Having completed the Draft Job Description and Determined the Grade for the Position, a

Draft Deed of Delegation is prepared. Finally a Draft Skills List is prepared in accordance with Council's guiding Principles of:-

(1) Promoting the long term "employability" of staff

(2) Facilitating enhanced "customer service"

(3) Ensuring that skills are fair, measurable and transparent

7) The file is then forwarded to the Director. The Director will then seek input from:-

a) Human Resources (relativities, precedents and quality of documentation)

b) Finance (immediate and long term financial consequences) and prepare a report outlining


a. Merits of Position and the Position Description b. Financial Consequences for Organisation c. Potential Precedents for elsewhere in organisation

d. How b & c above will be managed and any flow on impacts nullified.

e. That all steps of this procedure have been completed. 8. If the establishment of the new position is supported by the Director, the Director's report

and recommendation is forwarded to a full meeting of the Executive at which time the recommendation is either endorsed, modified or refused.

9. Draft Job Description, Grade, Draft Delegations and Draft Skills List agreed to by the

Executive are then forwarded to the Consultative Committee for their consideration. 10. The Job Description, Grade, Delegations and Skills List is approved by the General

Manager. Amending and Re-Grading and Existing Job Description Following a substantial change in job responsibility to an existing position, it may be necessary to re-evaluate existing positions at Council. The process for Amending and Re-Grading an Existing Job Descriptions is as follows: 1) A detailed analysis is completed by the supervisor:-

a) Identifying position/s within the organisation that could be amended to carry out the identified tasks/ responsibilities.

b) Confirming a preferred course of action.

2) A file is created by the Human Resources Section, in Dataworks. 3) The Manager and/or employee will make a list of responsibilities that the position has

acquired, responsibilities that the position has lost or responsibilities that have changed. 4) Having completed this list, an Amended Draft Job Description must be prepared with

departures/ variations from current Job Description highlighted to reflect the changes to job responsibility. Where the amendments affect other positions, the affected job should also be changed and consultation should occur with the position holder/s.

5) The list of changes are forwarded to Human Resources, at which time the Wyatt Job

Evaluation completed for the Original Job Description will be reviewed by Human Resources, reviewing only those sections of the Wyatt Job Evaluation where the changes have occurred.

6) Following completion of the Wyatt Job Evaluation by Human Resources, the results of the

amended Wyatt Evaluation are returned to the Manager. Any areas of disagreement between the Employee/ Manager should be resolved within 10 working days. Human Resources staff will be available to facilitate this process.


7) Following agreement to the Completed Wyatt Job Evaluation, it is then forwarded to the

Human Resources Section to assess the validity of responses and relativities/relationships with other positions across the organisation. The Completed Wyatt Job Evaluation is then processed using Software in the Human Resources Section to determine the Grade. Once completed, the results are compared to like jobs in the organisation for analysis.

8) Having completed the Draft Amended Job Description the Deed of Delegation is reviewed

and amended where necessary. Finally a Draft Amended Skills List is then prepared in accordance with Council's guiding Principles of:-

a) Promoting the long term "employability" of staff b) Facilitating enhanced "customer service" c) Ensuring that skills are fair, measurable and transparent

9) The file is then forwarded to the Director. The Director will then seek input from:-

a) Human Resources (relativities, precedents and quality of documentation) b) Finance (immediate and long term financial consequences)

And prepare a report outlining

i) Options explored ii) Merits of Proposed Change iii) Benefits of proposed change in terms of both:-

(a) the long term "employability" of staff (b) facilitating enhanced "customer service"

iv) Financial Consequences for Organisation v) Potential Precedents for elsewhere in organisation vi) How iii and iv above will be managed and any flow on impacts considered vii) That all steps of this procedure have been completed.

10) If the amendment and re-grading of the Job Description is supported by the Director, the Director's report and recommendation is then forwarded to a full meeting of the Executive at which time the recommendation is either endorsed, modified or reused.

11) The Draft Amended Job Description, Grade, Draft Delegations and Draft Skills List as agreed

to by Executive is then forwarded to the Consultative Committee for their consideration. 12) The Amended Job Description, Grade, Delegations and Skills List is approved by the General

Manager. 13) Any time during the process the employee can seek the assistance of their

Union/Association's representative

Positions reclassified by more than 2 grades, or where the grade movement is across an Award Band or Level, will be advertised.

Corporate Governance Committee Meeting 2 February 2010 Page 69 6.3 Rescind Policy - Salary Sacrifice For Superannuation

6.3 Rescind Policy - Salary Sacrifice for Superannuation

Reporting Officer


Attachments

Salary Sacrifice Superannuation Policy

Purpose

To rescind a Council Policy that has been identified as no longer required due to the adopted changes in Council’s Records Management Policy and Procedures.

Report

Council at its meeting of 11 December 2007 adopted a new Records Management Policy with a hierarchy that provides for Authorised Statements to be approved by the General Manager for activities that are internal in nature and that define the Organisation’s attitudes on operational issues. This Policy specifies the condition and procedures for employees choosing to salary sacrifice a component of their salary for superannuation purposes, providing flexibility in remuneration packaging. Following on from changes to Superannuation Legislation staff can salary sacrifice the personal contribution, subject to their specific Scheme requirements. Salary sacrifice that is not subject to FBT assists Council in developing a range of options in becoming an employer of choice. The abovementioned policy is due for review and in accordance with Council’s Records Management Policy and the adopted procedures for policy development and review, this policy is no longer required and is being transferred to an Authorised Statement.



That the Salary Sacrifice for Superannuation Policy be rescinded. Committee’s Recommendation: (Dobson/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 2 February 2010 Page 71 6.3 Rescind Policy - Salary Sacrifice For Superannuation ATTACHMENT 1

POLICY


Policy Title Salary Sacrifice for Superannuation

Related Documentation Policy 1.5.35 Salary Sacrifice Child Care Fees Policy 1.5.36 Salary Sacrifice Motor vehicles


Responsible Officer Chief Financial Officer


Objectives 1. To specify conditions and procedures for employees who choose to sacrifice a component of

their salary for superannuation contributions. 2. To give a degree of flexibility in remuneration packaging.

Policy Statement 1. Scope This policy is to apply to all permanent employees who are members of the Local Government Accumulation Scheme. 2. General This policy should be read in conjunction with the Campbelltown City Council Notional Agreement preserving the Local Government (State) Award 2004. The Award will take precedence with regard to any inconsistency between this policy and the Award. 3. Retirement Scheme Members Only Following changes to the Retirement Superannuation Scheme, members can now salary sacrifice their personal contributions subject to the following requirements determined by Council.


a. Salary sacrifice will only be available where an employee needs to catch up their

accumulated points of 6 per year of service then Council will meet their obligation above the 6% only until catch up is achieved.

b. Staff who wish to pay additional personal contributions and have already achieved six

points for each year of service, Council will not allow salary sacrifice to the Retirement Scheme, but salary sacrifice will be available to the Accumulation Fund or basic benefit scheme.

c. Employees who are already in excess of their 6 points for each year of service and are

contributing in excess of the 6% personal contribution will be requested to reduce their personal contribution rate to a maximum of 6% or salary sacrifice will not be made available.

4. Effect on Other Entitlements Other Award entitlements such as overtime, allowances or penalty rates will still be based on the pre salary sacrifice rate of pay. 5. Employees' General Responsibilities

a. It is the responsibility of the employee in determining whether to sacrifice part of their salary for superannuation contributions to access the implications of such a decision on his or her financial circumstances. Therefore, employees are strongly advised to seek independent financial advice. If they do not obtain such advice, they will still be asked to sign a declaration form stating that they have not obtained financial advice, but they fully understand the implications of their election.

b. If, after having fully assessed the implications, an employee wishes to sacrifice salary for

superannuation, the employees' responsibilities are to:

• Complete the request form; • Forward the form to Financial Services.

6. Timing of the Election and Variations

a. A salary sacrifice election will only be implemented from a period of service commencing one month after the election has been received.

b. An employee can commence, or cease, salary sacrifice at any time.

c. In accordance with Clause 11 (iv) of the Campbelltown City Council Notional Agreement

to preserve the Local Government (State) Award 2004, an employee may request in writing to change the benefits to be salary sacrificed once per year, and Council shall not unreasonably refuse the request.

7. Workers' Compensation Premiums Workers' Compensation entitlements of employees can be reduced by any salary sacrifice to superannuation that they may make. However, in the event of an employee's salary is reduced to the statutory rate whilst on workers' compensation, the ability to salary sacrifice will cease from that date.


8. Cancellation of a Salary Sacrifice Arrangement The employee may cancel the salary sacrifice at any time by the giving of one week's notice to Financial Services.

Paul Tosi General Manager

Aaron Rule

Mayor


DOCUMENT HISTORY AND VERSION CONTROL RECORD

Contact for inquiries and proposed changes

Name

Position/Section

Contact Number

Version Number Revised Date Authorised Officer Amendment Details

Corporate Governance Committee Meeting 2 February 2010 Page 74 7.1 Replacement Of Council's Geographic Information System Software

7. INFORMATION MANAGEMENT AND TECHNOLOGY

7.1 Replacement of Council's Geographic Information System Software

Reporting Officer

Manager Information Management and Technology

Attachments

1. Copy of Evaluation Matrix. 2. Cost Breakdown.

Purpose

The report provides details for the replacement of Council's Geographic Information System (GIS) utilising the Federal Government's Department of Administration Services Panel Contract for Open Software No. 1045. The GIS is Council's mapping system for the storage of spatial data for information relating to all parcels of land within the Campbelltown Local Government Area. The mapping system produces all Council maps by the construction of various layers of information that are placed over the core data. These layers identify a number of Council's infrastructure assets. The GIS system is also required to interface with a number of Council's legacy systems, in particular, Council's land information system. The GIS can provide easy access in identifying parcels of land and associated details that relate to ownership, development applications, flooding, stormwater and other information.

History

Council’s current GIS, Genamap, requires replacement for the following reasons:

• Council is only one of two clients in Australia that still uses Genamap resulting in minimal support for the system.

• Genamap is no longer in Australia as a major GIS software provider. • The reliability of the system is extremely limited and software development is non existent. • Genamap operates on a Unix platform which conflicts Council's current Sequel Server

architecture. • The functionality of the product has not kept pace with the GIS market.

There are a number of GIS products available to Council however only two vendors provide products with functionality and integration that meets Council's requirements, these are MapInfo that is provided by Pitney Bowes Pty Ltd and ArcGIC that is provided by ESRI Pty Ltd.


Both companies are listed on Federal Government's Department of Administration Services Panel Contract for Open Software No. 1045 and proposals for a contract period of three years were requested from both companies based on specifications developed by Council's Information Management and Technology (IM&T) and Environmental Planning sections. An evaluation panel consisting of members from Council's IM&T, Environmental Planning and Assets and Supply sections were formed to evaluate GIS software by both vendors. Both vendors were invited to do a presentation on their suite of GIS products to the key GIS stakeholders within Council. Following the presentations, the vendors were requested to respond to a formal quote for Council's consideration.

Report

Assessment of Proposals Mapinfo and ArcGIS have suites of GIS tools that are robust and well-used in the Local Government environment. For the purposes of assessment six evaluation criteria were used to score each proposal. The evaluation of each criteria is as follows: (see scoring matrix under separate cover) Overall Cost Pitney Bowes offered a more cost effective solution than the ESRI proposal. User Requirements Both vendors were regarded as being able to meet and exceed Councils GIS current and future requirements. Technology Architecture Both offerings are compatible with the IT architecture although it was felt that the ESRI offering was marginally more advanced. User Community Both vendors have extensive active user group activities throughout Local and State Government. Risk Pitney Bowes offering is seen as extremely low risk as it is already in use in various sections of Council, there have developed existing interfaces to Council's other land information system and the cost offer is more attractive than ESRI. ESRI’s proposal is seen as a higher risk due to it being new to Council. only some interfaces are developed and the cost does not offer any further significant advantages to Council. Relevant Experience Both vendors have broad experience in the deployment of GIS products within Local Government and expend substantial investment on research and development of their GIS software system.


Summary The Mapinfo software solution from Pitney Bowes is the best cost effective proposal and meets all of Council's requirements.


That Council accept the proposal from Pitney Bowes for the provision of software over a 3 year licence period to a total value of $192,770 without the need to tender utilising Federal Government's Department of Administrative Services Open Software Panel contract. Committee’s Recommendation: (Chanthivong/Lake) That the Officer's Recommendation be adopted. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.


ATTACHMENT 1

Pitney Bowes ESRI Criteria Weighting Score Weighted

Score Score Weighted Score

Cost 50% 5 2.50 2.13 1.07

User Requirements 25% 5 1.25 5 1.25

Technology Architecture 10% 3 0.30 4 0.40

User Community 5% 5 0.25 4 0.20

Risk 5% 5 0.25 3 0.15

Relevant Experience 5% 5 0.25 5 0.25

0.00 0.00 0.00 0.00 0.00 0.00 Total Weighted Score 100% 4.80 3.32


ATTACHMENT 2

Pitney Bowes ESRI Implementation 13300 45225Training 5640 62565Data Conversion 5700 15000Year 1 License 51500 110000Year 2 License 56845 110000Year 3 License 59785 110000

Total 192770 452790

Corporate Governance Committee Meeting 2 February 2010 Page 79 9.1 Flood And Bushfire Prone Lands

8. CUSTOMER SERVICES

No reports this round

9. GENERAL BUSINESS

9.1 Flood and Bushfire prone lands Committee’s Recommendation: (Borg/Lake) That a briefing be held discussing the availability of information and maps to the local community in regards to flood and bushfire prone lands within the Local Government Area. CARRIED Council Meeting 9 February 2010 (Hawker/Lake) That the Officer's Recommendation be adopted. Council Resolution Minute Number 16 That the Officer's Recommendation be adopted.

13. CONFIDENTIAL ITEMS

No reports this round

P Hawker CHAIRPERSON

Documents

Reports from the Corporate Governance Committee Meeting ... · The celebrations featured carnival rides, market stalls and two spectacular fireworks displays at 9pm and midnight