Finance and Governance Committee

 

MINUTES OF MEETING

Monday, 14 May 2018

 Present

Council Members

Councillor Lou Konjarski (Acting Chairperson), The Mayor, Councillor Kevin Greene (ex-officio member),  Councillor Nancy Liu and Councillor Colleen Symington

 

Note: As per the Finance and Governance Standing Committee Terms of Reference, the committee were advised that the Chair – Councillor Elmir designated Councillor Lou Konjarski as Acting Chairperson to convene and conduct the meeting in his absence.

 

Additional Attendees

Deputy Mayor, Kathryn Landsberry, Councillor Con Hindi, Councillor Stephen Agius, Councillor Nick Katris, Councillor Rita Kastanias, Councillor Vince Badalati and Councillor Leesha Payor

Council Staff

Acting Chief Operating Officer - Mr David Tuxford, Director Assets and Infrastructure - Mr Laurie O’Connor, Acting Director Community and Culture - Ms Rebekah Schulz, Director Transformation and Change - Ms Marissa Racomelara, General Counsel - Ms Jenny Ware, Acting Executive Manager - Office of the General Manager - Ms Samantha Charlton, Coordinator Procurement and Risk - Ms Menaka Kulatunge, Executive Manager Premium Facilities and Properties - Mr Luke Coleman, Strategic Property Specialist - Mr Joe Milinkovic, Acting Chief Financial Officer - Ms Danielle Parker, Manager Infrastructure - Mr Glen Moody, Manager Project Delivery - Ms Michelle Whitehurst, Executive Manager People and Culture - Ms Fiona Campbell and Manager Community and Culture - Mr Scott Andrew

 

Opening

The Acting Chair, Councillor Konjarski, opened the meeting at 6.02pm.

 

Acknowledgement of Country

Councillor Konjarski acknowledged the traditional custodians of the land, the Biddegal people.

Apologies 

Recommendation: The Mayor, Councillor Greene and Councillor Symington

 

That apologies for Councillor Elmir, Councillor Tegg and Councillor Wu be accepted.

 

Record of Voting:

For the Motion: Unanimous

 

Disclosure of Interest

David Tuxford (Acting Chief Operating Officer) declared a Non-Significant Non-Pecuniary Interest in item FIN047-18 TENDER T17/051 – Human Resource Information System (HRIS) for the reason that his brother works for a company who has tendered its services to Council for the HRIS System.

 

The Mayor, Councillor Kevin Greene declared a Non-Significant Non-Pecuniary Interest in item FIN044-18 Sydney Cricket Association Inc. First Grade Ground of the Year Competition for the reason that he is the President of the St George District Cricket Club.

 

Minutes of previous meetings

Finance and Governance - 09 April 2018

Recommendation: Councillor Symington and Councillor Liu

That the Minutes of the Finance and Governance meeting held on 09 April 2018 be confirmed.

Record of Voting:

For the Motion: Unanimous

 

Committee Reports

FIN025-18         Draft 2018/19 Budget - Consideration of Regional Aquatic Facility

(Report by Manager Community & Cultural Development)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a)     That Council endorse the preparation of a Site Suitability and Feasibility Study on the development of a Georges River Regional Aquatic Facility in the Carss Park recreation and sporting precinct following the development and adoption of the Georges River Council Open Space, Recreation and Community Facilities Strategy.

(b)     That Council endorse the allocation of $150,000 from the Aquatic Facilities Reserve in the 2018/19 Budget for the preparation of the Study.

 

Record of Voting:

For the Motion: Unanimous

 

FIN026-18         Draft 2018/19 Budget - Consideration of Creative Cultural Strategy

(Report by Manager Community & Cultural Development)

Recommendation: Councillor Liu and Councillor Symington

(a)     That Council endorse the preparation of a Creative Cultural Strategy for Georges River Council.

(b)     That Council endorse the allocation of $200,000 from the remaining balance of the Collateralised Debt Obligations (CDO) Recovery Reserve for the creation and delivery of the Creative Cultural Strategy in the 2018/19 budget.

 

Record of Voting:

For the Motion: Unanimous

 

FIN027-18         Draft 2018/19 Budget - Consideration of Proposed Public Amenities Building at Pole Depot Park Penshurst

(Report by Manager Project Delivery)

Recommendation: The Mayor, Councillor Greene and Councillor Liu

(a)     That Council notes the estimated cost of the installation of a public amenities building at Pole Depot Park, Penshurst.

(b)     That Council notes the correspondence from the 3 Bridges Community advising Council of availability of access to the toilets in their adjacent facility.

(c)     That Council notes that funding is not proposed to be included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program.

 

Record of Voting:

For the Motion: Unanimous

 

FIN028-18         Draft 2018/19 Budget - Consideration of CCTV

(Report by Manager Community & Cultural Development)

Recommendation: The Mayor, Councillor Greene and Councillor Liu

(a)     That Council notes that the grant application for funding through the NSW Department of Justice (DoJ) Community Safety Fund was unsuccessful for Closed Circuit Television Cameras (CCTV) upgrades and new infrastructure in the Hurstville CBD and Lugarno.

(b)     That Council applies for alternative funding opportunities through further rounds of the NSW Department of Justice Community Safety Fund as recommended by the DoJ.

(c)     That, should alternative grant funding applications be unsuccessful, Council consider the allocation of $144,032 during the quarterly reviews of the 2018/19 budget to fund the provision of CCTV cameras in the Hurstville CBD and Lugarno.

(d)     That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Record of Voting:

For the Motion: Unanimous

 

FIN029-18         Draft 2018/19 Budget - Consideration of Waratah Private Hospital Car Parking

(Report by Strategic Property Specialist)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a)     That this report is deferred to the Finance and Governance Standing Committee meeting to be held on Tuesday 12 June for further discussion.  

(b)    That current Councillors from the former Hurstville Council provide further information regarding the timeline and activities relating to the agreement between Council and the hospital owner at the time (being Cortez Enterprises), and that staff amend the report, if applicable, to be presented to the June Standing Committee.

(c)   That Council investigate the possibility of providing registered or bona fide volunteer persons with passes which reduces their cost of entry and stay.

 

Record of Voting:

For the Motion: Unanimous

 

FIN030-18         Draft 2018/19 Budget - Consideration of Asbestos Education Program

(Report by Manager Environmental Health & Regulatory Services)

Recommendation: The Mayor, Councillor Greene and Councillor Liu

That Council note the allocation of additional funds in the 2018/19 budget is not required to fund the development and implementation of an Asbestos Education Program as the program will be funded as part of the 2018/19 operational budget of the Environment, Health and Regulatory Services Department.

 

Record of Voting:

For the Motion: Unanimous

 

FIN031-18         Draft 2018/19 Budget - Consideration of Energy Conservation and Sustainability Policy

(Report by Manager Environmental Health & Regulatory Services)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

That Council note the allocation of additional funds in the 2018/19 budget is not required for the development and implementation of the Energy Conservation and Sustainability Policy and a further report will be presented to Council on a works program and funding options for Council’s key facilities.

 

Record of Voting:

For the Motion: Unanimous

 

FIN032-18         Draft 2018/19 Budget - Consideration of Skate Park Options

(Report by Manager Project Delivery)

Recommendation: The Mayor, Councillor Greene and Councillor Liu

(a) That Council notes the preliminary preferred locations and estimated costs for skate parks within the local government area as outlined in the report.

(b) That Council endorse the development of a detailed feasibility study for each of the preferred locations for skate parks.

(c)  That Council notes that funding is not included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program, subject to the outcomes of the feasibility studies.

(d) That Council applies for funding opportunities through relevant State and Federal Government Departments subject to the outcomes of the feasibility studies.

 

Record of Voting:

For the Motion: Unanimous

 

FIN033-18         Draft 2018/19 Budget - Consideration of Community Open Day Program

(Report by Acting Executive Manager, Office of the General Manager)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

That Council endorse the allocation of $20,000 from the existing operational budget of the Office of the General Manager in the 2018/19 Budget to facilitate the Community Open Days Program, as outlined in this report.

 

Record of Voting:

For the Motion: Unanimous

 

FIN034-18         Draft 2018/19 Budget - Consideration of Defibrillators in Parks

(Report by Manager Project Delivery)

Recommendation: Councillor Symington  and The Mayor, Councillor Greene

(a)  That Council notes the cost of the installation of Automatic External Defibrillators (AED) as outlined in the report.

(b) That Council notes that funding is not included in the 2018-2019 Draft Budget and that these works will be considered in a future capital works program.

(c) That Council applies for alternative funding opportunities through the NSW Office of Sport and other relevant grant bodies.

(d) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Record of Voting:

For the Motion: Unanimous

 

 

FIN035-18         Draft 2018/19 Budget - Consideration of Costings for Additional Works at Sans Souci Pool

(Report by Manager Project Delivery)

Recommendation: Councillor Symington and Councillor Liu

(a)     That Council notes the additional costs at Sans Souci Pool to upgrade amenities and the toddler pool plant room.

(b)     That Council notes that funding is not included in the 2018-2019 draft Budget and that these works be considered in a future capital works program.

 

Record of Voting:

For the Motion: Unanimous

 

FIN036-18         Draft 2018/19 Budget - Consideration of Councillor Ward Discretionary Fund

(Report by Acting Executive Manager, Office of the General Manager)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a)     That Council endorse the draft Councillor Ward Discretionary Fund Policy, as contained in Attachment 1.

(b)     That the draft Councillor Ward Discretionary Fund Policy be referred to the Independent Commission Against Corruption and the Office of Local Government for their consideration.

(c)     That, a further report be provided to Council, subject to the receipt of any feedback from the Independent Commission Against Corruption and the Office of Local Government, which may necessitate amendments to the Policy. 

 

(d)     That Council endorse the allocation of $1,000,000, consisting of $150,000 of non-capital funds and $850,000 capital funds in the 2018/19 Budget to facilitate the establishment of the Councillor Ward Discretionary Fund.

 

Record of Voting:

For the Motion: Unanimous

 

FIN037-18         Draft 2018/19 Budget - Consideration of Lighting/ Floodlighting at Major Sporting Fields

(Report by Manager Infrastructure)

Recommendation: Councillor Symington and The Mayor, Councillor Greene

 

(a)       That Council notes the funding requests from the various sporting groups to upgrade the lighting at the various sports fields

(b)       That Council notes that funding is not included in the 2018-2019 Draft Budget and that these works will be considered in the future capital works program

 

Record of Voting:

For the Motion: Unanimous

 

FIN038-18         Draft 2018/19 Budget - Consideration of Rebound Walls at Major Sports Fields.

(Report by Manager Infrastructure)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a)  That Council construct a trial rebound wall in Olds Park.

(b)  That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year for rebound walls in each ward, subject to a successful trial.

 

Record of Voting:

For the Motion: Unanimous

 

FIN039-18         Draft 2018/19 Budget - Consideration of Annual Program to Improve the Streetscape, Pedestrian Safety and Public Domain at Public School Entrances

(Report by Manager Infrastructure)

Recommendation: The Mayor, Councillor Greene and Councillor Liu

(a) That Council notes the cost of the annual program to improve the streetscape, pedestrian safety and public domain at public school entrances as outlined in the report.

(b) That Council notes that funding is not included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program.

(c) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Record of Voting:

For the Motion: Unanimous

 

FIN040-18         Local Government Remuneration Tribunal Determination - Mayor and Councillors fees for 2018-2019

(Report by Acting Executive Manager, Office of the General Manager)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

That Council adopt the following fees for Councillors and the Mayor, effective from 1 July 2018:

(i)         Councillor fee of $25,150 per annum; and

(ii)        Mayoral fee of $66,860 per annum, in addition to the Councillor fee.

 

Record of Voting:

For the Motion: Unanimous

 

FIN041-18         Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

(Report by Acting Executive Manager, Office of the General Manager)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a) That Council endorse the Southern Sydney Regional Organisation of Councils (SSROC) proposal to establish a Council of Mayors and the implementation of an appropriate business model as outlined in the attached report - SSROC Council of Mayors and Incorporation (December 2017).

(b) That SSROC be advised that Council requires the alternate delegate to the Mayor to be appointed by a resolution of Council.

(c) That the General Manager provides a report reviewing on the ongoing membership of SSROC.

 

Record of Voting:

For the Motion: Unanimous

 

FIN042-18         Mayor and Councillors Expenses and Facilities Policy - Results of Exhibition

(Report by Acting Executive Manager, Office of the General Manager)

Recommendation: Councillor Symington and Councillor Liu

(a) That the draft Mayor and Councillors Expenses and Facilities Policy, as attached to this report as Attachment 1, be endorsed.

(b) That the Policy (when endorsed) be referred to the Office of Local Government and NSW Independent Commission Against Corruption for information.

 

Record of Voting:

For the Motion: Unanimous

 

FIN043-18         Advice on Costs and Status of Council's Court Proceedings - April 2018

(Report by General Counsel)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

That the report, Advice on Costs and Status of Council’s Court Proceedings – April 2018, be received and noted.

 

Record of Voting:

For the Motion: Unanimous

 

FIN044-18         Sydney Cricket Association Inc. First Grade Ground of the Year Competition

(Report by Director Assets and Infrastructure)

Note: Mayor Kevin Greene declared a Non-Significant Non-Pecuniary Interest in the following item and remained in the meeting during discussion and voting on this item.

Recommendation: Councillor Liu and Councillor Symington

(a)     That Council make an ex-gratia payment to Mr Rainis to the amount of $500 awarded to him by the Sydney Cricket Association Inc.

(b)     That Council sends letters of congratulations to the Hurstville Oval Ground Staff for their achievement in gaining 2nd Place in the Sydney Cricket Association Inc. First Grade Ground of the Year Competition.

 

Record of Voting:

For the Motion: Unanimous

 

FIN045-18         Quarterly Budget Review for Quarter Ending 31 March 2018

(Report by Coordinator Financial Management)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a) That Council receives and notes the Third Quarterly Budget Review Report for the Quarter Ending 31 March 2018.

(b) That Council approve the recommendations to maintain the current operational budget and proposed capital budget variations as detailed in this report.

 

Record of Voting:

For the Motion: Unanimous

 

FIN046-18         Contract Number T18/006 - Tender for Insurance Services

(Report by Coordinator Procurement and Risk)

Recommendation: Councillor Symington and The Mayor, Councillor Greene

 

(a)       That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tender from Jardine Lloyd Thompson Pty Ltd in the amount of $1,063,715.00 being a Year 1 Premium, with having regard to all the circumstances, as the tender that appears to be the most advantageous, and appoint Jardine Lloyd Thompson Pty Ltd as the Principal Contractor under the Contract Number T18/006 for a term of 4 years with an option to extend for 2 further years (1+1) subject to performance reviews.

 

(b)       That the General Manager be authorised to sign the Contracts with the preferred supplier on behalf of Council.

 

(c)       Inform the unsuccessful Tenderers, Civic Risk Mutual Pty Ltd and AON Risk Services Australia Pty Ltd of the resolution to decline to accept those tenders.

 

Record of Voting:

For the Motion: Unanimous

 

FIN047-18         TENDER T17/051 - Human Resource Information System (HRIS) - funded by the New Council Implementation Fund

(Report by Senior Projects Officer)

Note:     David Tuxford (Acting Chief Operating Officer) declared a Non-Significant Non-Pecuniary interest in the following item and remained in the meeting.

Recommendation: Councillor Liu and Councillor Symington

 

(a)       That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tender from Frontier Software Pty Ltd, in the amount of $599,980.00, with having regard to all the circumstances, as the tender that appears to be the most advantageous and appoint Frontier Software Pty Ltd as the Principal Contractor under the Contract Number T17/051 subject to satisfactory outcome of the financial assessment.

         

(b)       That the General Manager be authorised to sign the Contracts with the preferred supplier on behalf of Council.

 

(c)       That the unsuccessful Tenderer, TechnologyOne, be informed of the resolution to decline to accept their tender.

                                    

(d)       That Council note that the contract is funded from the New Council Implementation Fund (NCIF) allocation of $500,000.

 

Record of Voting:

For the Motion: Unanimous

  

 

 

Consideration of Business in Closed Session

 

Recommendation:  The Mayor, Councillor Greene and Councillor Symington

 

At this stage of the meeting the Acting Chair advised that the meeting would move into closed session to allow consideration of information in accordance with Section 10A of the Local Government Act 1993. Accordingly, members of the press and public are excluded from the closed session and access to the correspondence and reports relating to the items considered during the course of the closed session will be withheld.

 

This action was taken to allow consideration of the following item:

 

FIN001A-18       Property Matter - Proposed Sale of Land - Coreen Avenue Peakhurst

(Report by Strategic Property Officer)

This matter will be considered in closed session in accordance with Section 10A (2) (c) of the Local Government Act  as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

In accordance with Section 10D it is considered that if the matter were discussed in an open session, it would on balance, be contrary to the public interest as it information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

The Acting Chair asked the Acting Chief Operating Officer if any representations had been received from the public that the item should not be discussed in closed session.

The Acting Chief Operator replied that no representations had been received to the item in closed session.

The Acting Chair asked if there were any members of the public gallery who would like to speak on the reasons Council proposes to consider the items in closed session.

There were none.

 

Record of Voting:

For the Motion: Unanimous

 

 

 

 

Open Session

Recommendation: Councillor Liu and Councillor Symington

That the meeting revert to Open Session.

Record of Voting:

For the Motion: Unanimous

 

Consideration of Confidential Recommendations

FIN001A-18       Property Matter - Proposed Sale of Land - Coreen Avenue Peakhurst

(Report by Strategic Property Officer)

Recommendation: The Mayor, Councillor Greene and Councillor Symington

(a)     That part 34 Coreen Avenue (part Lot 18 in DP31882), be sold to one or both of the owners of 605 and 607 Forest Road Peakhurst.

(b)     That should Council resolve to dispose of the land, Council determine the sale price of part Lot 18 in DP31882.

(c)     That the General Manager be authorised to execute the Contract for Sale, Transfer and all other associated documentation to effect the disposal of part Lot 18 in DP31882.

 

Record of Voting:

For the Motion: Unanimous

 

 

Conclusion

The Meeting was closed at 7.24pm.

 

 

 

Chairperson