Finance and Governance Committee

MINUTES OF MEETING

Monday, 09 October 2017

Present

Council Members

Councillor Sam Elmir (Chair)

Councillor Lou Konjarski

Councillor Nancy Liu

Councillor Colleen Symington

Councillor Warren Tegg

Councillor Christina Wu

Council Staff

Chief Operating Officer, Ms Carole Todd

Director Community and Culture, David Tuxford

Director Transformation and Change, Marissa Racomelara

Manager Governance and Risk Management, Popy Mourgelas

Chief Financial Officer, Rob Owens

Executive Manager People and Culture, Fiona Campbell

Manager Infrastructure, Glen Moody

Executive Assistant to Director Finance and Governance, Daniella Youkhana

Opening

The Chair, Councillor Elmir, opened the meeting at 6.02pm.

Apologies

There were no apologies.

Disclosure of Interest

There were no disclosures of interest.

Minutes of previous meetings

NIL

Committee Reports

FIN001-17 Southern Sydney Regional Organisation of Councils SSROC - Minutes of the Ordinary Meeting

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

Recommendation: Councillor Tegg and Councillor Liu

That the minutes of the Ordinary Meeting of the Southern Sydney Regional Organisation of Councils (SSROC) held on 17 August 2017 are noted and endorsed.

FIN002-17 Georges River Council Access to Information Policy

(Report by Governance Consultant)

Recommendation Councillor Wu and Councillor Konjarski

That Council adopt the Georges River Council Access to Information Policy as contained in Attachment 1.

Procedural Motion

Moved: Councillor Tegg and Councillor Wu

That the report items FIN003-17 Cleaning Services Tender for Georges River Council Buildings

be considered after consideration of CON023-17 Cleaning Services Tender for Georges River Council Buildings.

Record of Voting:

For The Motion: Unanimous

FIN004-17 Georges River Council Privacy Management Plan

(Report by Governance Consultant)

Recommendation Councillor Tegg and Councillor Liu

(a) That Council adopt the Georges River Council Privacy Management Plan as contained in Attachment 1.

(b) That it be noted that following adoption, a copy of the Georges River Council Privacy Management Plan will be provided to the NSW Privacy Commissioner.

FIN005-17 Investment Report as at 31 August 2017

(Report by Chief Financial Officer)

Recommendation Councillor Konjarski and Councillor Symington

That the Investment Report as at 31 August 2017 be received and noted.

FIN006-17 Grant Days and Working Arrangements During the Christmas Period 2017-18

(Report by Executive Manager People and Culture)

Recommendation Councillor Tegg and Councillor Symington

That Council;

(a) Approve that staff not required to work during 2017/18 Christmas and New Year period receive three grant days (additional paid annual leave days).

(b) Approve that staff required to work over the Christmas and New Year period be credited three grant days which are to be taken by 1 March 2018.

(c) Acknowledge that the proposed working hours detailed in the Appendix to this report during the 2017/2018 Christmas period provide an appropriate level of service to the Georges River community.

(d) That the General Manager in consultation with staff and their representatives explore options for the provision of leave for staff during the close down period for Christmas and New Year 2018.

FIN007-17 Communications and Media Management Policy

(Report by Manager Communications and Customer Service)

Recommendation Councillor Konjarski and Councillor Liu

That Council endorse the attached draft Communications and Media Management Policy.

FIN003-17 Cleaning Services Tender for Georges River Council buildings

(Report by Manager Infrastructure)

Manager Infrastructure tabled additional information (D17/180423) relating to FIN003-17 Cleaning Services Tender for Georges River Council Buildings.

Recommendation Councillor Konjarski and Councillor Symington

(a) That the report be received and noted.

(b) That the separate report on this agenda relating to the Tender for Cleaning Services at Georges River Council be considered in closed session, in accordance with Part 1, Chapter 4 of the Local Government Act 1993, Section 10A(2)(c) as it is considered the information, if disclosed confers a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business with.

Confidential items (Closed Session) 6.29pm

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

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

The 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.

Recommendation Councillor Konjarski and Councillor Symington

That in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the following matters be considered in closed session at which the press and public are excluded.

CON023-17 Cleaning Services Tender for Council Buildings

(Report by Manager Infrastructure)

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matters dealt with in this report be considered in closed Council Meeting at which the press and public are excluded. In accordance with Section 10A(2) (c) it is considered the matter information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D it is considered that if the matter were discussed in an open Council Meeting, 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.

That in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to these matters be withheld from the press and public.

Consideration of Confidential Recommendations

CON023-17 Cleaning Services Tender for Council Buildings

(Report by Manager Infrastructure)

Recommendation Councillor Konjarski and Councillor Symington

Record of Voting:

For the Motion: Unanimous

Recommendation

(a) That for the tendered price of $235,149.08 (exc GST), International Cleaning Services be awarded the contract for the cleaning of the;

• Civic Centre

• Kogarah Library

• Hurstville Library

• Penshurst Library

• Oatley Library

• South Hurstville Library

• Riverwood Child and Family Health

• Hurstville Child and Family Health

• South Hurstville Child and Family Health

• Oatley Child and Family Health

• Kogarah SES

• Hurstville Museum and Gallery

(b) That for the tendered price of $272,709.24 (exc GST), Academy Services be awarded the contract for the cleaning of the;

• Marana Auditorium

• Civic Theatre

• Hurstville Senior Citizens Centre

• Kingsgrove Community Centre

• Mortdale Community Centre

• Oatley Community Hall

• Carss Park Lifesaving Hall

• PJ Ferry Reserve Community Hall

• Kogarah School of Arts

• Jack High Child Care Centre

• Penshurst Long Day Care Centre

• Hurstville Early Learning Centre

• Carss Park Narani Child Care Centre

• South Hurstville Kindergarten

• Ocean Street Kindergarten

Open Committee Meeting 6.39pm

Recommendation

That the meeting revert to Open Council.

Record of Voting:

For the Motion: Unanimous

Conclusion

The Meeting was closed at 6.40pm.

Chairperson