HURSTVILLE CITY COUNCIL
CIVIC CENTRE, MACMAHON STREET, HURSTVILLE.
__________________________________

SUMMARY OF ITEMS TO BE ADDRESSED AT
THE FINANCE PROPERTY AND PROJECTS MEETING
TO BE HELD ON 18TH FEBRUARY, 2009


Summary:


Item No: FIN001 - 09 DRAFT CIVIC OFFICE EXPENSES POLICYItem No: FIN002 - 09 WASTE 2009 CONFERENCE & EXHIBITION "INNOVATING IDEAS CREATING PRACATICAL SOLUTIONS"Item No: FIN003 - 09 MANAGING WASTE IN A CLIMATE CHANGE CONFERENCE & EXHIBITION 2009Item No: FIN004 - 09 2009 LGMA NATIONAL CONGRESS & BUSINESS EXPOItem No: FIN005 - 09 HELP THE CHILDREN OF GAZA APPEALItem No: FIN006 - 09 DONATION REQUESTS REJECTED FROM INDIVIDUALS AND ORGANISATIONS - 1 JANUARY TO 31 DECEMBER 2008Item No: FIN007 - 09 REQUEST FOR FINANCIAL ASSISTANCE - NICK LEPOURISItem No: FIN008 - 09 REQUEST FOR FINANCIAL ASSISTANCE - SYLVIA LOWItem No: FIN009 - 09 QWN08-90 BY CLR A WAGSTAFF RE: FORMER OATLEY BOWLING CLUB SITEItem No: FIN010 - 09 SSROC PREFERRED SUPPLIER FOR TEMPORARY STAFFItem No: FIN011 - 09 ST GEORGE SPORTS STARS BREAKFASTItem No: FIN012 - 09 TWIRLING AUSTRALIAItem No: FIN013 - 09 AMENDMENT TO TENDER & QUOTATION PROCEDUREItem No: FIN014 - 09 CERTIFICATES OF CASH & INVESTMENTS - NOVEMBER & DECEMBER 2008 Item No: FIN015 - 09 DECEMBER 2008 QUARTERLY FINANCIAL REVIEW


___________________________________________________________________________
Meeting No. 1 to be held on 18/02/2009









Meeting Date: 18/02/2009

FIN001 - 09DRAFT CIVIC OFFICE EXPENSES POLICY

REPORT AUTHOR/S

Senior Manager Administration, Mr W Park

FILE REFERENCE

07/590

REASON FOR REPORT

To seek approval for changes to the Policy and to advertise for public comment

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Provision of facilities and equipment will be funded from Program Budgets

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
Section 252 of the Local Government Act 1993 (the Act) requires Council to adopt a policy on the payment of expenses and provision of facilities to the Mayor, Deputy Mayor and Councillors (Civic Office Expenses Policy), within five (5) months of the end of each financial year or amend such Policy from time to time. Section 253 of the Act requires that Council must give at least 28 days public notice of its intention to adopt or amend the policy, unless it is of the opinion that the proposed amendment, if any, is not substantial. Council must comply with these provisions of the Act each year, even if it proposes to adopt a policy that is the same as its existing policy.

RECOMMENDATION
THAT Council adopt the draft Policy for the Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors (Civic Office Expenses) for advertising purposes as required under Sections 253 and 254 of the Local Government Act.

FURTHER, THAT following the advertising period a report be submitted to Council for further consideration of the draft Policy, having regard to any submissions received.

REPORT DETAIL
Section 252 of the Local Government Act 1993 (the Act) requires Council to adopt a policy on the payment of expenses and provision of facilities to the Mayor, Deputy Mayor and Councillors (Civic Office Expenses Policy), within five (5) months of the end of each financial year, or amend such Policy from time to time. Section 253 of the Act requires that Council must give at least 28 days public notice of its intention to adopt or amend the policy, unless it is of the opinion that the proposed amendment, if any, is not substantial. Council must comply with these provisions of the Act each year, even if it proposes to adopt a policy that is the same as its existing policy.

Members will recall that at the Council meeting of 22nd October 2008, it was resolved to adopt the current Policy to comply with the above requirements, and for it to be reviewed in February 2009 to enable the newly elected Councillors an adequate opportunity to review the Policy. The Policy was submitted to the Councillors' Workshop on the 9th February 2009, and proposed amendments have now been incorporated into a new draft Policy, which is attached to this report. Amendments have been made, taking into account the Department of Local Government Guidelines for adopting a Policy for the Payment of Expenses and Facilities to the Mayor, Deputy Mayor and Councillors.

Should Council adopt the Policy in principle for advertising purposes as required under the Act, the draft Policy will be available for public comment for a period of 28 days, and any submissions received will need to be considered by Council before adopting a final Policy. The adopted Policy must then be submitted to the Director-General of the Department of Local Government within a period of 28 days, enclosing:

Accordingly the matter is now submitted for consideration.

APPENDIX
Draft Civic Office Expenses Policy February 2009 for Finance Committee.doc

COMMITTEE RECOMMENDATION
THAT Council adopt the draft Policy for the Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors (Civic Office Expenses) for advertising purposes as required under Sections 253 and 254 of the Local Government Act.

FURTHER, THAT following the advertising period a report be submitted to Council for further consideration of the draft Policy, having regard to any submissions received.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council adopt the draft Policy for the Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors (Civic Office Expenses) for advertising purposes as required under Sections 253 and 254 of the Local Government Act.

FURTHER, THAT following the advertising period a report be submitted to Council for further consideration of the draft Policy, having regard to any submissions received.
(Moved Clr P Sansom/Seconded Clr W Pickering)


Meeting Date: 18/02/2009

FIN002 - 09WASTE 2009 CONFERENCE & EXHIBITION "INNOVATING IDEAS CREATING PRACTICAL SOLUTIONS"

REPORT AUTHOR/S

Waste Project Coordinator - Ms M Park

FILE REFERENCE

05/107403

REASON FOR REPORT

Conference attendance

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes. Expenditure of Allocated Budgets

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
Council has received advice that the Waste 2009 Conference & Exhibition – ‘Innovative Ideas for Creative Solutions’ is being held in Coffs Harbour, NSW from Wednesday 1 April to Thursday 2 April 2009.

The conference will feature keynote addresses from national and industry leaders, with sessions, workshops and concurrent streams focussing on practical solutions over a broad range of waste management issues.

RECOMMENDATION
THAT interested Councillors and the Waste Project Coordinator be authorised to attend the conference and all registration fees and other expenses be paid by Council in accordance with Council’s Conference Attendance Policy.

REPORT DETAIL
The Waste 2009 Conference & Exhibition is being held in Coffs Harbour, NSW from Wednesday 1 April to Thursday 2 April 2009. This is the tenth annual Waste Management Conference and Expo that Coffs Harbour has hosted. This conference is now recognised as one of the premier waste management events on the national agenda.

The conference will feature keynote addresses from national and industry leaders, with sessions, workshops and concurrent streams focussing on practical solutions over a broad range of waste management topics. It will also provide delegates with the latest developments and insights into current and future waste management issues, and of particular interest and relevance to local government, information on:-

The conference once again has attracted international speakers and delegates who will participate in an event that is recognised as a highly insightful and knowledgeable forum that explores best practice initiatives in a holistic approach in working together towards effective and practical waste and resource recovery management.

In accordance with Council’s Conference Attendance Guidelines for staff, approval has been granted for the Waste Project Coordinator to attend the Conference. Councillors are requested to contact the Manager, Environmental Services prior to Friday 27 February 2009 if they are interested in attending the Conference.

APPENDIX


COMMITTEE RECOMMENDATION
THAT interested Councillors and the Waste Project Coordinator be authorised to attend the conference and all registration fees and other expenses be paid by Council in accordance with Council’s Conference Attendance Policy.
(Moved Clr W Pickering/Seconded Clr C Wong)
COUNCIL RESOLUTION
RESOLVED THAT interested Councillors and the Waste Project Coordinator be authorised to attend the conference and all registration fees and other expenses be paid by Council in accordance with Council’s Conference Attendance Policy.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN003 - 09MANAGING WASTE IN A CLIMATE CHANGE CONFERENCE & EXHIBITION 2009

REPORT AUTHOR/S

Manager - Environmental Services, Mr G Dickens

FILE REFERENCE

05/1074

REASON FOR REPORT

Conference Attendnace

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Expenditure of Allocated Budgets

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
Council has received advice from the Waste Management Association of Australia that their Tasmanian Branch will be conducting a conference on 'Managing Waste in a Changing Climate' in Launceston, Tasmania from Wednesday 4 March to 6 March 2009.

The Conference will provide:-

RECOMMENDATION
THAT, in accordance with the Policy, interested Councillors and other staff approved by the General Manager, be authorised to attend the Conference and that registration fees, and other expenses and allowances be met by Council.

REPORT DETAIL
Council has received advice from the Waste Management Association of Australia that the Tasmanian Branch will be conducting a conference on “Managing Waste in a Changing Climate in Launceston, Tasmania from Wednesday 4 March to 6 March 2009.

The Conference will provide a forum that will examine and discuss future directions and best practices when dealing with waste management issues at local, national and international levels. It will also provide delegates with a valuable opportunity for industry, state and local governments to examine their waste management practices and the importance this has in addressing the impacts associated with climate change.

Information on sustainable waste management practices that will help tackle climate change by reducing greenhouse gas emissions will also be analysed. Additionally, the conference will deliver a dynamic range of presenters able to engage delegates at a time when government direction and regulation – combined with social dynamics – demand that emerging waste management initiatives demonstrate an ability to meet new and more urgent challenges.

Councillors are requested to contact the Manager, Environmental Services prior to Friday 27 February, 2009 if they are interested in attending the Conference.

APPENDIX


COMMITTEE RECOMMENDATION
THAT, in accordance with the Policy, interested Councillors and other staff approved by the General Manager, be authorised to attend the Conference and that registration fees, and other expenses and allowances be met by Council.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT, in accordance with the Policy, interested Councillors and other staff approved by the General Manager, be authorised to attend the Conference and that registration fees, and other expenses and allowances be met by Council.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN004 - 092009 LGMA NATIONAL CONGRESS & BUSINESS EXPO

REPORT AUTHOR/S

Manager - Administration, Mr B Cooke

FILE REFERENCE

08/489

REASON FOR REPORT

To inform Councillors about an upcoming conference

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes. Delegates Expenses

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
The 2009 LGMA National Congress & Business Expo Conference is being held in Darwin, from 24-27 May 2009. The conference theme is 'Creating our future'. In particular the topics of local government reform, workplace diversity, and the challenges of skill shortages, women in local government and climate, may be of interest to Hurstville Councillors.

RECOMMENDATION
THAT, in accordance with the Civic Office Expenses Policy, interested Councillors, and other staff approved by the General Manager, be authorised to attend the Congress, and that registration fees, other expenses and allowances be met by Council.

REPORT DETAIL
Council has received advice that the 2009 LGMA National Congress & Business Expo Conference is being held in Darwin, from 24-27 May 2009. The conference theme is 'Local Government - Creating our future'.

The Congress will explore topical themes of culture, country and earth focussing on various issues that the local government sector is facing. In particular the topics of local government reform, workplace diversity, in addition to the challenges of skill shortages, women in local government and climate may be of interest to Hurstville Councillors. Full details of the Congress can be obtained from the LGMA website http://www.lgma.org.au/national/national_congress.php

Councillor attendance at conferences is outlined in Council's Civic Office Expenses Policy. Councillors that are attending the Congress are requested to contact Bruce Cooke, Manager Administration before 1 April 2009 so that 'early-bird' registration and other arrangements can be made.

APPENDIX


COMMITTEE RECOMMENDATION
THAT, in accordance with the Civic Office Expenses Policy, interested Councillors, and other staff approved by the General Manager, be authorised to attend the Congress, and that registration fees, other expenses and allowances be met by Council.
(Moved Clr W Pickering/Seconded Clr C Wong)
COUNCIL RESOLUTION
RESOLVED THAT, in accordance with the Civic Office Expenses Policy, interested Councillors, and other staff approved by the General Manager, be authorised to attend the Congress, and that registration fees, other expenses and allowances be met by Council.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN005 - 09HELP THE CHILDREN OF GAZA APPEAL

REPORT AUTHOR/S

Manager - Administration, Mr B Cooke

FILE REFERENCE

08/420

REASON FOR REPORT

To seek approval for action taken

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes $1,000 from Additional Donations

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
The General Manager has received a request to support 'Help the Children of Gaza Appeal' on 3 February 2009. Due to the timing of the Council Meeting, Councillors were consulted by telephone. Most indicated their agreement in supporting the event. Approval is sought for the action taken.

RECOMMENDATION
THAT Council approve the action taking in supporting the 'Help the Children of Gaza Appeal' by subscribing to a special fundraising event for an amount of $1,000 from the Additional Donations Budget.

REPORT DETAIL
The General Manager, Mr Lampe has received the attached request to support 'Help the Children of Gaza Appeal' on 3 February 2009 at 7.00pm. The event is being held by Rockdale City Council at Brighton-le-Sands. The speaker is Mr Peter Jennings, CEO of the overseas aid agency Australian People for Health, Education and Development Abroad (APHEDA).

Due to the timing of the Council Meeting, a report was unable to be put to Council before the event date. However, most Councillors, who were consulted by telephone, indicated their agreement in supporting the event by contributing $1,000 from Additional Donations for the special fundraising event.

Approval is therefore sought for the action taken.

Gaza Event attachment

Gaza Event.pdf

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council approve the action taking in supporting the 'Help the Children of Gaza Appeal' by subscribing to a special fundraising event for an amount of $1,000 from the Additional Donations Budget.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council approve the action taking in supporting the 'Help the Children of Gaza Appeal' by subscribing to a special fundraising event for an amount of $1,000 from the Additional Donations Budget.
(Moved Clr P Sansom/Seconded Clr C Hindi)


Meeting Date: 18/02/2009

FIN006 - 09DONATION REQUESTS REJECTED FROM INDIVIDUALS AND ORGANISATIONS - 1 JANUARY TO 31 DECEMBER 2008

REPORT AUTHOR/S

Administration Officer, Ms L Joukhador

FILE REFERENCE

08/420

REASON FOR REPORT

To inform Members of donation requests rejected under delegated authority

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

No

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
This report lists all donation requests by individuals and organisations that have been rejected under delegated authority for the period 1 January to 31 December 2008.

RECOMMENDATION
THAT the information be received and noted.

REPORT DETAIL
Council at its meeting held on 26 September 2001, resolved that the General Manager be authorised to reject any requests received for financial assistance for attendance at any recognised regional, state, national or international sporting competition, cultural or educational exhibition, without submission to Council for individuals who do not comply with Council's policy.

Furthermore, Council at its meeting held on 26 June 1996, resolved that the General Manager be authorised to reject any requests received for financial assistance without submission to Council for organisations not within Council's area, nor included within the annual budget, on the basis of a report being submitted to Council in respect of the requests rejected from individuals and organisations.

In accordance with Council's decision, the following report is submitted for the information of members detailing the donation requests by individuals and organisations that have been rejected under delegated authority for the period 1 January to 31 December 2008.

OrganisationPurposeAmount RequestedReason Rejected
St Ursula's College KingsgroveWalkathon for World Youth Day
Not stated
Not within Hurstville area and Budget constraints
Leichhardt CouncilTo support Asylum Seekers Co-ordinator Project
Not stated
Not within Hurstville area and Budget constraints
Australian Paralympic CommitteeTo raise funds for athletes to attend Beijing Olympics
Not stated
Council has previously donated $2000 in support of the athletes
Canterbury Bankstown Junior Baseball ClubTo raise funds for club members
Not stated
Not within Hurstville area and Budget constraints
Serenity NSW IncSeeking sponsorship for Southern Sydney Expo - Mental Health Week
Not stated
Not within Hurstville area and Budget constraints
Harmony Media Pty LtdSeeking sponsorship Children's Christmas Party
Not stated
Not within Hurstville area and Budget constraints
Eremeran Hills Study CentreTo raise funds for Tasmania Service Project
Not stated
Not within Hurstville area and Budget constraints

Individual PurposeAmount
Requested
Reason Rejected
Byron WestburySponsorshipNot statedOver the age of 18
Jack HickingFinancial assistanceNot stated
    Does not reside with Hurstville City area



APPENDIX


COMMITTEE RECOMMENDATION
THAT the information be received and noted.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT the information be received and noted.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN007 - 09REQUEST FOR FINANCIAL ASSISTANCE - NICK LEPOURIS

REPORT AUTHOR/S

Administration Officer, Ms L Joukhador

FILE REFERENCE

08/420

REASON FOR REPORT

Request for financial assistance to be considered by Council

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Funding available from 2008/2009 Adopted Program Budget account 4059.46820

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
This report details a request from Nick Lepouris requesting financial assistance to help with his attendance at the US Open Taekwondo Championships in February 2009.

RECOMMENDATION
THAT Council provide a donation in the amount of $350 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Nick Lepouris to attend the US Open Taekwondo Championships to be held in Las Vegas in February 2009.

FURTHER, THAT Nick Lepouris be requested to submit a report on his results achieved at the US Open Championships.

REPORT DETAIL
The following letter has been received by Council on 10 December 2008 from Nick Lepouris:
Nick is under 18 years of age, resides within the Hurstville City area. His application meets the criteria outlined in the Youth Sponsorship policy adopted by Council on 23 July 2008.

This policy provides sporting, cultural, art and academic sponsorship to enable individuals selected by governing or sponsoring body of a recognised competition or performance to participate subject to:

Council's Policy provides for donations of up to $350 depending on the location of the event venue, to assist with expenses for competitions and exhibitions.

Specific funding has been made available in the 2008/2009 Adopted Program budget for this purpose, in account 4059.46820 Sponsorship - Sporting, Cultural, Academic. A total amount of $2000 was allocated in the budget for this purpose, and to date $700 has been expended, leaving an amount of $1300 available.

Please note that there is an additional request for financial assistance to be considered at tonight's meeting, and should both requests for assistance be approved, it will alter the amount of $1300 available to $650.

In view of Council's policy, and the availability of funding in the current budget, the abovementioned request is recommended.

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council provide a donation in the amount of $350 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Nick Lepouris to attend the US Open Taekwondo Championships to be held in Las Vegas in February 2009.

FURTHER, THAT Nick Lepouris be requested to submit a report on his results achieved at the US Open Championships.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council provide a donation in the amount of $350 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Nick Lepouris to attend the US Open Taekwondo Championships to be held in Las Vegas in February 2009.

FURTHER, THAT Nick Lepouris be requested to submit a report on his results achieved at the US Open Championships.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN008 - 09REQUEST FOR FINANCIAL ASSISTANCE - SYLVIA LOW

REPORT AUTHOR/S

Administration Officer, Ms L Joukhador

FILE REFERENCE

08/420

REASON FOR REPORT

Request for financial assistance to be considered by Council

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Limited funding is available in the current budget

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
This report details a request from Katherine Fong, on behalf of Sylvia Low, requesting financial assistance to help Sylvia attend the U13 Badminton Championships in Altona Victoria in January 2009.

RECOMMENDATION
THAT Council provide a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Sylvia Low to attend the U13 Badminton Championships to be held in Altona Victoria in January 2009.

FURTHER THAT, Sylvia Low be requested to submit a report on her results achieved at the U13 Badminton Championships.

REPORT DETAIL
The following letter has been received by Council on 13 January 2009 from Katherine Fong on behalf of Sylvia Low:
Sylvia is under 18 years of age, and resides within the Hurstville City area. Her application meets the criteria outlined in the Youth Sponsorship Policy adopted by Council on 23 July 2008. This policy provides sporting, cultural, art and academic sponsorship, to enable individuals selected by governing or sponsoring body of a recognised competition or performance to participate subject to:

Council's policy provides for donations of up to $350 depending on the location of the event venue, to assist with expenses for competitions and exhibitions.

Specific funding has been made available in the 2008/2009 Adopted Program budget for this purpose, in account 4059.46820 Sponsorship - Sporting, Cultural Academic. A total amount of $2000 was allocated in the budget for this purpose, and to date $700 has been expended, leaving an amount of $1300 available.

Please note that there is an additional request for financial assistance to be considered at tonight's meeting, and should both requests for assistance be approved, it will alter the amount of $1300 available to $650.

In view of Council's policy, and the availability of funding in the current budget, the abovementioned request is recommended.

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council provide a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Sylvia Low to attend the U13 Badminton Championships to be held in Altona Victoria in January 2009.

FURTHER THAT, Sylvia Low be requested to submit a report on her results achieved at the U13 Badminton Championships.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council provide a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from Account 4059.46820 of the 2008/2009 Adopted Program Budget, to assist Sylvia Low to attend the U13 Badminton Championships to be held in Altona Victoria in January 2009.

FURTHER, THAT, Sylvia Low be requested to submit a report on her results achieved at the U13 Badminton Championships
.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN009 - 09QWN08-90 BY CLR A WAGSTAFF RE: FORMER OATLEY BOWLING CLUB SITE

REPORT AUTHOR/S

Commercial Properties Manager - Mr G McDonald

FILE REFERENCE

07/603

REASON FOR REPORT

Response to Councillor A Wagstaff's question regarding St George Brass Band’s request to occupy the former Oatley Bowling Club building.

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Nil

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

QWN 08-90 10th December 2008


EXECUTIVE SUMMARY

This report is presented to Council in response to a Question Without Notice from Councillor A Wagstaff regarding St George Brass Band’s request to occupy the former Oatley Bowling Club building and building works carried out on site.

RECOMMENDATION

THAT the information be received and noted.

REPORT DETAIL

At the Council meeting held on 10th December 2008, Councillor A Wagstaff advised that the St George Brass Band wrote to Council in January 2008 seeking a band rehearsal venue with storage facilities. Councillor Wagstaff asked that given that the former Oatley Bowling Club building was vacant at the time, why did Council then advise the St George Brass Band that there are no suitable premises available?

By January 2008, the former Oatley Bowling Club building had been vacant for two years and had suffered severe vandalism resulting in the building being unsafe to occupy. The building is not suitable to be used by any group at this stage. Council is yet to determine the future use of the site and building.

The brick layers engaged to secure the building placed a small amount of surplus mortar on a plywood board located with other rubbish within the building. Rubbish within the building will be removed on the future demolition or restoration of the building.


APPENDIX


COMMITTEE RECOMMENDATION

THAT the information be received and noted.
(Moved Clr W Pickering/Seconded Clr C Wong)
COUNCIL RESOLUTION
RESOLVED THAT the information be received and noted.
(Moved Clr A Wagstaff/Seconded Clr J Jacovou)
It was noted that after the closure of the Sports Club in January 2006, the Lions Club continued to use the basement garage for storage purposes until July 2007 when the garage was broken into and their equipment vandalised, after which they removed their equipment.


Meeting Date: 18/02/2009

FIN010 - 09SSROC PREFERRED SUPPLIER FOR TEMPORARY STAFF

REPORT AUTHOR/S

Manager Human Resources, Ms R Crothers

FILE REFERENCE

09/439

REASON FOR REPORT

To seek Council Approval to particpate in the SSROC Contract

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

No

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
South Sydney Reginal Orgnaisation of Councils (SSROC) is attempting to co-ordinate a range of activities which Councils share, including recruitment. The benefits include:

As such SSROC went out to tender for Temporary Staff in October 2008, and selected, with participation, of some SSROC Councils a list of preferred suppliers. The contract will run for two years from 1 February 2009 to 31 March 2011 with an option to extend for one year.

RECOMMENDATION
THAT Council approve participation in the SSROC Preferred Supplier Contract for Temporary Staff from 1 February 2009 to 31 January 2011 with an option to extend for one year.

REPORT DETAIL
In October 2008, SSROC went to tender for a list of preferred suppliers for Temporary Staff. In this tender, prices were requested for 42 different temporary staff positions. The Evaluation Committee decided unanimously that it was inappropriate to select only one tender, as the ranking of prices frequently varied from one position to another. Nor was it considered appropriate to look at each position in isolation. It was therefore decided that the most suitable option for both providers and Councils was to establish 4 distinct groups of positions that include the 42 positions identified, plus any other similar temporary positions relevant to each group.

These were:

The preferred suppliers selected were:

Adecco
Clerical/Admin/Support
Trades and Operational
Professional Officers- Finance/Child Care/Librarian
All Staff
Clerical/Admin/Support
Trades and Operational
Professional Officers- Engineering/Planning/Environment
Professional Officers -Finance/Child Care/Librarian
IPA
Cerical/Admin/Support
Trades and Operational
McArthur Mangement Services
Clerical/Admin/Support
Protech Personnel (NSW) Pty Ltd
Professional Officers (Engineering, Planning/Environment)
Recruitment Edge
Trades and Operational
Spectrum
Clerical/Admin/Support
Trades and Operational
Professional Officers- Engineering/Planning/Environment
Professional Officers – Finance/Child Care/Librarian

Agreed performance Standards have been set out by SSROC. Prices remain fixed for a period of 12 months. Price variance after that will only take place following a consultative meeting between parties.

Should the panel of providers not be able to fulfil a required position within the timeframes required, Council may approach alternative providers.

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council approve participation in the SSROC Preferred Supplier Contract for Temporary Staff from 1 February 2009 to 31 January 2011 with an option to extend for one year.
(Moved Clr J Jackovou/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council approve participation in the SSROC Preferred Supplier Contract for Temporary Staff from 1 February 2009 to 31 January 2011 with an option to extend for one year.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN011 - 09ST GEORGE SPORTS STARS BREAKFAST

REPORT AUTHOR/S

Manager - Administration, Mr B Cooke

FILE REFERENCE

09/102

REASON FOR REPORT

To seek approval for financial support and action taken

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes. $1,000

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
The 'St George Sports Stars Breakfast' charity event is an initiative of the Lions Club of Lugarno. It is supported by the Member for Oatley, Mr Kevin Greene, MP and local citizen and businessman, Mr Phil Bates. Council has been invited to financially support the event.

RECOMMENDATION
THAT Council approve the action taken in purchasing a table at the 'St George Sports Stars Breakfast' charity breakfast at a cost of $1,000, and the attendance of the Mayor, interested Councillors and the General Manager at the event.

REPORT DETAIL
Lugarno Lions, in conjunction with Mr Kevin Greene MP, Member for Oatley and local resident and businessman Mr Phil Bates, is organising a charity event 'St George Sports Stars Breakfast' to assist local organisations who work with disabled children. The event is being held on 20 February 2009 at the Booth Saunders Pavillion, Hurstville Oval and will cost $100 per person. The speaker and guests at the event will include St George Sporting 'greats'.

Council has been invited to support the event by purchasing tickets for a table of ten. Due to the timing of the Council Meeting the General Manager has canvassed the majority of Councillors who have indicated support for the event. Given that the event is before the next Council meeting, it is proposed to accept the invitation and request the Council to approve the recommendation retrospectively.

Council has supported the event in the past.

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council approve the action taken in purchasing a table at the 'St George Sports Stars Breakfast' charity breakfast at a cost of $1,000, and the attendance of the Mayor, interested Councillors and the General Manager at the event.
(Moved Clr W Pickering/Seconded Clr C Wong)
COUNCIL RESOLUTION
RESOLVED THAT Council approve the action taken in purchasing a table at the 'St George Sports Stars Breakfast' charity breakfast at a cost of $1,000, and the attendance of the Mayor, interested Councillors and the General Manager at the event.
(Moved Clr P Sansom/Seconded Clr C Hindi)


Meeting Date: 18/02/2009

FIN012 - 09TWIRLING AUSTRALIA

REPORT AUTHOR/S

Manager - Administration, Mr B Cooke

FILE REFERENCE

09/93

REASON FOR REPORT

To consider request for financial support

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes - no funds specifically provided in program budget. Limited funds available in additional donations budget.

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
The Mayor has received a joint invitation from NSW Baton Twirling Association Inc and the Australian Baton Twirling Association Inc NSW to sponsor an International Baton Twirling event at Dunc Gray Velodrome at Bass Hill 6-9 August 2009.

RECOMMENDATION
THAT Council considers this request.

REPORT DETAIL
The Mayor, Councillor Vince Badalati has received a joint invitation from NSW Baton Twirling Association Inc and the Australian Baton Twirling Association Inc NSW to sponsor an International Baton Twirling event at Dunc Gray Velodrome at Bass Hill 6-9 August 2009:

Twirling a baton is a complex and demanding competitive sport. It is a sport for girls and boys, women and men. The athlete's main instrument is a balanced steel baton that is manipulated from hand to hand to spin continuously. The speed and control of the baton's revolution depends upon the athlete's skill level. Years of training are required to master the sport. The sport of baton twirling is complex because technique of the twirling baton and the movements of body are given equal credit. Further information about the sport is available from the website www.worldbaton2009.com

The sponsorship opportunities are as follows:

Each sponsorship opportunity attracts various acknowledgement, publicity and other benefits, such as free tickets.

It is noted that the organisations meet outside the Hurstville City Council area and the event is being held in the Bankstown LGA.

Of the $10,000 Additional Donations Budget, $6516 has been expended leaving a balance of $3484.

APPENDIX


COMMITTEE RECOMMENDATION
THAT Council declines the request.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT Council declines the request.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN013 - 09AMENDMENT TO TENDER & QUOTATION PROCEDURE

REPORT AUTHOR/S

Chief Financial Officer, Ms K Foldi

FILE REFERENCE

08/2207

REASON FOR REPORT

To amend Council's Tender & Quotation Procedure in line with the NSW Local Government Act

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Nil

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
Local Government Regulations have been amended to increase the Tendering Threshold Amount from $100,000 to $150,000. It is recommended that Council align the amount with current NSW Local Government (General) Regulation 2005 and amend our Procedure accordingly.

RECOMMENDATION
THAT the Hurstville City Council Tender and Quotation Procedure be amended as outlined in the report.

REPORT DETAIL
Section 55 of the Local Government Act 1993 requires Local Government Councils to invite tenders before entering into certain contracts. However, Section 55 (3) formally provided that this tendering requirement did not apply to a contract involving an estimated expenditure, or receipt of an amount of less than $100,000, or such other amount as may be prescribed by the regulations. This has since been amended, and Section 55 does not apply to contracts involving an estimated expenditure or receipt of an amount of less than $150,000 (rather than the $100,000 amount referred to in that section).

Hurstville City Council's current Tender and Quotation Procedure refers to the Section 55 of the NSW Local Government Act and requires tenders for the purchase of commodities or items where expenditure is in excess of $100,000. It is recommended that Hurstville Council align the amount with the current Local Government (General) Regulations 2005 and amend its Tender and Quotation Procedure to invite tenders for expenditure in excess of $150,000, including GST.

APPENDIX


COMMITTEE RECOMMENDATION
THAT the Hurstville City Council Tender and Quotation Procedure be amended as outlined in the report.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT the Hurstville City Council Tender and Quotation Procedure be amended as outlined in the report.
(Moved Clr W Pickering/Seconded Clr B Giegerl)


Meeting Date: 18/02/2009

FIN014 - 09CERTIFICATES OF CASH & INVESTMENTS - NOVEMBER & DECEMBER 2008

REPORT AUTHOR/S

Chief Financial Officer, Ms K Foldi

FILE REFERENCE

08/947

REASON FOR REPORT

Monthly update

DOES AN EXISTING POLICY COVER THIS MATTER?

No

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Nil

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
The Certificates of Cash & Investments for the periods ending 30 November 2008 and 31 December 2008 are attached as Appendices.

RECOMMENDATION
THAT the report be received and noted

REPORT DETAIL


APPENDIX

Certificate of Cash & Investments November 2008

Cert November 2008.xls

Certificate of Cash & Investments December 2008

Cert December 2008.xls


COMMITTEE RECOMMENDATION
THAT the report be received and noted.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT the report be received and noted.

FURTHER, THAT the possible inclusion of additional information to be included in the Investment Register be referred to a future Councillor Workshop.

(Moved Clr B Giegerl/Seconded Clr S McMahon)

It was noted that the Investment Register was omitted from the printed copies of the Business Paper but available in the published Electronic Business Paper.



Meeting Date: 18/02/2009

FIN015 - 09DECEMBER 2008 QUARTERLY FINANCIAL REVIEW

REPORT AUTHOR/S

Chief Financial Officer, Ms K Foldi

FILE REFERENCE

03/1796

REASON FOR REPORT

To present results of the December 2008 Quarterly Financial Review

DOES AN EXISTING POLICY COVER THIS MATTER?

Yes

IF "NO" - SHOULD A POLICY BE DEVELOPED?

No

FINANCIAL IMPLICATIONS

Yes

DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details)

No


EXECUTIVE SUMMARY
In accordance with the Local Government Act, the Responsible Accounting Officer is required to provide a Quarterly Financial Review to Council within eight weeks of each quarter’s end. This report provides an overview of the results of the Quarterly Financial Review for the quarter ended 30 December 2008.

In June 2008 Council adopted the 2008/2009 Program Budget with a cash surplus of $1,475k after allowing for depreciation of $7.5M, which is a non-cash item. Following the inclusion of revotes from the previous budget year and additional votes approved by Council, the current surplus prior to the December quarterly program review was $1,622k. As a result of this review, the expected result for the year ended 30 June 2009 is a cash surplus of $1,294k, a negative movement of $328k from the previous forecast.

RECOMMENDATION
THAT the report on the December Quarterly Financial Review be received and noted.

THAT Council vote $46,000 from Section 94 - Georges River Drainage for additional drainage works on Walter St Footpath.

THAT $100k be transferred from the Operating Expense budget to Capital Expenditure budget for Commercial Property works.

FURTHER THAT Program Budgets be adjusted in accordance with Appendix 1 – December 2008 Budget Summary.

REPORT DETAIL
The following table provides a breakdown of key variances that contributed to the revised Full Year Forecast.
DECEMBER QUARTERLY REVIEW - MAJOR 2008/09 FORECAST VARIANCES
Income and GrantsOperating ExpendCapital ExpendEquity / FundingProgram Budget Impact
Domestic Waste
-13,243
13,243
0
Commercial Waste
-22,585
-22,585
Golf Course - Green Fees
-118,526
7,379
-111,147
Jack High Childcare Centre - Fees & Grant
-180,625
-180,625
Commercial Property Portfolio
68,880
89,883
-100,000
58,763
Entertainment Centre
23,679
23,679
Restorations
401,777
-436,796
-35,019
Section 94 Contributions & related Interest
163,641
-163,641
0
Interest
-335,807
-335,807
Fines
68,155
68,155
Investibility Project - Deferred to 2009/10
-145,000
155,000
-10,000
0
Street Lighting
60,000
40,000
100,000
Co-generation project at Leisure Centre - Deferred to 2009/10
-268,764
25,000
505,700
261,936
Driveway Construction
-56,923
-56,923
Development Fees
-37,758
-37,758
Engineering - Road Opening Permits
15,812
15,812
Employee Costs
-60,410
-60,410
Fringe Benefits Tax
-61,168
-61,168
Liability Claims
-23,949
-23,949
Legal Expenses
44,068
44,068
Delegates Expenses
-20,000
-20,000
Operating Lease for IT Hardware
42,057
42,057
Strategic Planning Consultants - Deferred to 2009/10
187,096
30,000
217,096
Consultants - Various projects
-32,752
-32,752
Contractors - Various Engineering works
-93,597
-192,586
-286,183
Materials - Savings to fund additional contractors charges
99,656
99,656
Printing & Stationery
16,641
16,641
Motor Vehicle Expenses
12,936
12,936
CBD Masterplan
1,511,143
-1,511,143
0
Property Portfolio
3,416,600
-3,500,000
-83,400
Various Operating Activities
149,143
-61,332
81,594
-110,663
58,742
NET EFFECT OF MAJOR VARIANCES
-228,144
-70,288
5,222,451
-5,252,204
-328,185


Items Requiring Council Approval

During the review it was identified that additional drainage works were required during construction of the Walter St footpath. This additional drainage work should be funded from Section 94 - Georges River Drainage.

In addition, it was identified that $100k of Maintenance expenditure on Commercial Property works was of a capital nature. This requires a budget transfer from Operating Expense to Capital Expenditure.


APPENDIX 1 - Budget Summary as at 31 December 2008

i) Budget by Horizon: This table provides an overview of the Program Budget by Horizon as adopted in the 2008/09 Management Plan. The summary includes the Adopted Budget and the financial implications of any decisions of Council up to 31 December 2008, the actuals Year to Date and revised Full Year Forecast through to 30 June 2009.

As at 31 December 2008, the Revised Forecast shows a surplus cash position of $1,294k against an Adopted Budget surplus of $1,476k. The major variances are detailed above.

ii) Estimated Working Funds Calculation: This table provides a summary of the estimated working funds balance, based on the revised Full Year Forecast. As at 31 December 2008 the estimated year-end working funds balance is $4,231k.

iii) Summary Operating Statement: The Program Budget result has been converted to Australian Accounting Standards Format to provide an Operating result from the statutory perspective. As a result of the December Quarterly Financial Review, the anticipated Operating result for 2008/2009 is a surplus of $28k before capital contributions and $5,496k after capital contributions. This reflects a negative movement from Adopted Budget of $8,638k after capital contributions. This can be attributed mainly to early receipt of an $8M Grant from the Ministry of Transport for the Bus Interchange project in June 2008 which had been budgeted for this financial year.

For more detail on the expected Operating result refer to Appendix 3 of this report.

APPENDIX 2 - Financial Health Check Performance Indicators

The Financial Health Check Performance Indicators provide a trend analysis, an overall summary and commentary on each indicator.

APPENDIX 3 - Income Statement

The Income Statement (formerly Operating Statement) shows the Adopted 2009 Budget, the Current 2009 Forecast and the Revised Forecast as at the December Quarterly Financial Review. The Income Statement has been prepared in line with accrual based accounting principles. As such, the Income Statement does not include any funding sources from prior years that have been included in the Program Budget.

APPENDIX 4 – Statement of Financial Position

The Statement of Financial Position (Balance Sheet) shows Council's position at the end of the 2008 Financial Year, the position according to the Adopted 2009 Budget and the Forecast position following the December Quarterly Financial Review as at 30 June 2009. This statement has also been produced in line with statutory accounting standards.

APPENDIX

Appendix 1 - Budget Summary

Budget Summary by Horizon Dec 08.xls

Appendix 2 - Financial Health Check Performance Indicators

Financial Health Check Dec 08.xls

Appendix 3 - Income Statement

Income Statement Dec 08 Quart Review.pdf

Appendix 4 - Statement of Financial Position

Statement of Financial Position Dec 08 qtr Review.pdf


COMMITTEE RECOMMENDATION
THAT the report on the December Quarterly Financial Review be received and noted.

THAT Council vote $46,000 from Section 94 - Georges River Drainage for additional drainage works on Walter St Footpath.

THAT $100k be transferred from the Operating Expense budget to Capital Expenditure budget for Commercial Property works.

FURTHER THAT Program Budgets be adjusted in accordance with Appendix 1 – December 2008 Budget Summary.
(Moved Clr C Wong/Seconded Clr W Pickering)
COUNCIL RESOLUTION
RESOLVED THAT the report on the December Quarterly Financial Review be received and noted.

THAT Council vote $46,000 from Section 94 - Georges River Drainage for additional drainage works on Walter St Footpath.

THAT $100k be transferred from the Operating Expense budget to Capital Expenditure budget for Commercial Property works.

FURTHER, THAT Program Budgets be adjusted in accordance with Appendix 1 – December 2008 Budget Summary.
(Moved Clr W Pickering/Seconded Clr B Giegerl)