agenda finance and audit committee wednesday, 28...

AGENDA

FINANCE AND AUDIT COMMITTEE

WEDNESDAY, 28 AUGUST 2013

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

Wednesday, 28 August 2013 at The Conference Room Roper Gulf Shire Headquarters 29 Crawford Street, Katherine Commencing at 8.30am

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

FINANCE AND AUDIT COMMITTEE 28 AUGUST 2013

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TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 PRESENT/STAFF/GUESTS

2 MEETING OPENED

3 WELCOME TO COUNTRY

4 APOLOGIES AND LEAVE OF ABSENCE

4.1 Councillor Apologies for FACM 28 August 2013.............................................................. 5

5 CONFIRMATION OF PREVIOUS MINUTES

5.1 CONFIRMATION OF PREVIOUS MINUTES................................................................... 6

6 CALL FOR ITEMS OF GENERAL BUSINESS

7 QUESTIONS FROM THE PUBLIC

8 DISCLOSURE OF INTEREST

9 BUSINESS ARISING FROM PREVIOUS MINUTES

9.1 Current RGSC - FACM Action List ................................................................................. 11

10 INCOMING CORRESPONDENCE

10.1 Incoming Correspondence ............................................................................................. 12

11 OUTGOING CORRESPONDENCE

11.1 Outgoing Correspondence ............................................................................................. 13

12 EXECUTIVE DIRECTORATE REPORTS

Nil

13 FINANCE REPORTS

Nil

14 CORPORATE GOVERNANCE DIRECTORATE REPORTS

14.1 Pound Maintenance Fee ................................................................................................ 14 14.2 Grants - Indigenous Broadcasting Program 2013-14 - Department of Broadban,

Communications and the Digital Economy (DBCDE)..................................................... 15 14.3 Grants - National Jobs Transition Package 2013-2014 - Department of

Regional Australia, Local Government, Arts and Sport (DRALGAS)............................. 30 14.4 Grants - NTEPA Environment Grant Funding Agreement 2013-2014 - Northern

Territory Environment Protection Authority (NTEPA) ..................................................... 41 14.5 RGSC FINANCIAL REPORT AS AT 31 JULY 2013...................................................... 70

15 INFRASTRUCTURE AND TECHNCIAL SERVICES REPORTS

Nil

16 COMMUNITY SERVICES DIRECTORATE REPORTS

Nil

17 DEPUTATIONS & PETITIONS

Nil

18 GENERAL BUSINESS

Nil

FINANCE AND AUDIT COMMITTEE 28 AUGUST 2013

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19 CLOSED SESSION

20 CLOSE OF MEETING

Finance and Audit Committee 28 August 2013

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APOLOGIES AND LEAVE OF ABSENCE REPORT

ITEM NUMBER 4.1

TITLE Councillor Apologies for FACM 28 August 2013

REFERENCE 393435

AUTHOR Bobbi Hynes, Council and Local Board Coordinator RECOMMENDATION (a) That Council receive and note the apology from Councillor Stan Allen for the

FACM of 28th August 2013.

BACKGROUND Councillor Stan Allen advised Mayor Tony Jack on the 7th August 2013 that he will be hospitalised for approximately 3 months to receive rehabilitation for his illness. ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: There are no attachments for this report.


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CONFIRMATION OF PREVIOUS MINUTES

ITEM NUMBER 5.1

TITLE CONFIRMATION OF PREVIOUS MINUTES

REFERENCE 393431

AUTHOR Bobbi Hynes, Council and Local Board Coordinator RECOMMENDATION (a) That Council received and noted the previous minutes from the Finance and

Audit Committee meeting held on 29th May 2013.

BACKGROUND FACM minutes of 29th May 2013 were received and noted at the Ordinary Meeting of Council on the 26th June 2013. Deputy Mayor Judy MacFarlane chaired this meeting and is to sign the attached minutes as a true and correct record of the FACM held on the 29th May 2013. ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 FACM_29052013_MIN confirmed.pdf

Attachment 1 FACM_29052013_MIN confirmed.pdf

Attachment 1


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BUSINESS ARISING FROM PREVIOUS MINUTES

ITEM NUMBER 9.1

TITLE Current RGSC - FACM Action List

REFERENCE 393432

AUTHOR Bobbi Hynes, Council and Local Board Coordinator RECOMMENDATION (a) That Council receive and note the current RGSC – FACM Action List

BACKGROUND Date Meeting

Source Type

Agenda Item #

Item Description

Comments/ Details

Responsible Person

Status Comments - Completion

Date

Status

30/01/201 FACM 13.1 Finance CEO to prepare a proposed course of action on debts of 90 days + for Feb OCM

CEO - Michael Berto

Ongoing Finance Manager investigating debt collection service availability

In-hand

27/03/2013 FACM 12.3 FINANCE - RGSC FINANCIAL REPORTS AS AT 28-FEBRUARY-2013

Finance Manager provides an accurate reflection of unexpended grants at the Finance & Audit Committee Meeting.

Finance Manager

ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS Nil



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INCOMING CORRESPONDENCE

ITEM NUMBER 10.1

TITLE Incoming Correspondence

REFERENCE 393637

AUTHOR Bobbi Hynes, Council and Local Board Coordinator RECOMMENDATION (a) That the Finance and Audit Committee accept the correspondence for the period

of 24th July to 1st August 2013.

Date Received Received By

Sender Correspondence Details

InfoXpert ID Number

01.08.2013 Council Australia Day Council

Award for Muslims

390180

30.07.2013 CEO Australian Government

SEAM 389217

24.07.2013 Council Australian Human Rights Commission

Gillian Triggs Racism it stops with Me

38730026

24.07.2013 CEO NTLC Sublease NT Portions Mataranka

387303



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OUTGOING CORRESPONDENCE

ITEM NUMBER 11.1

TITLE Outgoing Correspondence

REFERENCE 393649

AUTHOR Bobbi Hynes, Council and Local Board Coordinator RECOMMENDATION (a) That the Finance and Audit Committee accept the correspondence for the 28th

July 2013.

Date Sent Sent By Addressed To Correspondence Details

InfoXper ID number

28.07.2013 CEO Minister of Local Gov’t. Dept of Housing

RGSC Shire Plan 2013-2014

390393

28.07.2013 CEO Hon Alison Anderson MLA

RGSC Shire Plan 2013-2014

390392



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CORPORATE GOVERNANCE DIRECTORATE REPORT

ITEM NUMBER 14.1

TITLE Pound Maintenance Fee

REFERENCE 389812

AUTHOR Jyoti Pudasaini, Corporate Planning & Compliance Officer RECOMMENDATION (a) That the Finance and Audit Committee approve to have Pound maintenance fees

of $25.00/dog/day or part day for Borroloola and Mataranka.

BACKGROUND

An animal pound is a facility that holds homeless, lost or abandoned animals; primarily a large variety of dogs and cats. RGSC provides pound service at Borroloola and Mataranka in accordance with the requirements that is listed on Borroloola Community Government Council (Control of Dogs) By-laws and Mataranka Community Government Council (Control of Dogs) By-laws.

Section 38 clause (c) of Borroloola Community Government Council (Control of Dogs) By-laws and Mataranka Community Government Council (Control of Dogs) By-laws, states that “unless there is paid to the Council the maintenance and release fees as determined by the Council”. ISSUES/OPTIONS/SWOT It is proposed to consider pound maintenance fees of $25 per dog per day or part day. FINANCIAL CONSIDERATIONS Nil.



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ITEM NUMBER 14.2

TITLE Grants - Indigenous Broadcasting Program 2013-14 - Department of Broadban, Communications and the Digital Economy (DBCDE)

REFERENCE 393434

AUTHOR Amanda Haigh, Grants Coordinator RECOMMENDATION (a) That Finance and Audit Committee accept the 2013-2014 funding agreement for

the Indigenous Broadcasting Program (IBP) by signing and affixing the Common Seal to both copies of the funding agreements.

BACKGROUND The overall objective of the IBP is to help Indigenous broadcasters become stronger and build a more sustainable Indigenous broadcasting sector. To achieve this objective, the funding provided by IBP is to assist organisations by: supporting the operations of Indigenous-owned and controlled community radio

broadcasting services, including Remote Indigenous Broadcasting Services (RIBS - the ex- BRACS services);

supporting the development and broadcast of programming that focuses on the promotion of local Indigenous culture and languages;

enhancing Indigenous broadcasting services by supporting national representation that serves and develops the sector’s capacity;

supporting broadcasting services that are able to inform and educate Indigenous Australians on accessing the range of health, legal, education and housing services available to them;

developing an Indigenous broadcasting sector that meets all governance and business management requirements; and

providing opportunities for broadcasting workers to develop professional skills and experience.

To contribute to operational support for 5 licensed RIBS at the Barunga, Beswick, Bulman, Ngukurr and Numbulwar communities. Activity objectives: Coordination of and operational support for 5 licensed Remote Indigenous

Broadcasting Services (RIBS) at Barunga, Beswick, Bulman, Ngukurr and Numbulwar communities.

Provide supervision, training and development support for Community Broadcasters employed under the Indigenous Employment Initiative.

Develop partnerships with regional service providers Remote Indigenous Media Organisations (RIMO)

Support the development of local Indigenous broadcasting content

ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS Funded 2012-2013 $75,000 gst exc. Offer 2013-2014 $75,000 gst exc.


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ATTACHMENTS: 1 RGSC 2013-14 DBCDE SFA.pdf

Attachment 1 RGSC 2013-14 DBCDE SFA.pdf

Attachment 1


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ITEM NUMBER 14.3

TITLE Grants - National Jobs Transition Package 2013-2014 - Department of Regional Australia, Local Government, Arts and Sport (DRALGAS)

REFERENCE 393437

AUTHOR Amanda Haigh, Grants Coordinator RECOMMENDATION (a) That Finance and Audit Committee accept the 2013-2014 funding agreement for

the National Jobs Transition Package by signing and affixing the Common Seal to both copies of the funding agreements.

BACKGROUND The funding from DRALGAS through the National Jobs Program is to employ Aboriginal and Torres Strait Islander peoples in positions supporting the delivery of Australian Government arts and culture programs. The National Jobs Transition Package funding is to provide employment to 6 Indigenous people in positions supporting Australia's Indigenous Arts, Language, Culture and Broadcasting sectors. ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS Funded 2012-2013 $189,102 gst exc. Offer 2013-2014 $189,834 gst exc.

ATTACHMENTS: 1 RGSC 2013-14 OFTA SFA.pdf

Attachment 1 RGSC 2013-14 OFTA SFA.pdf

Attachment 1


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ITEM NUMBER 14.4

TITLE Grants - NTEPA Environment Grant Funding Agreement 2013-2014 - Northern Territory Environment Protection Authority (NTEPA)

REFERENCE 393498

AUTHOR Amanda Haigh, Grants Coordinator RECOMMENDATION (a) That Finance and Audit Committee accept the funding agreement for 2013-2014

NTEPA Environment Grants by signing both copies of the agreement.

BACKGROUND Roper Gulf Shire Council has been offered funding from the NTEPA for the project of ‘Bush Tucker in RGSC Parks’. The project includes:

Project RGSC manages and maintains the open spaces in and around their River Towns. This project aims to enhance the biodiversity in these open spaces by implementing the “Shire Green Landscape Plan” which will reduce woody weeds and replace them with locally provenance native plants. The native plants selected will provide bush tucker; have medicinal values as well as providing shade. The names and uses of the plants will be recorded and offered to the school and various community groups for their use. Flowering and fruiting times will be announced over the Indigenous Broadcasting Networks in the region.

Deliverables

The following outcomes or deliverables can be expected from this NTEPA Environment Grant:

1. Community information event in each location which will include a barbeque and informing community of the project.

2. Announcement of flowering and fruiting times of plants on the Indigenous Broadcasting Networks

3. Plants name and use register, including flowering and fruiting times available in community SDC's.

4. Photographic records of all aspects of the project. 5. Information distributed to community members at festivals and events across the

Shire

ISSUES/OPTIONS/SWOT Nil FINANCIAL CONSIDERATIONS 2013-2014 $11,000 gst inc.

ATTACHMENTS:


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1 Roper Gulf Contract - 1515.pdf

Attachment 1 Roper Gulf Contract - 1515.pdf

Attachment 1


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ITEM NUMBER 14.5

TITLE RGSC FINANCIAL REPORT AS AT 31 JULY 2013

REFERENCE 394440

AUTHOR Lokesh Anand, Finance Manager RECOMMENDATION That the Finance and Audit Committee receive and note the financial reports for the period ending 31 July 2013

BACKGROUND Attached are the financial reports for Roper Gulf Shire to 31 July 2013, including:

Cash-at-bank Statement & 12-month graph on cash balances Income and expenditure report by service group Income and expenditure report by account category Expenditure reports for all communities AR Age analysis report AP Age analysis report

Note: The balance sheet has been distributed as loose sheet for this month because of delay in rollover of the closing balances from last financial year. End of Year processes for last financial have been completed and the preparations for Annual Audit have begun. Despite the improved cash position, we are still monitoring our cash flow closely and all the big expenditures have to be approved by Directors before being incurred. Close analysis of budget vs actual figures are carried on regular basis. The annual audit is scheduled on 12th September 2013 to 17th September 2013 by Merit Partners (Darwin). ISSUES/OPTIONS/SWOT Interpretation of AR & AP reports Debtors The summary below shows the amount of debt outstanding for the current and the prior month. See attached: Aged Analysis Report – Detailed Report – Accounts Receivable 31 July 2013. As at 31 July 2013, $863,684.19 receivable is outstanding. Comparatively, 30 June 2013, the debt was outstanding of $1,410,657.80, not including unapplied credits. Unapplied credits have no effect on the financial outcome; they are just related to system clearing issues. Over 60 days and 90 days have decreased from June showing that old debts are being recovered.

AR Age Analysis 31 July 2013 Debtors


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Current 364,886.63 42.16%

30 Days 279,296.68 32.27%

60 Days 69,588.29 8.04%

90 Days 151,639.18 17.52%

Total Outstanding Amount 865,410.78 Less – Unapplied Credits 1,726.59 Actual Outstanding 863,684.19

End of Month Report - July 2013

0.00

100,000.00

200,000.00

300,000.00

400,000.00

500,000.00

600,000.00

700,000.00

800,000.00

900,000.00

Current 30 days 60 days 90 days

Amount

Tim

efra

me

June 30.06.2013

July 31.07.2013

AR Top Ten Debtors

Description Amount Status

1 Regent Pty Ltd

8,422.50 Current invoice

2 Dept Of Business

8,800.00 Current invoice

3 Power And Water Corporation - Katherine

9,490.13 Old invoices

4 IS Australia


5 Numbulwar Homelands Council Assoc. Inc.


6 S & R Building and Construction


7 Power And Water Corporation - Accounts Payable


8 Dept of Infrastructure - Katherine

127,721.73 June 2013 invoices

9 DHLGRS - R&M Contract Only

138,371.65 Includes current invoices

10 Dept Of Health And Ageing- Darwin (CW)

325,680.00 All payment received

760,614.77

Creditors


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As at 31ST July 2013, $699,699.80 in creditors is outstanding and the AP age analysis report depicts the following: Creditors Amount Current 111,439.83 13.35%Over 30 days 424,794.43 50.90%Over 60 days 134,707.09 16.14%Over 90 days 163,613.36 19.60%Total outstanding amount (Including Overdue) 834,554.71 Less: Unapplied Credits 134,854.91 TOTAL ACTUAL OUTSTANDING 699,699.80

Following are the details of invoices over $10,000 which were received and entered during the month of July 2013:

Supplier Amount AIRPOWER 435,994.53

ALAWA ABORIGINA 331,660.00

AUSFUEL 97,759.64

AUST OUTBACK PE 10,601.90BIG RIVER HOUSI 104,800.00COUNCILBIZ 131,709.65COUNTRY WIDE BU 15,000.00INFOXPERT PTY L 10,887.45JARDINE LLOYD T 476,724.37KATHERINE TOYOT 145,760.36LGANT 15,954.60MAWURLI & WIRRI 11,000.00MERIT PARTNERS 20,163.76NORTHERN TERRIT 10,170.80POWER & WATER C 11,943.25QUIK CORP PTY L 12,612.33TONHER PTY LTD 11,220.00TONYS RURAL BU 11,000.00TRANS-AG SERVIC 17,710.00 1,882,672.64

Roper Gulf Shire Council

Top Ten Outstanding Creditors As of 31 July 2013

Supplier Outstanding Remarks Account

Account Name Amount ($)

10000 AGEST 5,480.34

10002 Australian Supe 38,185.55

10006 Hesta Super 6,561.85

10007 Hostplus 6,052.05

10009 Local Super 119,099.11

10011 MTAA Super 3,876.76

10012 Rest Super 4,999.13

10014 Sun Superannuat 5,135.69

10027 Territory Housing 41,416.79

11027 ACDC Electrical 3,500.19

Except Territory Housing, all other amount are related to regular tansaction and are either already settled or expected to settled in 7-15 days time.

Total 234,307.46

FINANCIAL CONSIDERATIONS Nil


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ATTACHMENTS: 1 RGSC Finance Reports.pdf 2 AP Age Analysis Report Summary.pdf 3 AR Age Analysis Report Summary.pdf

Attachment 1 RGSC Finance Reports.pdf

Attachment 1

Attachment 2 AP Age Analysis Report Summary.pdf

Attachment 2

Attachment 3 AR Age Analysis Report Summary.pdf

Attachment 3

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