Finance and Support Committee

Transcription

1 Finance and Support Committee Notice of Meeting A meeting of the Finance and Support Committee will be held in the Council Chamber, Forum North, Whangarei on: Wednesday 25 May am Committee Cr W L Syers (Chairperson) His Worship the Mayor Cr C B Christie Cr S J Deeming Cr A J Edwards Cr S M Glen Cr P R Halse Cr J S Jongejans Cr G M Martin Cr B L McLachlan Cr S L Morgan Cr K J Sutherland Cr M R Williams Cr J D T Williamson

2 1 INDEX Item No Page No 1. Minutes of a Meeting of the Finance and Support Committee held 27 April Minutes of a Meeting of the Community Funding Subcommittee held 11 May Financial Report for the Ten Months Ending 30 April Long Term Council Community Plan (LTCCP) Performance Report July 2010 to March Delegated Authority - Financial...21 Recommendations contained in this agenda are NOT final decisions. Please refer to the minutes for resolutions.

3 2 1. Minutes: Finance and Support Committee Wednesday, 27 April 2011 Minutes of a meeting of the Finance and Support Committee held in the Council Chamber Forum North on Wednesday 27 April 2011 at 9.00am Present: Cr W L Syers (Chairperson) His Worship the Mayor M C A Cutforth (9.02am), Crs C B Christie, A J Edwards, S M Glen, P R Halse, J S Jongejans, G M Martin, B L McLachlan, S L Morgan, K J Sutherland, M R Williams and J D T Williamson Apologies: His Worship the Mayor (late arrival) Cr S J Deeming (absent) Moved: Seconded: Cr Christie Cr Jongejans That the apologies be sustained. CARRIED In Attendance: Chief Executive Officer (M P Simpson), Group Manager Support Services (A Adcock), Financial Controller (M Taylor), Economic Development Manager (P Gleeson), Revenue Manager (H McKenzie), Councillor Support (J Benyon) and Senior Meeting Co-ordinator (C Brindle) 1. Confirmation of Minutes of a Meeting of the Finance and Support Committee held on 23 March 2011 Moved Cr Williams Seconded Cr Edwards That the minutes of the meeting of the Finance and Support Committee held on 23 March 2011, having been circulated, be taken as read and now confirmed and adopted as a true and correct record of proceedings of that meeting. CARRIED 2. Confirmation of Minutes of a Meeting of the Community Funding Subcommittee held on 13 April 2011 Moved Seconded Cr Martin Cr Syers That the minutes of the meeting of the Community Funding Subcommittee held on 13 April 2011, having been circulated, be taken as read and now confirmed and adopted as a true and correct record of proceedings of that meeting. CARRIED Finance and Support Committee 25 May 2011

4 3 3. Financial Report for the Nine Months Ending 31 March 2011 Moved Cr McLachlan Seconded Cr Edwards That the information be received. CARRIED His Worship the Mayor joined the meeting at 9.02am during discussions on Item Delegated Authority - Financial Moved Cr Halse Seconded Cr Williamson That the changes to the delegated financial authorisations as listed below be approved as the operative list of delegated financial authorities as from 27 April Category H Single contracts $2,000 Finance Administrator Note Remove Position void CARRIED The meeting closed at 9.09am Confirmed this 25 th day of May 2011 W L Syers (Chairperson) Finance and Support Committee 25 May 2011

5 4 2. Minutes: Community Funding Subcommittee Wednesday, 11 May 2011 Minutes of a meeting of the Community Funding Subcommittee of the Finance and Support Committee held in the Council Chamber Forum North on Wednesday 11 May 2011 at 1.01pm Present: Cr W L Syers (Chairperson) S J Deeming, G M Martin and M R Williams In Attendance: Senior Community Services Officer (O Thomas), Community Services and Funding Officer (J Teeuwen) and Senior Meeting Co-ordinator (C Brindle) 1. Community Funding Community Fund Round Moved Cr Martin Seconded Cr Williams 1. That the information be received. 2. That grants from Round 2 of the Community Fund be made to the following organisations: a) Canteen Northland $3, b) Maungakaramea Pantomimers $2, (under umbrella of Maungakaramea Recreation Centre) c) Maungakaramea Sports Club Inc $5, d) Northland Boccia Association Inc $4, e) Northland Woodturners and Woodworkers Club Inc $5, f) Onerahi Resource Centre Trust $2, g) Parihaka Sports Club Inc $1, h) The Salvation Army $3, i) Waipu Rugby Squash Club Inc $3, j) Waipu Tennis Club $5, k) Whangarei Community Toy Library $1, l) Whangarei Roller Skating Club $4, m) Whangarei Youth Network $4, That the following applications to Round 2 of the Community Fund be declined: a) English Language Partners Northland b) Kiwi North (Whangarei Museum and Heritage Park) c) Northland Society of Arts d) NZ Council of Victim Support Groups Inc Finance and Support Committee 25 May 2011

6 5 e) Old Library Ltd f) Parents Inc Attitude Division g) Parua Bay School. CARRIED The meeting closed at 1.09pm Confirmed this 25 th day of May 2011 W L Syers (Chairperson) Finance and Support Committee 25 May 2011

7 6 3. Financial Report for the 10 Months Ending 30 April 2011 Reporting officer Date 09 May 2011 Vision, mission and values Kylie Welford (Financial Accountant) This item is in accord with Council s vision, mission and values statement as it provides management information for innovation and excellence. Local Government Act 2002 The four well-beings Cultural Economic Environmental Social No direct link. Financial information for effective decision making. No direct link. No direct link. Attached are detailed reports on the following items: Executive Summary Statement of financial performance Treasury report Sundry debtors Balance sheet Variance summary Net surplus / (cost) summary Capital projects report Recommendation That the information be received. Attachments As listed above Finance ans Support Committee 25 May 2011

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20 19 4. Long Term Council Community Plan (LTCCP) Performance Report - July 2010 to March 2011 Reporting officer Date 19 April 2011 Alan Adcock (Group Manager Support Services) Vision, mission and values Performance measures are an important component of the Long Term Council Community Plan (LTCCP) and as such are an integral part of Creating the Ultimate Living Environment. Local Government Act 2002 The four well-beings Cultural, Economic, Environmental and Social Performance measures reflect what is contained within the LTCCP which outlines Council s contribution to all four well-beings through the six community outcomes. The following report covers the period July 2010 to March 2011 on levels of service and associated performance measures presented within the LTCCP. Community Services Level of Service Community Services Council will support the District's social and cultural well-being through its involvement in activities and programmes that address youth issues, our ageing population, arts and cultural activities, people with disabilities and settlement support. Council will also promote community safety. Council will provide this support and promotion so that the residents of the District are satisfied with the range of services provided and feel safe in the District. Performance Measure 2010 Actual 2011 Target YTD Result The level of customer satisfaction with Community Services support and involvement in social and cultural issues is maintained at 45% or better 1 51% 46%+ 51%* Achieved Efforts continue to align key community leaders/organisations with community initiatives The level of customer satisfaction with residents feeling safe within the District is maintained at 85% or better Achieved 87% 85%+ 87%* The City Safe initiatives continue to gain momentum and address safety within the CBD The percentage of Community Group based events at Forum North is maintained at 40% or better Achieved 1 The measure is a composite of 8 questions posed in the NRB Survey *New Results are not available until July % 40% 45% Finance and Support Committee 25 May 2011

21 20 Property Level of Service Commercial Properties Council will effectively monitor and manage the commercial properties portfolio to provide a positive return on investment. Performance Measure 2010 Actual 2011 Target YTD Result The average annual gross return on Council owned commercial properties will be equal to or greater than the OCR (official cash rate). OCR was 2.50% at March 2011 Achieved 5.59% 2.50% 6.00% Level of Service Forum North Council will manage the Forum North Performance, Conference and Expo Centre so that visitors to the venue are satisfied and the audiences to a range of events held increases over time. Performance Measure 2010 Actual 2011 Target YTD Result The level of customer satisfaction with Forum North facilities and staff will be maintained at 80% or better Achieved 85% 80%+ 85%* Work continues to ensure hosting services are supplied with every event to add value to the experience of visiting the Forum North venue The number of patrons attending ticketed events at Forum North will increase by a minimum of 3% per year Not Achieved 56% 3% greater than previous year 57% The current economic environment has impacted discretionary spend. Work is being completed to actively increase patronage through regional based events that optimise the scale of the productions and the public interest. * NRB Survey Results New results not available until July 2011 Level of Service Pensioner Housing Council will provide and maintain pensioner housing in such a way that maximum occupancy levels are achieved. Performance Measure 2010 Actual 2011 Target YTD Result Council will ensure that 98% of pensioner housing stock is let within 14 days of becoming vacant, excluding planned refurbishments and routine maintenance Achieved Rental Returns will at all times cover the running costs of the Pensioner Units Achieved 99.9% 98% 100% 170% 100% 123% Work continues to ensure an active replacement and maintenance programme continues. Insulation of units for the winter months continues. Finance and Support Committee 25 May 2011

22 21 Level of Service Forestry Council will manage the strategic forestry asset to maximise any potential future return. Performance Measure 2010 Actual 2011 Target YTD Result The forestry assets of Council are managed so as to ensure the best financial and non-financial returns for residents Not Achieved 90% Forestry Management company annual review completed and documented 90% Annual valuation details have been evaluated for the next quarter. Council s Forestry portfolio will be reviewed and an update presented to Council. Recommendation That this report be received. Finance and Support Committee 25 May 2011

23 22 5. Delegated Authority - Financial Reporting officer Date 04 May 2011 Vision, mission and values Sherryn Davis (Accounts Support) This item is in accord with Council s vision, mission and values statement as it provides quality financial controls. Local Government Act 2002 The four well-beings Cultural Economic Environmental Social No direct link. Financial information for effective decision making. No direct link. No direct link. The following changes to delegated authority are forwarded for approval by Council. Category H Single contracts $2, Accountant i-site Visitors Centre Manager New New Category G Single contracts $5, Senior Accountant New Pursuant to the Local Government Act 2002, staff designated in the schedule above be given authority to enter into contracts on behalf of Whangarei District Council up to the limit stated, which limits are exclusive of GST. Recommendation That the changes to the delegated financial authorisations as listed above be approved as the operative list of delegated financial authorities as from 25 May 2011 until further notice. Finance and Support Committee 25 May 2011