Agenda of Finance Committee - Wednesday, 25 November 2020

Finance Committee 21 25 November 2020

6.2 FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 31 OCTOBER 2020

STRATEGIC GOAL	6. LEADERSHIP Visionary, collaborative, accountable
STRATEGIC OBJECTIVE	6.1 Governance systems, process and practices are responsible, ethical and transparent.
SUBJECT INDEX	Financial Services
BUSINESS UNIT	Financial Services
REPORTING OFFICER	Manager Financial Services - Paul Sheridan
AUTHORISING OFFICER	Director Finance and Corporate Services - Tony Nottle
NATURE OF DECISION	Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations
VOTING REQUIREMENT	Simple Majority
ATTACHMENTS	Attachment a Investment Report October 2020 ⇩ Attachment b Financial Activity Statement October 2020 ⇩

OFFICER RECOMMENDATION

That the Council receives the statutory financial activity statement reports for the period ending 31 October 2020, pursuant to Regulation 34(4) of the Local Government (Financial Management) Regulations.

EXECUTIVE SUMMARY

Pursuant to Section 6.4 of the Local Government Act 1995 (the Act) and Regulation 34(4) of the Local Government (Financial Management) Regulations 1996 (the Regulations), a local government is to prepare, on a monthly basis, a statement of financial activity that reports on the City’s financial performance in relation to its adopted / amended budget.

This report has been compiled to fulfil the statutory reporting requirements of the Act and associated Regulations, whilst also providing the Council with an overview of the City’s financial performance on a year to date basis for the period ending 31 October 2020.

BACKGROUND

The Regulations detail the form and manner in which financial activity statements are to be presented to the Council on a monthly basis, and are to include the following:

· Annual budget estimates

· Budget estimates to the end of the month in which the statement relates

· Actual amounts of revenue and expenditure to the end of the month in which the statement relates

· Material variances between budget estimates and actual revenue/expenditure (including an explanation of any material variances)

· The net current assets at the end of the month to which the statement relates (including an explanation of the composition of the net current position)

Additionally, and pursuant to Regulation 34(5) of the Regulations, a local government is required to adopt a material variance reporting threshold in each financial year. At its meeting on 27 July 2020, the Council adopted (C2007/071) the following material variance reporting threshold for the 2020/21 financial year:

That pursuant to Regulation 34(5) of the Local Government (Financial Management) Regulations, the Council adopts a material variance reporting threshold with respect to financial activity statement reporting for the 2020/21 financial year as follows:

· Variances equal to or greater than 10% of the year to date budget amount as detailed in the Income Statement by Nature and Type/Statement of Financial Activity report, however variances due to timing differences and/or seasonal adjustments are to be reported only if not to do so would present an incomplete picture of the financial performance for a particular period; and

· Reporting of variances only applies for amounts greater than $25,000.

OFFICER COMMENT

In order to fulfil statutory reporting requirements and to provide the Council with a synopsis of the City’s overall financial performance on a year to date basis, the following financial reports are attached hereto:

Statement of Financial Activity

This report provides details of the City’s operating revenues and expenditures on a year to date basis, by nature and type (i.e. description). The report has been further extrapolated to include details of non-cash adjustments and capital revenues and expenditures, to identify the City’s net current position; which reconciles with that reflected in the associated Net Current Position report.

Net Current Position

This report provides details of the composition of the net current asset position on a full year basis, and reconciles with the net current position as per the Statement of Financial Activity.

Capital Acquisition Report

This report provides full year budget performance (by line item) in respect of the following capital expenditure activities:

· Land and Buildings

· Plant and Equipment

· Furniture and Equipment

· Infrastructure

Reserve Movements Report

This report provides summary details of transfers to and from reserve funds, and associated interest earnings on reserve funds, on a full year basis.

Additional reports and/or charts are also provided as required to further supplement the information comprised within the statutory financial reports.

Comments on Financial Activity to 31 October 2020

The Statement of Financial Activity (FAS), for the year to date (YTD) as at 31 October 2020 shows an overall Net Current Position of $39.2M as opposed to the budget of $29.6M. This represents a positive variance of $9.6M YTD.

The following table summarises the major YTD variances that appear on the face of the FAS, which, in accordance with Council’s adopted material variance reporting threshold, collectively make up the above difference. Each numbered item in this lead table is explained further in the report.

Description	2020/21 Actual YTD $	2020/21 Amended Budget YTD $	2020/21 Amended Budget $	2020/21 YTD Bud Variance %	2020/21 YTD Bud Variance $	Change in Variance Current Month $
Expenses from Ordinary Activities				*12.39%*	*3,418,384*	*593,034*
1. Materials & Contracts	(4,396,614)	(6,138,202)	(18,710,746)	28.37%	1,741,588	(68,485)
2. Utilities	(817,170)	(930,874)	(2,770,956)	12.21%	113,704	(27,414)
3. Insurance Expenses	(595,730)	(744,378)	(770,664)	19.97%	148,648	102,307
4. Other Expenditure	(686,189)	(1,604,135)	(5,236,779)	57.22%	917,946	325,158

5. Non-Operating Grants, Subsidies and Contributions	2,798,325	3,814,724	29,904,462	(26.64%)	(1,016,400)	(264,846)

Capital Revenue & (Expenditure)				*27.58%*	*5,265,374*	*1,464,322*
6. Land & Buildings	(1,604,774)	(2,332,565)	(17,454,059)	31.20%	727,791	451,284
Plant & Equipment	(205,528)	(530,448)	(2,510,340)	61.25%	324,920	146,362
Furniture & Equipment	(30,852)	(80,755)	(461,088)	61.80%	49,903	80,451
Infrastructure	(4,331,091)	(10,640,296)	(35,785,600)	59.30%	6,309,205	1,655,811
7. Proceeds from Sale of Assets	121,925	261,500	581,500	(53.37%)	(139,575)	(40,000)
8. Transfer to Restricted Assets	(1,900,241)	(18,336)	(62,750)	(10263.45%)	(1,881,905)	(833,184)
9. Transfer from Restricted Assets	59,012	0	2,747,074	100.00%	59,012	13,750
10. Transfer from Reserves	1,462,052	1,698,005	34,768,797	(13.90%)	(235,953)	(36,101)

Expenses from Ordinary Activities

Expenditure from ordinary activities is $3.4M or 12.4% less than expected when compared to the budget YTD as at October. The following individual expense line items on the face of the financial statement have YTD variances that meet the material reporting thresholds:

1. Materials and Contracts

Better than budget by $1.7M or 28.4%. The table below lists the main variance items that meet the reporting thresholds:

Cost Code	Cost Code Description	Actual YTD $	Amended Budget YTD $	Variance YTD $	Variance YTD %	Change in Variance Current Month $
Finance and Corporate Services		*705,929*	*756,662*	*50,733*	*6.7%*	*(89,686)*
10000	Members of Council	63,326	32,856	(30,470)	(92.7%)	(36,995)
The variance is timing related and is in relation to Subscriptions and Memberships. We have received and paid all of the membership fees due under this budget line item, where it was anticipated that we would receive a number of them later in the year (by the end of December). This variance will resolve after December.
Community and Commercial Services		*395,324*	*760,966*	*365,642*	*48.0%*	*21,800*
10380	Busselton Library	12,794	39,022	26,228	67.2%	3,258
Various maintenance and cleaning contracts at the library have been delayed somewhat in order to coincide with the completion of the extension. Budget timing was per normal operating parameters.
10541	Recreation Planning	1,030	32,665	31,635	96.8%	3,137
Timing of expenditure is largely due in Q2 & Q3 due to flora/fauna assessment scheduling and awaiting the outcomes of external grant applications. Budget timing will be adjusted accordingly.
10590	Naturaliste Community Centre	19,300	46,451	27,151	58.5%	10,555
The Naturaliste Community Centre was closed due to COVID and upon reopening was subject to phased restrictions which limited the attendance numbers and therefore expenditure associated with our programs and services throughout July and into August and September. To date we are still limited by Phase 4 restrictions and have limited numbers in some activities affecting a slow return to business as usual and therefore planned expenditure. Business is now picking up and we are likely to see increased expenditure over the next few months in line with budget.
10591	Geographe Leisure Centre	88,873	137,368	48,495	35.3%	20,338
This is the same as the factors listed above for the NCC.
10600	Busselton Jetty Tourist Park	128,974	193,672	64,698	33.4%	5,544
The majority of this variance cost is the monthly management contract fee ($41,125) for the caravan park which has resulted due to a timing issue with presentation and payment of the invoice. Other expenses falling within Materials & Contracts are related to maintenance which will occur throughout the year.
11151	Airport Operations	47,861	166,752	118,891	71.3%	5,842
The budget YTD monthly allocation for Airport Ops of $119k includes the key allocations of: · Security screening allocations of $61k not spent · Contractors - $49k for water tank removal & tree clearing not completed/expended · Smaller variances in other cost codes (3224) not expended
Planning and Development Services		*329,511*	*678,707*	*349,196*	*51.5%*	*27,264*
10830	Environmental Management Administration	102,090	168,665	66,575	39.5%	(45,159)
Expenditure variance due to the timing of the awarding of Revitalising Geographe Waterways Water Sensitive Urban Design contract and Lower Vasse River Living Streams Mussel survey contract.

10925	Preventative Services – CLAG	20,572	57,332	36,760	64.1%	12,015
CLAG mosquito treatments have just commenced for the season. Purchase orders have been raised for CLAG chemical purchases and will be reflected in the account balances next month.
10931	Protective Burning & Firebreaks-Reserves	7,672	181,296	173,624	95.8%	45,197
Q2 mitigation well underway, with all spring burns now complete. Invoices for works completed are starting to be received as of 26/10/2020.
Engineering and Works Services		*2,966,319*	*3,938,747*	*972,428*	*24.7%*	*(30,278)*
12600	Street & Drain Cleaning	75,396	145,912	70,516	48.3%	36,373
Expenditure timing - large component of this budget provides for a program of pre-winter drainage maintenance that occurs during the summer months.
12620 & 12621	Rural & Urban Tree Pruning	39,580	126,000	86,420	68.6%	19,716
Expenditure timing and reduced expenditure to potentially offset May 2020 storm damage subject to DRFAWA claims.
Various	Bridges	8,529	60,404	51,875	85.9%	9,910
Expenditure timing and reduced expenditure to potentially offset May 2020 storm damage subject to DRFAWA claims.
Various	Buildings	371,821	473,692	101,871	21.5%	27,825
The majority of scheduled maintenance activities to Buildings occur in the second half of the financial year; hence the year to date variance to budget (which is spread evenly).
Various	Other Infrastructure Maintenance	231,102	595,238	364,136	61.2%	34,595
This broad category encompasses the consolidation of 84 separate and unique services delivered across the City, this includes things like Event support; Boat Ramp maintenance; Cemetery maintenance; maintenance at the Libraries and GLC, Caravan Park maintenance, Street Lighting installation; the Foreshores; the CBD’s; Cycleway, Footpaths Maintenance etc. Expenditure variance for October is attributable to timing with the budget having been evenly spread across the financial year. Material and Contractor costs associated with the majority of these areas will gradually increase as we move into the busy summer months of the year. Additionally, a number of invoice for services rendered in October will be processed in November reducing the year to date variance.
Various	Waste services	625,235	885,236	260,001	29.4%	(143,406)
The pandemic resulted with more people remaining at home for extended periods, generating more household waste. This, coupled with the 2 major storm events, requiring more time to process the increased volumes and therefore delays in payment of invoices, has contributed to the larger variances. Another contributing factor is that the City has suspended the FOGO service (i.e. No collection & No Processing costs), for the remainder of the financial year. Furthermore, there were also delays in receiving invoices from various aspects of the recycling contractor as well.
Various	Roads Maintenance	703,921	288,936	(414,985)	(143.6%)	(53,912)
Costs are largely associated with WANDRRA storm claim from the May 2020 storm events. 3 claims have been submitted to DFES, with 1 further claim required for remaining recovery costs.
Various	Reserve Maintenance	350,667	658,324	307,657	46.7%	10,753
Costs associated with Public Open Spaces are historically lower in the first half of the financial year. Costs increase during spring and summer.
5280	Transport - Fleet Management	530,978	694,173	163,195	23.5%	27,601
Fuel was underspent by $90,944 YTD due to lower fuel cost and lower plant utilisation. Tyre purchase was underspent by $19,050 YTD, replacement parts/tooling/contractor costs were underspent by $53,201 YTD. Budget is spread evenly across the year, however spending is generally more cyclical in nature and peaks in the busier spring/summer/autumn months.

2. Utilities

Costs are $114K under budget YTD. At year ended 30 June 2020, the June street lighting account was booked in June, rather than in the following month when received per normal practice. Accruals are not done on a monthly basis, so this has the effect of causing actuals to appear to be on average $75K behind budget in relation to street lighting (until the following June, when actuals will catch up to budget). Coupled with this there have been delays in receiving the accounts for parks & reserves from Synergy, due to system issues at their end (along with a number of other electricity accounts). With no accruals on a monthly basis, this also causes what appears to be an under-spend against the budget. Pending resolution of the system issues at Synergy, this should largely rectify itself in coming months as the billing cycles re-align. This is demonstrated by a reduction in the YTD variance by $27K in October.

3. Insurance Expenses

Underspent by $147K compared to the YTD budget of $744K, due to delays in finalising the WorkCare Workers Compensation policy and paying the outstanding premiums totaling $179K.

4. Other Expenditure

$918K under the budget YTD. The main contributing items are listed below:

Cost Code	Cost Code Description	Actual YTD $	Amended Budget YTD $	Variance YTD $	Variance YTD %	Change in Variance Current Month $
*Finance and Corporate Services*		*169,066*	*252,079*	*83,013*	*32.9%*	*13,468*
10000	Members of Council	128,766	181,530	52,764	29.1%	6,457
Timing variances exist in relation to the payment of elected member allowances and reimbursements. As per previous commentary some of this is related to sitting fees being paid in arrears with a double payment in June. This makes up approximately $30K of the variance. Additionally the number and timing of expense reimbursements are difficult to predict when budgeting and so timing variances arise through the year, these make up just under $20K of the variance, with a further $3K related to no expenditure YTD against the council holding account.
*Community and Commercial Services*		*426,088*	*1,139,544*	*713,456*	*62.6%*	*213,365*
10536	School Chaplaincy Programs	41,400	-	(41,400)	(100.0%)	-
Historically Youthcare invoices the City in the 2^nd half of the year, but this year invoiced earlier than budgeted.
10547	Iron Man	-	200,000	200,000	100.0%	200,000
Ironman has been cancelled for this year and hence the funds will not be expended and there is likely to be a report to MERG/Council before the end of the FY to reallocate the funds.
10567	Cinefest Oz	-	120,000	120,000	100.0%	-
YTD variance is due to the Cinefest OZ sponsorship amount being incorrectly paid out of 10530 (a request will be made to journal funds from 10530 to this account to correct the error). Further, the sponsorship contract was varied due to change in format as a result of COVID (C2009/110) - $80k paid in 2020/21 with the balance ($38k) carried over to be paid in addition to 2021/22 MYA.
11151	Airport Operations	76	413,877	413,801	100.0%	(24)
Airport Operations include the Airline Attraction and marketing activities for RPT services which have not commenced due to COVID.
*Planning and Development Services*		*16,848*	*68,831*	*51,983*	*75.5%*	*27,234*
10820	Strategic Planning	206	28,332	28,126	99.3%	28,083
Budget for the City’s contribution to Peron Naturaliste Partnership 2020/21 was processed in October, when actual payment was made in November. This variance will be offset within the November FAS.

*Engineering and Works Services*		*34,223*	*97,693*	*63,470*	*65.0%*	*64,842*
B1223	Micro Brewery - Public Ablution	-	60,000	60,000	100.0%	60,000
The City’s contributions to the construction of these ablutions is at the request of the Geographe Bay Brewing Company, following practical completion of the public amenities. These have been completed, but GBBC have not as yet requested a release of these funds.

5. Non-Operating Grants, Subsidies & Contributions

The negative variance of $1M is mainly due to the items in the table below. It should be noted that any variance in this area will approximately correlate to an offsetting variance in a capital project tied to this funding source. This can be seen in the section below that outlines the capital expenditure variances.

Revenue Code	Revenue Code Description	Actual YTD $	Amended Budget YTD $	Variance YTD $	Variance YTD %	Change in Variance Current Month $
*Engineering and Works Services*		*2,787,732*	*3,833,688*	*(1,045,956)*	*(27.3%)*	*(3,395,840)*
B9407	Busselton Senior Citizens – Developer Cont. Utilised	595,306	162,479	432,827	266.4%	199,369
B9591	Performing Arts Convention Centre – Developer Cont. Utilised	-	1,000,000	(1,000,000)	(100.0%)	(1,000,000)
C0059	Dunsborough Yacht Club Carpark – Developer Cont.	60,000	-	60,000	100.0%	-
F1002	Dual Use Path - Dunsborough to Busselton – State Capital Grant	64,000	-	64,000	100.0%	64,000
F1022	Buayanyup Drain Shared Path – State Capital Grant	-	106,668	(106,668)	(100.0%)	(106,668)
S0005	Ludlow Hithergreen Road Second Coat Seal – MR Capital Grant	180,000	150,000	30,000	20.0%	(150,000)
S0048	Bussell Highway - Developer Cont. Utilised	200,000	166,668	33,332	20.0%	(166,668)
S0070	Peel & Queen Street Roundabout Service Relocation - Developer Cont. Utilised	120,000	240,000	(120,000)	(50.0%)	(240,000)
S0073	Gale Road Rural Reconstruction – Federal Capital Grant	379,616	457,496	(77,880)	(17.0%)	(457,496)
S0075	Local Road and Community Infrastructure Program – Federal Capital Grant	480,935	240,468	240,467	100.0%	(240,468)
T0019	Wonnerup South Road - Reconstruct and Widening (narrow seal) – RTR Capital Grant	-	149,333	(149,333)	(100.0%)	(149,333)
T0020	Capel Tutunup Road – RTR Capital Grant	-	475,576	(475,576)	(100.0%)	(475,576)

6. Capital Expenditure

As at 31 October 2020, there is an underspend variance of 54.6% or $7.4M in total capital expenditure, with YTD actual at $6.2M against the YTD amended budget of $13.6M. A portion of this positive underspend variance is offset by the negative variance in Non-operating Grants, Contributions & Subsidies discussed above, with the remainder offset by the negative variances in Transfers From Reserves related to funds held aside for these projects. The attachments to this report include detailed listings of all capital expenditure (project) items, however the main areas of YTD variance are summarised as follows:

Cost Code	Cost Code Description	Actual YTD $	Amended Budget YTD $	Variance YTD $	Variance YTD %	Change in Variance Current Month $
*Buildings*		*1,592,674*	*2,307,565*	*714,891*	*31.0%*	*451,284*
B9516	Busselton Library Upgrade	278,300	452,000	173,700	38.4%	122,422
Project was underspent due to mid-June 2020 contract award which occurred later than expected. Works were completed in October, however the final claim was not received until November and is currently being processed.
B9300	Aged Housing Capital Improvements – Winderlup	-	26,400	26,400	100.0%	6,600
Works proposed are to separate power and drainage servicing Winderlup Court and Winderlup Villas. The power requirements will not be triggered until the new conditional land title lot is created. Upgrade and separation of drainage is planned to occur this f/y as the infrastructure is damaged.
B9302	Aged Housing Capital Improvements - Winderlup Court (City)	-	52,000	52,000	100.0%	52,000
Works proposed are to separate power and drainage servicing Winderlup Court and Winderlup Villas. The power requirements will not be triggered until the new conditional land title lot is created. Upgrade and separation of drainage is planned to occur this f/y as the infrastructure is damaged.
B9407	Busselton Senior Citizens	594,278	738,128	143,850	19.5%	184,748
Works were completed in September. The savings against budget are being reviewed for potential use on roof replacement and carpark works.
B9591	Performing Arts Convention Centre	602,346	719,125	116,779	16.2%	43,705
Regional Growth Fund milestones are under review pending funding extension confirmation. Design contract program extension pending. Budgeted cash flow is under review on this basis.
B9596	GLC Building Improvements	2,564	163,884	161,320	98.4%	40,971
Carried over works from the prior year. Works scheduled to be completed in November 2020.
B9606	King Street Toilets	48,647	15,344	(33,303)	(217.0%)	3,571
Works completed, however budget has been spread over a longer time period.
*Plant & Equipment*		*205,528*	*530,448*	*324,920*	*61.3%*	*146,362*
10810	Statutory Planning	-	35,000	35,000	100.0%	-
Vehicle not yet ordered – awaiting confirmation of government pricing. Delays in delivery are due to the high demand currently being experienced by dealers due to the government’s stimulus package in concurrence with supply chain restrictions due to COVID.
10920	Environmental Health Services Administration	-	35,000	35,000	100.0%	-
Vehicle ordered, not yet delivered. Reasoning per above.
10950	Animal Control	-	50,000	50,000	100.0%	50,000
Vehicle ordered, due to be delivered 19/11/2020.

10980	Other Law, Order & Public Safety	-	50,000	50,000	100.0%	50,000
Vehicle ordered, due to be delivered 19/11/2020.
11156	Airport Development Operations	166,365	94,368	(71,997)	(76.3%)	23,592
Baggage handling system supply/install now completed, however monthly budget allocation has been spread over a longer time period.
11402	Plant Purchases (P10)	-	40,000	40,000	100.0%	-
Generators at DWF pond & cell – not yet replaced. Site and operations under review.
11403	Plant Purchases (P11)	-	80,000	80,000	100.0%	2,500
1 x vehicle ordered, not yet delivered – reasoning similar to above. 1 x vehicle not yet ordered.
11407	P&E - P&G Smart Technologies	-	33,332	33,332	100.0%	8,333
The annual scope of this project is currently being finalised and delivery will follow during the second half of 20/21.
11500	Operations Services Administration	-	40,000	40,000	100.0%	-
Vehicle ordered, not yet delivered – reasoning per above.
*Furniture & Office Equipment*		*30,852*	*80,755*	*49,903*	*61.8%*	*80,451*
10250	Information & Communication Technology Services	30,852	47,755	16,903	35.4%	70,451
Alternative solution found for the Fully Qualified Domain Name project that resulted in a lower spend up front, the capital assigned will now include a migration to Exchange Online which was always an option within the initial project. Expect the costs to be drawn in Q4 2020.
10591	Geographe Leisure Centre	-	20,000	20,000	100.0%	-
To be spent on the purchase of an access hoist for the pools to enable those mobility impaired to gain access to the water. Anticipated date for acquisition is December (subject to supplier confirming delivery).
*Infrastructure By Class*		*4,331,091*	*10,640,296*	*6,309,205*	*59.3%*	*1,655,811*
Various	Roads	2,073,206	6,001,423	3,928,218	65.5%	733,962
In the first quarter of the financial year a majority of Projects are in the planning and design phase and as such minimal actual expenditure is recorded against them. Further to this Capital Projects with Civil works are commonly scheduled to be carried out later; in the drier summer construction season. The Capital works budgets have been entered based on an even spread method and approach, not on a scheduled timing of works basis.
Various	Bridges	34	573,332	573,298	100.0%	143,333
Per above.
Various	Car Parks	439,887	691,252	251,365	36.4%	96,232
Per above.
Various	Footpaths & Cycleways	104,176	466,440	362,264	77.7%	56,279
Per above.
Various	Parks, Gardens & Reserves	1,650,902	2,735,845	1,084,943	39.7%	609,773
Per above.
Various	Drainage	-	41,944	41,944	100.0%	6,725
Per above.
Various	Regional Airport & Industrial Park Infrastructure	62,886	130,060	67,174	51.6%	9,508
Per above.

7. Proceeds From Sale of Assets

YTD proceeds from sale of assets is $140K behind budget due to delays in delivery of acquisitions. Also, potential income from sales proceeds have been hampered by the pandemic. Aside from a significantly reduced capital replacement program in both light vehicles and heavy plant items, the existing ones that were due to be replaced have been retained in service to maintain operational requirements.

8. Transfer to Restricted Assets

There is a YTD variance in transfers to restricted assets of $1.9M more than amended budget. Grant funding received from Federal Government for “Drought Communities Program” of $500k (attributable to CC C3223 Dunsborough Non-Potable Water Network). The funding was received in September whereas budget projected allocation was in June. It was anticipated that the expenditure would be incurred in June, hence the funding timing projections followed.

Developer contributions and bonds are inherently hard to predict and budget for. An annual amount of $50K spread evenly over 12 months was budgeted, however, over $1.392m has been received YTD October the bulk of which are for road works bonds ($1.068m).

9. Transfer from Restricted Assets

YTD there has been $59K transferred from restricted assets into the Municipal Budget. This was mainly attributable to refunds of road work bonds of $44k, refund of hall deposits $9k and other refunds of $6k.

10. Transfer from Reserves

There is a YTD variance in Transfers from Reserves of $236K less than amended budget. The following planned expenditures, funded from reserves, had not yet occurred by the end of October:

· $15K for the purchase of a Mule for the Busselton Jetty;

· $20K for purchase of furniture and equipment for the GLC and $10k for Art Geo’s Art Awards;

· $143K for purchase of eight items of plant and equipment;

· $12K relating to a transfer from the Long Service Leave reserve upon retirement of a long serving employee; and

· $36K relating to the purchase of generators for waste services.

Once these purchases have been made, a subsequent recoup will be processed.

Investment Report

Pursuant to the Council’s Investment Policy, a report is to be provided to the Council on a monthly basis, detailing the investment portfolio in terms of performance and counterparty percentage exposure of total portfolio. The report is also to provide details of investment income earned against budget, whilst confirming compliance of the portfolio with legislative and policy limits.

As at 31 October 2020, the value of the City’s invested funds remained steady at $89.29M.

The balance of the 11am account (an intermediary account which offers immediate access to the funds compared to the term deposits and a higher rate of return compared to the cheque account) remained unchanged at $6.0M.

During the month of October, three term deposits totalling the amount of $5.5M matured. Existing deposits were renewed for a further 131 days at 1.61% on average.

The official cash rate remains steady for the month of October at 0.25% but has dropped to 0.10% in November. This will have a strong impact on the City’s interest earnings for the foreseeable future.

Chief Executive Officer – Corporate Credit Card

Details of transactions made on the Chief Executive Officer’s corporate credit card during October 2020 are provided below to ensure there is appropriate oversight and awareness.

Date	$ Amount		Payee	Description
3/10/2020		95.00	THE GOOSE BEACH BAR BUSSELTON	RCAWA MEETING -LUNCH
15/10/2020		10.50	SWAN TAXIS 13 13 30 VICTORIA PARK	RCAWA MEETING -TAXI
15/10/2020		185.58	QT PERTH PERTH	ACCOMMODATION - RCAWA MEETING
15/10/2020		185.58	QT PERTH PERTH	ACCOMMODATION - RCAWA MEETING
16/10/2020		39.42	QT PERTH PERTH	RCAWA MEETING - REFRESHMENTS
16/10/2020		19.18	CPP PIER STREET PERTH	RCAWA MEETING - PARKING
17/10/2020		21.26	WILSON PARKING AUSTRALIA PERTH	RCAWA MEETING - PARKING
		*556.52*

Statutory Environment

Section 6.4 of the Act and Regulation 34 of the Regulations detail the form and manner in which a local government is to prepare financial activity statements.

Relevant Plans and Policies

There are no relevant plans or policies to consider in relation to this matter.

Financial Implications

Any financial implications are detailed within the context of this report.

Stakeholder Consultation

No external stakeholder consultation was required or undertaken in relation to this matter.

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. No risks of a medium or greater level have been identified.

Options

The Statements of Financial Activity are presented in accordance with Section 6.4 of the Act and Regulation 34 of the Regulations and are to be received. Council may wish to make additional resolutions as a result of having received these reports.

CONCLUSION

Budget timings remain affected by COVID impacts and are gradually being re-aligned. As at 31 October 2020, the City’s net current position stands at $39.2M. The City’s financial performance is considered satisfactory, and cash reserves remain strong.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Not applicable.

Finance Committee 50 25 November 2020

6.3 BUDGET AMENDMENT REQUEST / REVIEW - ENGINEERING AND WORKS SERVICES - NOVEMBER 2020

STRATEGIC GOAL STRATEGIC OBJECTIVE	6. LEADERSHIP Visionary, collaborative, accountable 6.1 Governance systems, process and practices are responsible, ethical and transparent.
SUBJECT INDEX	Budget Planning and Reporting
BUSINESS UNIT	Financial Services
REPORTING OFFICER	Director, Engineering and Works Services - Oliver Darby
AUTHORISING OFFICER	Director, Engineering and Works Services - Oliver Darby
NATURE OF DECISION	Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations
VOTING REQUIREMENT	Absolute Majority
ATTACHMENTS	Attachment a Minister Letter of Approval ⇩ Attachment b Bridge Funding Letter of Approval ⇩ Attachment c Special Bridge Grant - Design Tuart Drive Bridge ⇩ Attachment d Bridge Renewal Program R5 WA funded projects ⇩

OFFICER RECOMMENDATION

That the Council endorse the requested budget amendments outlined in this report, recognising the additional income received in grant funding, and restricted asset transfers including the associated expenditure as follows:

Reference	Description	Project Code	Additional External Revenue	Use of Revenue Received in Prior Years	Additional Expenditure	Transfer to/from Reserves	Transfer from Restricted Assets	Impact on Budget
1	Boallia Road Bridge	C0024	1,009,000	-	1,009,000	-	-	-
2	Kaloorup Road Bridge	C0023	936,000	-	936,000	-	-	-
3	Tuart Drive Bridge	A0025	2,500,000	-	2,500,000	-	-	-
4	King Street Carpark Reconstruction	C0060	-	-	46,860	-	46,860	-
5	King Street Landscaping Stage 2	C3237	-	-	15,000	-	15,000	-
6	Queen Street Paving Upgrade	S0075	-	-	44,547	-	44,547	-

The budget amendment is made in accordance with section 6.8(1) of the Local Government Act 1995 and results in a $0 net impact on the 2020/21 annual budget.

EXECUTIVE SUMMARY

This report seeks Council approval of budget amendments as detailed in this report. Adoption of the Officer Recommendation will result in a zero impact to the City’s budgeted net current position.

BACKGROUND

In accordance with section 6.8(1) of the Local Government Act 1995, a local government is not to incur expenditure from its Municipal fund for an additional purpose except where the expenditure:

· is incurred in a financial year before the adoption of the annual budget by the local government;

· is authorised in advance by Council resolution - absolute majority required; or

· is authorised in advance by the Mayor in an emergency.

Approval is therefore sought for the budget adjustments for the reasons specified.

OFFICER COMMENT

Council adopted its 2020/2021 Municipal budget on Monday 27 July 2020 with a balanced budget position. Since then, officers have identified budgets that require adjustment. It is good management practice to revise the adopted budget when it is known that circumstances have changed. In keeping with this practice, budgets are reviewed on a monthly basis and removes the need for a major budget review in February/March of each calendar year.

Amendments to the budget are categorised into the three key types as listed below:

i. Adjustments impacting the budget balance or net position of the City: relatively uncommon type.

ii. Adjustments with no impact on the budget balance: most common amendment type.

iii. Adjustments to transfer budget between capital and operating undertakings: relatively uncommon type.

Officers have reviewed the adopted budget for the month of August 2020 and subsequently recommend alterations to the budget as set out below.

i. Adjustments impacting the budget balance.

This section identifies items which either increase or decrease the 2020/2021 budgeted operating position. There are no budget adjustment items requiring Council’s approval of this type.

ii. Adjustments with no impact on the budget balance.

There are two budget amendment items of this type detailed below. The net effect of these amendments on the budget position is zero.

These adjustments are where new expenses are matched with new grants or contributions, or where reserve offsets are transferred between projects. In some instances, it is where requests are made to draw down additional budget from specific reserves for various reasons, or where expenses are reallocated within business units or between projects to meet revised needs.

1. BRIDGE RENEWAL GRANTS Cost Codes A0023, A0024, A0025

The City has been awarded grant funding for the renewal of three bridges under the Federal Government’s Bridge Renewal Program Round 5 (see Attachment B). Securing funding for three bridges is unprecedented with only 10 bridges funded across all of Western Australia under round 5.

a) Boallia Road Bridge renewal of old timber structure with concrete culvert style crossing; total project cost $1,009,000. 50% will be Federal Bridge Grant funding while Main Roads WA will contribute the remaining 50%.

b) Kaloorup Road Bridge renewal of old timber bridge structure with concrete culvert style crossing; total projects $936,000. 50% will be Federal Bridge Grant funding while Main Roads WA will contribute the remaining 50%. Further detail regarding these upgrade works are detailed below.

c) Tuart Drive Bridge replacement post fire; total project cost $3,010,989. Funded from two Federal Bridge grants and Main Roads funding. Further detail regarding these upgrade works are detailed below.

Comments Regarding Each Project

a) Boallia Road Bridge

The Boallia bridge project currently has $138,000 recorded on budget as both revenue and expense. These funds represent the estimated detailed design costs associated with the projects. Main Roads WA has outlaid these funds with no cost to be borne by the City. Australian Accounting Standards require that these costs be capitalised onto the City’s Balance Sheet at completion of the project, forming part of the overall new asset cost. In effect, these costs will be treated as donated assets as the City has ownership of the bridge. To this end, the $138,000 will be adjusted from the budget while at the same time the $1,009,000 will be added for the construction pursuant to the receipt of the Round 5 Bridge Renewal Program grant.

b) Kaloorup Road Bridge

The same applies to the Kaloorup Road bridge project which also has $138,000 recorded on budget as both revenue and expense. As per above, these funds represent the estimated detailed design costs associated with this project. Main Roads WA has outlaid these funds with no cost to be borne by the City. Australian Accounting Standards require that these costs be capitalised onto the City’s Balance Sheet at completion of the project, forming part of the overall new asset cost. In effect, these costs will be treated as donated assets as the City is the owner of the bridge. To this end, the $138,000 will be adjusted from the budget while at the same time $936,000 will be added for the construction pursuant to the receipt of the Round 5 Bridge Renewal Program grant.

Further to the above, this project has only been provisioned with $250,000 in Federal grant funding instead of the $468,000 required to enable the project to proceed. Main Roads has available their 50% contribution of $468,000. A letter has subsequently been drafted by the Department of Infrastructure, Transport, Regional Development and Communications Program Administrator to the Minister seeking an allocation of an extra $218,000 from surplus bridge grant funds from prior rounds of the program. A simple administrative error where an incorrect figure was taken is the cause of the incorrect grant amount being allocated. Council will be kept informed of any developments. It is however recommended that the project be adjusted onto the budget at the full value in the knowledge that Main Roads will only proceed if the extra funding is secured.

c) Tuart Drive Bridge

The Tuart Drive Bridge over the Abba River already has $567,000 in funding provisioned within the 2020/21 Budget that was set aside for planned substructure and superstructure repairs, assigned prior to the bridge being destroyed by fire. This is funding under the Federal Government’s Special Bridge Program distributed via the Financial Assistance Grant arrangements to the City by the Western Australian Grants Commission.

Council should be aware that this project will be funded by two Federal Government bridge related programs that are separate and distinct to each other with each administered by different Federal Government departments.

The Special Bridge Program grant has subsequently been adjusted in dollar value and redirected towards the detailed design and preliminary costs associated with the full replacement of the bridge, post destruction by fire (see Attachment C).

Funding	Source
$340,659.00	Federal Special (Project) Bridge Funding
$170,330.00	Main Roads WA
$510,989.00

In summary, the total bridge project budget of $3,010,989 will comprise:

1. $510,989 in Special Bridge Grant on a 2/3^rd, 1/3^rd basis with Main Roads contributing the 1/3^rd difference.

2. $2,500,000 from the Bridge Renewal Program Round 5, based on a 50/50 funding basis with Main Roads WA contributing the other 50% totalling $1,250,000 towards the project.

These funds are to be incorporated into one Tuart Drive Bridge replacement project used for both the detailed design and construction.

2. CASH IN LIEU OF PUBLIC OPEN SPACE Cost Code C0060, C3237, S0075

The City holds a Cash in Lieu of Public Open Space (CIL POS) contribution (reference number 25) valued at $174,365. This contribution is pursuant to a development in Eagle Bay that was collected in 1997. The different in value equates to interest earnings. These funds were tied to works related to public open space that must occur within the vicinity of the development.

The Western Australian Planning Commission have agreed via formal correspondence (see Attachment A) to the following:

1. $67,958 to be utilised to construct a universal access footpath in Eagle Bay. This item is already on the 2020/21 budget (Cost Code C1753); funded from this source with an additional $27,500 from the Community Facility Development fund.

2. That the balance totalling $106,407 plus any interest that may accrue to a value of $107,465 be retrospectively applied to park POS upgrade works that the City had previously carried out at Riedle Park in Eagle Bay between 2010 through to 2014.

The retrospective approval of works that have been carried out and paid for out of prior year municipal funds means that these restricted CIL POS monies are now deemed unrestricted and are transferrable into municipal funds, to be utilised at the discretion of the Council.

Council approval is subsequently sought to recoup these funds and increase the budgets of the following projects:

a) King Street Carpark Reconstruction (C0060) +$46,860

b) King Street Landscaping Stage 2 (C3237) +$15,000

c) Queen Street Paving Upgrade (S0075) +$44,547

a) King Street Carpark Reconstruction (C0060)

$140,000 has been budgeted for the King Street Car Park reconstruction. The scope of works has been increased to include the addition of a limestone wall to further protect the area from windblown sand, to provide additional seating and reduce damage caused by winter storms. This wall will complement the sand bag defences already in place.

b) King Street Landscaping Stage 2 (C3237)

The upgraded King Street POS is now nearing completion. $64,000 had been budgeted for stage 2 landscape works. Forecasting has indicated that there will be a $15,000 shortfall against budget. To this end, an additional budget allocation is being sought. This extra cost can be attributed to small increases in project scope across elements of additional turf, planting and irrigation.

c) Queen Street Paving Upgrade

The Queen Street Paving project stage 1 is budgeted at $961,870, funded by the Federal Government’s Local Road and Community Infrastructure Program. Council approval is sought to assign the balance of remaining funds of $44,547 towards this project. This will increase the budget annual allocation to $1,006,417.

iii. Transfers between capital and operating budget.

This section is intended to identify any items which reallocate funds between the Capital Budget and Operating Budget. These items do not change the overall budget. There are no items detailed in the attachment requiring Council approval in this period.

Net Budget Position

After making the above adjustments, the budget position remains unchanged from budget adoption. Adjustments made to the Municipal Cash Budget is nil.

Statutory Environment

Section 6.8 of the Local Government Act 1995 refers to expenditure from the municipal fund that is not included in the annual budget. Any adjustments to a budget allocation must be made by an absolute majority decision of the Council. Additionally, where no budget allocation exists, expenditure is not to be incurred until such time as it is authorised in advance, by an absolute majority decision of the Council.

Relevant Plans and Policies

The proposed budget amendment is supported by the City’s asset management plan, capital works program and long term financial plan.

Financial Implications

A summary of the financial implications of these recommendations is shown in the table below.

Reference	Description	Project Code	Additional External Revenue	Utilisation of Revenue Received in Prior Years	Additional Expenditure	Transfer to/from Reserves	Transfer from Restricted Assets	Impact on Budget
1	Boallia Road Bridge	C0024	1,009,000	-	1,009,000	-	-	-
2	Kaloorup Road Bridge	C0023	936,000	-	936,000	-	-	-
3	Tuart Drive Bridge	A0025	2,500,000	-	2,500,000	-	-	-
4	King Street Carpark Reconstruction	C0060	-	-	46,860	-	46,860	-
5	King Street Landscaping Stage 2	C3237	-	-	15,000	-	15,000	-
6	Queen Street Paving Upgrade	S0075	-	-	44,547	-	44,547	-

Stakeholder Consultation

No external stakeholder consultation was required or undertaken in relation to this matter.

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. There are no risks identified of medium or greater level.

Options

The Council could decide not to go ahead with the proposed budget amendment request.

CONCLUSION

Council’s approval is sought to amend the budget as per the details contained in this report.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Should the Officer Recommendation be endorsed, the associated budget amendment will be processed within a month of being approved.

Finance Committee 69 25 November 2020

6.4 APPLICATION FOR RATE EXEMPTION - RELATIONSHIPS AUSTRALIA WA INC.

STRATEGIC GOAL	6. LEADERSHIP Visionary, collaborative, accountable
STRATEGIC OBJECTIVE	6.1 Governance systems, process and practices are responsible, ethical and transparent.
SUBJECT INDEX	Exemptions & Appeals (Rates)
BUSINESS UNIT	Rates
REPORTING OFFICER	Rates Coordinator - David Nicholson
AUTHORISING OFFICER	Director Finance and Corporate Services - Tony Nottle
NATURE OF DECISION	Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations
VOTING REQUIREMENT	Absolute Majority
ATTACHMENTS	Attachment a Letter Requesting Rate Exemption ⇩ Attachment b Rate Exemption Application ⇩

OFFICER RECOMMENDATION

That the Council:

1. Approve the rate exemption application from Relationships Australia WA Inc. under section 6.26(2)(g) of the Local Government Act 1995 on 7 Harris Road, Busselton, effective 1 July 2020; and

2. Agree that this rate exemption is to continue where Relationships Australia WA Inc. confirms in writing by the 30 April annually that they continue to lease and use the property for the purposes stated in the application.

EXECUTIVE SUMMARY

An application with all required documentation has been received from Relationships Australia WA Inc. seeking a rate exemption on 7 Harris Road, Busselton, which they are leasing and using to deliver their Headspace Busselton services. On the basis of the application, this report recommends that the application for an exemption be granted effective as at 1 July 2020 in accordance with section 6.26(2)(g) of the Local Government Act 1995 (the Act).

BACKGROUND

Relationships Australia WA Inc. (RAWA) is a not-for-profit benevolent institution with Deductible Gift Receipt status. The vast majority of RAWA income is from Commonwealth and State grants so as to provide community services. RAWA lease 71 Kent Street, Busselton, and now 7 Harris Road, Busselton, from which they provide Headspace Busselton services free of charge to the community. At its meeting on 8 May 2019, Council approved (C1905/089) RAWA’s application for a rate exemption on 71 Kent Street, Busselton, due to it being used exclusively for charitable purposes.

RAWA is the lead agency for Headspace Busselton. Headspace is an organisation that operates across Australia, providing support, information and services to people aged 12-25.

Headspace Busselton offer anyone aged 12-25 free access to social workers, counsellors, mental health workers and psychologists. Headspace also has an extensive website where young people and their carers can read information on a wide range of issues including depression, bullying and relationship issues.

OFFICER COMMENT

Section 6.26 of the Act states that all land is rateable except in certain circumstances. Section 6.26(2)(g) states that “land used exclusively for charitable purposes” is not rateable.

RAWA are seeking a rate exemption on 7 Harris Road, Busselton, under section 6.26(2)(g) because of its Headspace Busselton use. They have provided the required application and documentation so as to meet the City’s assessment criteria.

It is considered that the application should be approved as the Headspace services provided by RAWA are charitable in nature and therefore the property at 7 Harris Road, Busselton, would be rate exempt under section 6.26(2)(g) of the Act.

No physical inspection of the property has been carried out as the documentation provided by RAWA on the property’s use is considered sufficient.

Statutory Environment

Section 6.26(2)(g) of the Act specifically states that land used exclusively for charitable purposes is not rateable.

Relevant Plans and Policies

There are no relevant plans or policies to consider in relation to this matter.

Financial Implications

Approving a rate exemption effective at 1 July 2020 would see a $4,139.84 reduction to the 2020/2021 rating income. There would be similar reductions for future financial periods where the property continues to be leased by RAWA and used for providing Headspace Busselton services.

Stakeholder Consultation

No external stakeholder consultation was required or undertaken in relation to this matter.

Risk Assessment

If Council choses to decline the rate exemption application, then staffing and/or legal costs may be incurred should RAWA request the State Administrative Tribunal review the decision.

Options

As an alternative to the proposed recommendation, the Council could decline the rate exemption application on the basis that it considers the property to be rateable under the Act. As stated above, this is not recommended based on the risks associated with declining the application.

CONCLUSION

It is considered that the property at 7 Harris Road, Busselton, whilst leased by Relationships Australia WA Inc. and used by them to provide Headspace Busselton services to the community would be rate exempt under section 6.26(2)(g) of the Act.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The rate exemption on 7 Harris Road, Busselton, if approved, should be effective from 1 July 2020 as the application was lodged by Relationships Australia WA Inc. after they received the property’s 2020/21 annual rate notice.

Finance Committee 77 25 November 2020

6.5 PROPOSED FINANCE COMMITTEE MEETING DATES 2021

STRATEGIC GOAL	6. LEADERSHIP Visionary, collaborative, accountable
STRATEGIC OBJECTIVE	6.1 Governance systems, process and practices are responsible, ethical and transparent.
SUBJECT INDEX	Committee Meetings
BUSINESS UNIT	Governance Services
REPORTING OFFICER	Governance Officer - Melissa Egan
AUTHORISING OFFICER	Director Finance and Corporate Services - Tony Nottle
NATURE OF DECISION	Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations
VOTING REQUIREMENT	Simple Majority
ATTACHMENTS	Nil

OFFICER RECOMMENDATION

That the Finance Committee adopt the following Finance Committee meeting dates for 2021:

· 20 January 2021

· 10 February 2021

· 10 March 2021

· 14 April 2021

· 12 May 2021

· 9 June 2021

· 21 July 2021

· 11 August 2021

· 8 September 2021

· 13 October 2021

· 10 November 2021

· 24 November 2021

EXECUTIVE SUMMARY

This report is presented to the Finance Committee to enable the Committee to schedule and advertise its meeting dates for the 2021 calendar year.

BACKGROUND

The Council of the City of Busselton has established a standing committee known as the Finance Committee pursuant to section 5.8 of the Local Government Act 1995 (the Act). The Finance Committee is established for the purpose of assisting Council to fulfil its role under section 2.7(2)(a) of the Act, namely to oversee the allocation of the local government’s finances and resources.

Under its terms of reference, the Finance Committee must meet at least six times per year and report to Council once every two months as a minimum. Following a Committee resolution made in October 2015, the Finance Committee has been meeting on a monthly basis and the meeting schedule has been prepared accordingly.

In October 2019, Councillors indicated a preference that Committee meetings be held on the same day as Council Meetings or Briefings, being a Wednesday. The Finance Committee reviewed this mid-way through 2020 and agreed to continue with this schedule. On balance, this arrangement has worked well throughout 2020 and it is recommended that it be continued for future Finance Committee meetings.

OFFICER COMMENT

It is intended to hold the City’s Finance Committee meetings and Policy and Legislation Committee meetings on a Wednesday alternate to the scheduled Ordinary Meetings of Council. Pursuant to regulation 34(4)(a) of the Local Government (Financial Management) Regulations 1996, a local government is statutorily obliged to present a monthly statement of financial activity to Council “within two months after the end of the month it relates to”. To facilitate this obligation, it is proposed that the Finance Committee meets on the second Wednesday of each month.

To ensure the statement of financial activity for November 2020 is presented to Council within the statutory deadline, it is proposed that a Finance Committee meeting be held on Wednesday 20 January 2021 and then to be presented at the Council meeting on 27 January 2021.

To accommodate Council’s mid-year recess, it will be necessary to hold a Finance Committee meeting on 21 July 2021 to enable the statement of financial activity for May 2021 to be presented at the Council meeting on 28 July 2021.

To ensure the statement of financial of activity for October 2021 can be presented to Council within the statutory deadline, and as Council’s last meeting of 2021 is scheduled to be held on 8 December, it is proposed to schedule a second Finance Committee meeting in the last week of November 2021. To avoid two committee meetings being scheduled for this day, it will be proposed that there is no Policy and Legislation Committee meeting scheduled for November and it is instead scheduled for 8 December 2021.

Under regulation 12 of the Local Government (Administration) Regulations 1996, if a committee meeting is open to the public or proposed to be open to the public, the local government must give public notice of the dates, times and place at which the committee meetings are to be held in the next 12 months. Once endorsed by the Finance Committee, the 2021 meeting dates will be publicly advertised.

It is proposed that the Finance Committee meetings for 2021 be held at 10.00am, in the Wonnerup Committee Room, at the City of Busselton Administration Building, on the following dates:

· 20 January 2021

· 10 February 2021

· 10 March 2021

· 14 April 2021

· 12 May 2021

· 9 June 2021

· 21 July 2021

· 11 August 2021

· 8 September 2021

· 13 October 2021

· 10 November 2021

· 24 November 2021

Statutory Environment

The legislation relevant to this report is:

· Local Government Act 1995

· Local Government (Administration) Regulations 1996

Relevant Plans and Policies

There are no relevant plans or policies to consider in relation to this matter.

Financial Implications

There are no financial implications associated with the Officer Recommendation.

Stakeholder Consultation

No external stakeholder consultation was required or undertaken in relation to this matter.

Risk Assessment

Options

As an alternative to the proposed recommendation, the Finance Committee could propose different dates or times for its meetings to be held.

CONCLUSION

Regulation 12 of the Local Government (Administration) Regulations 1996 requires the City to give notice of the dates of its Committee meetings that are open, or proposed to be open, to the public. The proposed 2021 Finance Committee meeting dates are presented to the Committee for endorsement. Once endorsed by the Finance Committee, the 2021 meeting dates will be publicly advertised.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The schedule of the Finance Committee 2021 meetings will be advertised prior to the end of 2020.

Finance Committee		8		25 November 2020
6.1	Attachment a		List of Payments October 2020

Finance Committee		43		25 November 2020
6.2	Attachment b		Financial Activity Statement October 2020

Finance Committee		54		25 November 2020
6.3	Attachment c		Special Bridge Grant - Design Tuart Drive Bridge

Finance Committee		66		25 November 2020
6.3	Attachment d		Bridge Renewal Program R5 WA funded projects