EMRC Council Meeting 3 December 2009 - City of … · EMRC Council Meeting 3 December 2009 ... FS-P09 PURPOSE/OBJECTIVE ... Council’s investment portfolio in compliance

Technical Services Attachment 1 City of Bayswater Delegates Report

EMRC Council Meeting 3 December 2009

January 2009 Page 1 of 9

























Technical Services Attachment 2 EMRC Abridged Minutes OMC 03.12.09













































Technical Services Attachment 1 Drawing No. 6/07C

National Black Spot Funding - Russell Street


Technical Services Attachment 2 Drawing No. 11/07







Traffic Management: Anti Hoon Speed Humps Program


Technical Services Attachment 2 Projects Considered for Program Spreadsheet

Traffic Management: Anti Hoon Speed Humps Program

2 February 2010 Page 1 of 1

Technical Services Attachment 1 Sketch Plan

Recognition of Former Staff Member Clayton Silcock


Finance & Personnel Attachment 1 Mertome Hostel Lease Schedule

Mertome Hostel - Lease 27 January 2010 Page 1 of 1

Finance & Personnel Attachment 1 Amended Policy No. FS-P09

Investment of Council Funds – Amendment to Policy No. FS-P09

27 January 2010 Page 1 of 4

EXISTING POLICY

FINANCE

INVESTMENT OF COUNCIL FUNDS

POLICY NO. FS-P09

PURPOSE/OBJECTIVE

Investment of Council’s surplus funds.

POLICY

The Council shall invest its surplus funds in accordance with its contractual arrangements with the banking provider.

Delegation FS-D01

Date Adopted 23 April 1996

Date Amended 23 July 2003

AMENDED POLICY

FINANCE

INVESTMENT OF COUNCIL FUNDS

POLICY NO. FS-P09

PURPOSE/OBJECTIVE

To ensure that Council’s investment portfolio is managed in such a way that :

• A high level of security is maintained by using recognised risk assessment criteria

• There is an adequate level of diversification to spread risk.

• There is ready access to funds for daily requirements.

• Investments are expected to achieve a predetermined market average rate of return that takes into account Council’s risk tolerance (as indicated by the performance benchmarks). - S & P – Standard & Poor’s is the

world’s foremost provider of independent credit ratings, indices and risk evaluation ratings.

- UBSWA (the Union Bank of Switzerland Warburg Australia) 90 day Bank Bill Index.

- This index is simply a method of

representing the value of a group of like assets such as shares, fixed interest securities, gold or the Australian dollar. The UBSWA 90 day Bank Bill Index is the industry-recognised benchmark for cash and cash-plus funds. The index is an unbiased measure of how fund managers are managing money.

LEGISLATIVE REQUIREMENTS

All investments are to comply with the following : • The Local Government Act 1995 –

Section 6.14. • Trustees Act 1962 – Part III Investments.




• Local Government (Financial Management) Regulations 1996 – Regulations 19, 28 and 49.

• Australian Accounting Standards.

DELEGATION OF AUTHORITY Authority for implementation of the investment policy is delegated by Council to the Chief Executive Officer in accordance with the Local Government Act 1995.

Delegation is in turn given to the Director of Finance for the day-to-day management of Council’s investment portfolio in compliance with this policy.

PRUDENT PERSON STANDARD All investments will be exercised with the care, diligence and skill that a prudent person would exercise in managing the affairs of other persons and not for speculative purposes.

Officers shall refrain from personal activities that would conflict with the execution and management of Council’s investment portfolio.

The policy requires officers to disclose any conflicts of interest to the Chief Executive Officer.

APPROVED INVESTMENTS Investments are limited to : • State/Commonwealth Government

Bonds. • Interest Bearing Deposits. • Bank Accepted/Endorsed Bank Bills. • Bank Negotiable Certificate of Deposits.

PROHIBITIVE INVESTMENTS This investment policy prohibits any investment carried out for speculative purposes including : • Derivitive-based instruments. • ‘Principal only’ investments.




• ‘Stand alone’ securities issued that have underlying futures, options, forward contracts and swaps, including CDO’s (Colateral Debt Obligations).

RISK MANAGEMENT GUIDELINES Investments are to comply with three key criteria relating to :

(a) Portfolio Credit Framework – Limits overall credit exposure of the portfolio to S & P-rated banking institutions as follows :

S&P Long-Term Rating

S&P Short-Term

Rating

Direct Investment Maximum

% AAA A-1+ 100% AA A-1 100% A A-2 60%

* BBB+ A-2 10% * Minimum long-term rating of BBB and

short-term rating of A-2 is restricted to maintaining the Council’s close relationship to community banking arrangements and should not exceed 10% of the total of Council’s investment portfolio.

(b) Counterparty credit framework (diversification) - the amount invested with any one institution should not exceed the following percentages (restricted by the institution’s credit rating) so that single entity exposure is limited :

S&P Long-Term

Rating

S&P Short-Term

Rating

Direct Investment Maximum

% AAA A-1+ 45% AA A-1 35% A A-2 10%

BBB+ A-2 10%

(c) Term of Maturity

Investments are not to exceed a twelve-month maturity period.

INVESTMENT ADVISOR The use of independent advisory services must be approved by Council and licensed under the Australian Securities and Investment Commission.




AUDIT

All of the City’s investments are to be held in the name of the “City of Bayswater”.

Certificates are to be provided by the supplier and reconciled monthly to the City’s financial records.

The City’s records are to show a clear and transparent record of investment holdings, movements and maturities.

For audit purposes, confirmation certificates are to be provided independently to Council’s auditors. DOWNGRADING OF INVESTMENTS

If any of the Council’s investments are downgraded to below the parameters of this policy they are to be divested as soon as practicable dependent on market conditions. BENCHMARKING RETURN ON INVESTMENTS

The performance of the City’s financial investment shall be benchmarked as follows :

Investment Performance Benchmark Cash Cash Rate Enhanced/Direct Investments UBSWA Bank Bill *

REPORTING AND REVIEW

A monthly report will be provided to Council.

This policy will be reviewed at least once a year or as required in the event of legislative changes.

Delegation

Date Adopted

Date Amended

Date Repealed

Finance & Personnel Attachment 1 Proposed Amendments to Policy FS-P06- Depreciation

Proposed Amendments to Policy FS-P06- Depreciation


Page 1

EXISTING POLICY

FINANCE

DEPRECIATION

POLICY NO. FS-P06

PURPOSE/OBJECTIVE

Depreciation levels.

________________________ POLICY In accordance with Accounting Standards, property, plant and equipment are carried at cost. Items of property, plant and equipment, including buildings but excluding freehold land, are depreciated over their estimated useful lives on a straight line basis as follows:

Plant 10%

Furniture & Equipment 15%

Buildings 3%

Computer Equipment 20%

Work Equipment 15%

Fleet Vehicles 0%

Assets are depreciated from date of acquisition

Freehold land is not depreciated

Infrastructure

Infrastructure assets are depreciated over their estimated useful lives on a straight line basis as follows:

AMENDED POLICY

FINANCE

DEPRECIATION

POLICY NO. FS-P06

PURPOSE/OBJECTIVE

Depreciation levels

(This is a requirement under the International Accounting Standards and the Local Government Act 1995) ________________________________

POLICY In accordance with Accounting Standards, property, plant and equipment are carried at cost. Items of property, plant and equipment, including buildings but excluding freehold land, are depreciated over their estimated useful lives on a straight line basis as follows

Plant 10%

Furniture & Equipment 15%

Buildings 3%

Computer Equipment 20%

Work Equipment 15%

* Fleet Vehicles 3%

* Fleet vehicles are traded after 3 years or 60,000kms and have a substantial residual value at trade and as such a minor amount of depreciation is applied.

Assets are depreciated from date of acquisition

Freehold land is not depreciated

Infrastructure

Infrastructure assets are depreciated over their estimated useful lives (excluding roads) on a straight line basis as follows:

Finance & Personnel Attachment 1 Proposed Amendments to Policy FS-P06- Depreciation

Proposed Amendments to Policy FS-P06- Depreciation


Page 2

City of Bayswater Useful Life (Years)

Roads

Primary Distributor 15

District Distributor A 15

District Distributor B 20

Local Distributor 20

Access Roads 30

Verges 30

Active Reserves 20

Footpaths

Concrete 50

Asphalt 25

Drains 100

Reserves

Passive Reserves 100

Medians 50

Civic Gardens 30

Street Furniture

Crash Barriers 10

Bus Shelters 20

Seats 10

Parking Signs 5

Street Name Plates 10

War Memorials 100

Assets are depreciated from the date of acquisition or, in respect of internally constructed assets, from the time an asset is completed and held ready for use. Where the value of an asset or acquisition date is unknown, a written down value of the asset as at 1 July 1993, will be applied.

City of Bayswater Useful Life (Years)

Roads – Condition Rated Annually

Footpaths

Concrete 50

Asphalt 25

Drains 100

Reserves

Passive Reserves 100

Medians 50

Civic Gardens 30

Verges 30

Active Reserves 20

Street Furniture

Crash Barriers 10

Bus Shelters 20

Seats 10

Parking Signs 5

Street Name Plates 10

War Memorials 100

Assets are depreciated from the date of acquisition or, in respect of internally constructed assets, from the time an asset is completed and held ready for use. Where the value of an asset or acquisition date is unknown, a written down value of the asset as at 1 July 1993, will be applied.

Finance & Personnel Draft Report

Page 3

Delegation -


Date Amended 23 July 2003

Delegation


Date Amended

Finance & Personnel Attachment 1 Amended Terms of Reference

Report on the Terms of Reference for the COB Trader Group Advisory Committee


EXISTING TERMS OF REFERENCE AMENDED TERMS OF REFERENCE

The Advisory Committee has not been granted delegated authority to make decisions on behalf of Council. Any recommendations of the City of Bayswater Trader Group Advisory Committee will be referred to the next Ordinary Council Meeting for consideration.

The Advisory Committee has not been granted delegated authority to make decisions on behalf of Council. Any recommendations of the City of Bayswater Trader Group Advisory Committee will be referred to the next Ordinary Council Meeting for consideration.

OBJECTIVE

To define the Terms of Reference to cover : a) the City of Bayswater Retail Trader Group;

and b) the City of Bayswater Industrial Trader

Group. POLICY STATEMENT 1. Name

The name shall be the City of Bayswater Trader Group Advisory Committee.

2. Purpose Statement

The City of Bayswater Trader Group Advisory Committee has been established to provide a formal means of communication between the Council of the City of Bayswater and the business community of the City of Bayswater.

3. Aims and Responsibilities of the City of

Bayswater Trader Group Advisory Committee (i) To present the position of the local

traders on issues that may affect the viability and therefore future direction of business within the City of Bayswater.

(ii) The aim of the Committee is to discuss and make recommendations on a specified range of issues and does not attempt to replace any existing function of Council.

Specific issues include :

Security and parking, street beautification, signage and badging, alfresco dining, retail mix, advertising and marketing, employment and training, street festivals.

OBJECTIVE

To define the Terms of Reference to cover : a) the City of Bayswater Trader Group Advisory

Committee. POLICY STATEMENT 1. Name

The name shall be the City of Bayswater Trader Group Advisory Committee.

2. Purpose Statement

The City of Bayswater Trader Group Advisory Committee has been established to provide a formal means of communication between the Council of the City of Bayswater and the business community of the City of Bayswater.

3. Aims and Responsibilities of the City of

Bayswater Trader Group Advisory Committee (i) To present the position of the local

traders on issues that may affect the viability and therefore future direction of business within the City of Bayswater.

(ii) The aim of the Committee is to discuss and make comment on a specified range of issues relevant to the business community and does not attempt to replace any existing function of Council.

Specific issues may include : Security and parking, street beautification, signage and badging, alfresco dining, retail mix, advertising and marketing, employment and training, street festivals.




(iii) To consider, comment on and respond

to issues relevant to the business community as referred to the City of Bayswater Trader Group Advisory Committee by the Council or issues relevant to Council, which may include but not be limited to the following : • Future Town Planning and Land

Use • Traffic and Transport • Promotion and Street Festivals • Communication with Business • Compliance and Enforcement • Security and Parking • Integration of input from business

and the general community on both regional and local issues

When specialised issues are raised at the Trader Group Advisory Committee meeting, they will be referred to the appropriate standing committee to report on to Council.

(iv) To provide reports and recommended actions to the City of Bayswater Council for consideration.

(v) To take a leadership role in exploring, discussing and seeking potential solutions to identified issues and enhancing the opportunities so that not only business owners in the City of Bayswater benefit, but all ratepayers, residents and visitors to the City.

(vi) This Committee has no powers of

delegation under Section 5.16 of the Local Government Act 1995.

4. Membership of the Committee (i) The Committee shall consist of the

following members:

• Five (5) representatives of Council • Two (2) representatives from each

retail business precinct being Morley, Bayswater and Maylands townsites – in total six (6) retail representatives and six (6) deputies.

• Four (4) representatives from the City’s industrial areas and four (4)

(iii) To consider, comment on and respond to issues relevant to the business community as referred to the City of Bayswater Trader Group Advisory Committee by the Council or issues relevant to Council, which may include but not be limited to the following : • Future Town Planning and Land

Use • Traffic and Transport • Promotion and Street Festivals • Communication with Business • Compliance and Enforcement • Security and Parking • Integration of input from business

and the general community on both regional and local issues

When specialised issues are raised at the Trader Group Advisory Committee meeting, they will be referred to the appropriate Directorate of Council for comment and report on to Council.

(iv) To provide reports and recommended actions to the City of Bayswater Council for consideration.

(v) To take a leadership role in exploring, discussing and seeking potential solutions to identified issues to the benefit of and enhancing the opportunities so that not only business owners in the City of Bayswater benefit, but all ratepayers and residents and visitors to of the City.

(vi) This Committee has no powers of delegation under Section 5.16 of the Local Government Act 1995.

4. Membership of the Committee (i) The Committee shall consist of the

following members: • Five (5) representatives of Council.

• Two (2) representatives from Bayswater Village Retail Traders Association with one (1) deputy.

• Two (2) representatives from Maylands Business Association with one (1) deputy.

• Two (2) representatives from




deputies.

• Three (3) business representatives and three (3) deputies, not necessarily being from within the boundaries of the Morley, Bayswater and Maylands townsites and industrial areas.

• One (1) representative from the Central Eastern Business Association.

• When required the Committee may call upon expert advice in relation to subjects in question, however those advisor/s will not have any voting rights.

(ii) The following Officers shall be Ex-

Officio members of the Committee: • Chief Executive Officer/Director of

Finance, City of Bayswater • Economic Development Officer,

City of Bayswater.

(iii) The Chairperson shall be nominated and elected by representatives of the City of Bayswater Trader Group Advisory Committee at the inaugural Committee meeting for a period of up to two (2) years in line with Council elections.

(iv) The Deputy Chairperson shall be nominated and elected by representatives of the City of Bayswater Trader Group Advisory Committee at the inaugural Committee meeting for a period of up to two (2) years in line with Council elections.

(v) All members of the Committee who are present at a meeting are entitled to vote. Ex Officio members of the Committee are not entitled to vote.

(vi) The Director of Finance/Economic Development Officer will be responsible for the executive and administrative functions associated with the implementation of committee and Council decisions with respect to the City of Bayswater Trader Group Advisory Committee.

(vii) A local business representative must be a property owner or operator of a retail or industrial business or retail or industrial property located within the boundaries of the City of Bayswater.

Morley townsite with one (1) deputy.

• Two (2) representatives from the Industrial Group with one (1) deputy.

• One (1) representative from the

Central Eastern Business Association.

(ii) The following Officers shall be Ex-

Officio members of the Committee: • Chief Executive Officer/Director of

Finance, City of Bayswater • Economic Development Officer,

City of Bayswater.

(iii) The Chairperson shall be nominated and elected by representatives of the City of Bayswater Trader Group Advisory Committee at the inaugural Committee meeting for a period of up to two (2) years in line with Council elections.

(iv) The Deputy Chairperson shall be nominated and elected by representatives of the City of Bayswater Trader Group Advisory Committee at the inaugural Committee meeting for a period of up to two (2) years in line with Council elections.

(v) All members of the Committee who are present at a meeting are entitled to vote. Ex Officio members of the Committee are not entitled to vote.

(vi) The Director of Finance/Economic Development Officer will be responsible for the executive and administrative functions associated with the implementation of committee and Council decisions with respect to the City of Bayswater Trader Group Advisory Committee.

(vii) A local business representative must be a property owner or operator of a retail or industrial business or retail or industrial property located within the boundaries of the City of Bayswater.




(viii) Elected member positions to the

Committee are for a period of up to two (2) years in line with Council elections.

(ix) Vacancies on the City of Bayswater Trader Group Advisory Committee will be advertised in the community newspapers and on Council noticeboards, and will be communicated to local retail and industrial trader groups. A package of information will be provided to prospective committee members prior to applications being received by the Chief Executive Officer.

5. Management of the Committee (i) The Committee shall meet at least

every quarter, with a maximum of once a month. The City’s Administration will provide executive support.

(ii) The quorum for a meeting of the City of Bayswater Trader Group Advisory Committee is at least 50% of the number of offices (whether vacant or not) of members of the Committee (as per section 5.19 of the Local Government Act 1995).

(iii) Members will be expected to adhere to the relevant section of the City of Bayswater's current Code of Conduct, the critical sections of which are those dealing with :

• Honesty and Integrity You will observe the highest

standard of honesty and integrity, and avoid conduct which might suggest any departure from these standards.

• Disclosure of Financial Interest Disclosure of financial interest

shall be in accordance with sections 5.59 to 5.69A of the Local Government Act 1995.

• Use of Confidential Information You will not use or disclose

confidential information.

(viii) Elected member positions to the Committee are for a period of up to two (2) years in line with Council elections.

(ix) Vacancies on the City of Bayswater Trader Group Advisory Committee will be advertised in the community newspapers and on Council noticeboards, and will be communicated to local retail and industrial trader groups. A package of information will be provided to prospective committee members prior to applications being received by the Chief Executive Officer.

Council will consider and confirm membership to this Committee.

5. Management of the Committee (i) The Committee shall meet at least

every quarter, with a maximum of once a month. The City’s Administration will provide executive support to this Committee only.

(ii) The quorum for a meeting of the City of Bayswater Trader Group Advisory Committee is at least 50% of the number of offices (whether vacant or not) of members of the Committee (as per section 5.19 of the Local Government Act 1995).

(iii) Members will be expected to adhere to the relevant section of the City of Bayswater's current Code of Conduct, the critical sections of which are those dealing with :

• Honesty and Integrity You will observe the highest

standard of honesty and integrity, and avoid conduct which might suggest any departure from these standards.

• Disclosure of Financial Interest Disclosure of financial interest shall

be in accordance with sections 5.59 to 5.69A of the Local Government Act 1995.

• Use of Confidential Information You will not use or disclose

confidential information.




6. Relationship of the Committee to Council

(i) The Committee is an Advisory Committee of Council.

(ii) Particular advice/recommendations of the City of Bayswater Trader Group Advisory Committee will be presented to Council through the Finance and Personnel Committee.

(iii) The Committee will consider actions, solutions and/or policy options relative to the City of Bayswater Trader Group Advisory Committee.

(iv) The Terms of Reference may only be amended or modified by resolution of Council.

(v) Council decisions in relation to the City of Bayswater Trader Group Advisory Committee operational guidelines and recommendations are binding.

7. Term of the Committee This Committee shall be operational until

the next election of Council day. 8. City of Bayswater Trader Group Advisory

Committee Agenda/Minutes The content of the City of Bayswater Trader Group Advisory Committee's agendas/ minutes shall be : • Attendance and Apologies • Deputations • Declarations of Interest • Establishment of Committee • Confirmation of Minutes • Outstanding Business • General Business • Conclusion

To consider, comment on and respond to issues relevant to the business community as referred to the City of Bayswater Trader Group Advisory Committee by the Council or issues relevant to Council, which may include but not be limited to the following :

o Future Town Planning and Land Use o Traffic and Transport o Promotion and Street Festivals o Communication with Business o Compliance and Enforcement o Security and Parking

6. Relationship of the Committee to Council (i) The Committee is an Advisory

Committee of Council.

(ii) Particular advice/recommendations of the City of Bayswater Trader Group Advisory Committee will be presented to Council through the Finance and Personnel Committee.

(iii) The Council will consider actions, solutions and/or policy options relative to the City of Bayswater Trader Group Advisory Committee.

(iv) The Terms of Reference may only be amended or modified by resolution of Council.

(v) Council decisions in relation to the City of Bayswater Trader Group Advisory Committee operational guidelines and recommendations are binding.

7. Term of the Committee This Committee shall be operational until the

next election of Council day. 8. City of Bayswater Trader Group Advisory

Committee Agenda/Minutes The content of the City of Bayswater Trader Group Advisory Committee's agendas/ minutes shall be : • Attendance and Apologies • Deputations • Declarations of Interest • Establishment of Committee • Confirmation of Minutes • Outstanding Business • General Business • Conclusion

To consider, comment on and respond to issues relevant to the business community as referred to the City of Bayswater Trader Group Advisory Committee by the Council or issues relevant to Council, which may include but not be limited to the following : o Future Town Planning and Land Use o Traffic and Transport o Promotion and Street Festivals o Communication with Business o Compliance and Enforcement o Security and Parking

Finance & Personnel Attachment 1 Schedule of Accounts Submitted 2 February 2010 for Treasurer's Advance A/c

Accounts Payable as at 2 February 2010















































Documents

EMRC Council Meeting 3 December 2009 - City of … · EMRC Council Meeting 3 December 2009 ... FS-P09 PURPOSE/OBJECTIVE ... Council’s investment portfolio in compliance