MINUTES FINANCE AND ADMINISTRATION COMMITTEE 17 NOVEMBER 2015 APPROVED FOR RELEASE ------------------------------------ GARY STEVENSON PSM CHIEF EXECUTIVE OFFICER I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND ADMINISTRATION COMMITTEE INDEX Item Description Page FA210/15 DECLARATION OF OPENING 1 FA211/15 APOLOGIES AND MEMBERS ON LEAVE OF ABSENCE 1 FA212/15 QUESTION TIME FOR THE PUBLIC 1 FA213/15 CONFIRMATION OF MINUTES 2 FA214/15 CORRESPONDENCE 2 FA215/15 DISCLOSURE OF MEMBERS’ INTERESTS 2 FA216/15 MATTERS FOR WHICH THE MEETING MAY BE CLOSED 2 FA217/15 FINANCE AND ADMINISTRATION COMMITTEE – REVIEW OF TERMS OF REFERENCE 3 FA218/15 PAYMENTS FROM MUNICIPAL AND TRUST FUNDS – SEPTEMBER 2015 5 FA219/15 PAYMENTS FROM MUNICIPAL AND TRUST FUNDS – OCTOBER 2015 7 FA220/15 INVESTMENTS AND INVESTMENT RETURNS FOR THE PERIOD ENDED 30 SEPTEMBER 2015 8 FA221/15 INVESTMENTS AND INVESTMENT RETURNS FOR THE PERIOD ENDED 31 OCTOBER 2015 11 FA222/15 FINANCIAL STATEMENTS AND FINANCIAL ACTIVITY STATEMENT FOR THE PERIOD ENDED 30 SEPTEMBER 2015 14 FA223/15 COMMONWEALTH WALKWAY, PERTH 16 FA224/15 REQUEST FOR REIMBURSEMENT OF LEGAL EXPENSES – MR FRANK EDWARDS 20 FA225/15 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 21 FA226/15 GENERAL BUSINESS 22 FA227/15 ITEMS FOR CONSIDERATION AT A FUTURE MEETING 22 FA228/15 CLOSE OF MEETING 22 I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND BUDGET - 1 - 17 NOVEMBER 2015 COMMITTEE Minutes of the meeting of the City of Perth Finance and Administration Committee held in Committee Room 1, Ninth Floor, Council House, 27 St Georges Terrace, Perth on Tuesday, 17 November 2015. MEMBERS IN ATTENDANCE Cr Davidson - Presiding Member Cr Chen Cr Harley OFFICERS Mr Stevenson - Chief Executive Officer Mr Carter - Director Economic Development and Activation Mr Crosetta - Director Construction and Maintenance Mr Mianich - Director Corporate Services Ms Moore - Director Community and Commercial Services Mr Richards - Manager Finance Mr Ridgwell - Manager Governance Mr Mulcahy - Senior Management Accountant Dr Mackay - Temporary Public Art Program Coordinator Ms Best - Governance Officer GUESTS AND DEPUTATIONS Nil OBSERVER The Lord Mayor FA210/15 DECLARATION OF OPENING 4.00pm The Presiding Member declared the meeting open. FA211/15 APOLOGIES AND MEMBERS ON LEAVE OF ABSENCE Nil FA212/15 QUESTION TIME FOR THE PUBLIC Nil I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND BUDGET - 2 - 17 NOVEMBER 2015 COMMITTEE FA213/15 CONFIRMATION OF MINUTES Moved by Cr Chen, seconded by Cr Harley That the minutes of the meeting of the Finance and Administration Committee held on 6 October 2015 and Special Finance and Administration Committee held on 29 October 2015 be confirmed as a true and correct record. The motion was put and carried The votes were recorded as follows: For: Crs Davidson, Chen and Harley Against: Nil FA214/15 CORRESPONDENCE Nil FA215/15 DISCLOSURE OF MEMBERS’ INTERESTS Nil FA216/15 MATTERS FOR WHICH THE MEETING MAY BE CLOSED The Presiding Member advised that in accordance with Section 5.23(2) of the Local Government Act 1995, the meeting will be required to be closed to the public prior to discussion of the following: Confidential Item No. Item No. and Title Reason and Schedule No. Item No. 8 & Item FA224/15 - Request For Section 5.23(2)(b) Confidential Reimbursement of Legal Expenses Schedules No. 9, 10, – Mr Frank Edwards 11, 12 & 14 I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND BUDGET - 3 - 17 NOVEMBER 2015 COMMITTEE FA217/15 FINANCE AND ADMINISTRATION COMMITTEE – REVIEW OF TERMS OF REFERENCE BACKGROUND: FILE REFERENCE: P1029513 REPORTING UNIT: Governance RESPONSIBLE DIRECTORATE: Corporate Services DATE: 29 October 2015 MAP / SCHEDULE: Schedule 1 – Terms of Reference for Committees as at 22 October 2015. Schedule 2 – Proposed Revised Terms of Reference presented to Council on 22 October 2015. At its meeting held on 4 June 2013, Council adopted a revised Committees of Council structure, establishing the resulting Committees and adopting the terms of reference for each Committee. Following the 2015 Local Government Elections, at its special meeting held on 22 October 2015, Council resolved to refer the Terms of Reference to each of the relevant Committees for review. The current Terms of Reference for Finance and Administration Committee are attached as Page 3 of Schedule 1 for review. It is noted that any amendments proposed will require the endorsement of Council. The Delegations to Committees are currently included in the body of the Terms of Reference. It is proposed to amend the Terms of Reference so that the delegation by Council is annotated and can be more easily varied by Council from time to time. LEGISLATION / STRATEGIC PLAN / POLICY: Legislation Section 5.8 of the Local Government Act 1995 Integrated Planning Corporate Business Plan and Reporting Council Four Year Priorities: Capable and Responsive Framework Organisation Implications A capable, flexible and sustainable organisation with a strong and effective governance system to provide leadership as a capital city and provide efficient and effective community centred services. DETAILS: The Finance and Administration Committee were required to cancel one meeting in 2015 due to the Council Elections and have held one special meeting on 29 October 2015 in addition to the ordinary cycle. I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND BUDGET - 4 - 17 NOVEMBER 2015 COMMITTEE The Finance and Administration Committee considered 134 items from January to December 2014 and at present have considered 114 items since January 2015. It is identified from these statistics that the Finance and Administration Committee considers the highest amount of reports than any other committee of Council. It is noted that the Finance and Administrative Committee has enhanced its scope since taking on board the duties of the then General Purposes (GP) Committee in June 2013, being the last time the Committees Terms of Reference was reviewed. It had been identified that a number of items previously considered by the GP Committee had been dealt with administratively or through Council Policy where possible. This now permits the Finance and Administration Committee to consider significant items that fall within the scope of its Terms of Reference. FINANCIAL IMPLICATIONS: There are no financial implications related to this report. COMMENTS: An amendment to the Finance and Administration Committee Terms of Reference is also proposed arising from a number of occasions whereby other Committee meetings have had to be cancelled due to Committee Member and Deputy unavailability through their other commitments on behalf of the City of Perth. Whilst the majority of matters considered by a Committee can be deferred to the next scheduled meeting, there are occasions where urgent operational matters are required to be resolved. The Finance and Administration Committee has the broadest Terms of Reference scope of all the City’s standing committees. Whilst the use of Deputies will continue to be the first option to ensure that a Committee meeting can proceed, it is proposed to amend the Finance and Administration Committee’s Terms of Reference to ensure that, where necessary, for urgent operational matters they can be dealt with by the Finance and Administration Committee. The effect of the proposed amendment is that matters under the scope of Terms of Reference for other Committees would only be referred to the Finance and Administration Committee if a delay in the decision making will negatively impact on operational outcomes. OFFICER RECOMMENDATION That the Finance and Administration Committee: 1. considers the revised Terms of Reference for the Finance and Administration Committee, as detailed in Schedule 2; 2. notes that any amendments will require the consideration and endorsement of Council. I:\CPS\ADMIN SERVICES\COMMITTEES\4. FINANCE AND ADMIN\FA151117 MINUTES SHELLS.DOCX FINANCE AND BUDGET - 5 - 17 NOVEMBER 2015 COMMITTEE Moved by Cr Harley, seconded by Cr Chen 1. That 1(i) of the Finance and Administration Committee Terms of Reference be amended to read as follows: “(i) any other matters requiring a decision of the Council and not specifically defined in the Terms of Reference for any other Committee of the Council or where the substantive Committee is unable to be convent and a decision is necessary to fulfil operational requirements.” 2. That Council notes the transfer of the Delegated Authority from the Terms of Reference being placed as a footnote. The motion was put and carried The votes were recorded as follows: For: Crs Davidson, Chen and Harley Against: Nil FA218/15 PAYMENTS FROM MUNICIPAL AND TRUST FUNDS – SEPTEMBER 2015 BACKGROUND: FILE REFERENCE: P1031101-19 REPORTING UNIT: Finance RESPONSIBLE DIRECTORATE: Corporate Services DATE: 2 October 2015 MAP / SCHEDULE: TRIM ref. 173105/15 LEGISLATION / STRATEGIC PLAN / POLICY: Legislation Regulation 13(1) of the Local Government (Financial Management) Regulations 1996 Integrated Planning Strategic Community Plan and Reporting Council Four Year Priorities: Community Outcome Framework Capable and Responsive Organisation Implications A capable, flexible and sustainable organisation with a strong and effective governance system to provide leadership as a capital city and deliver efficient and effective community