DRAFT
Schedule 11 Financial Services
Service Provider The Hills Shire Council
Completion Date 30 September 2016 or such other date as required by the Receiving Council and notified to the Service Provider in writing.
Receiving Council City of Parramatta
Description of Service Provision of Finance and Accounting Support including Procurement Support In Scope Service
activities
The following services are covered by this agreement:
1. Provision of Accounting Services
a) Preparation of revenue and cost apportionment in line with proclamation b) Review and payment of invoices for transferred assets during transition period c) Accounts receivable functions for transferred assets during transition period d) Assistance with budget preparation for transferred assets
e) Preparation of revenue and cost reports during transition period 2. Provision of Cash Collection Services
a) Banking of cash collected for transferred assets b) Transfer of net funds on a monthly basis 3. Provision of Procurement Support Services
a) Assistance with completion of existing tenders for transferred area 4. Provision of Contract Support Services
a) Contract support for transferring assets
Out of Scope The following services are not covered by this agreement:
1. Transfer of historical data between existing systems 2. Preparation of year end accounts for old Council 3. Preparation of statutory returns – GST, FBT
Basis of Charge $ 12,000 per month Fixed Cost Basis of Supervision
costs calculation
N/A
Basis of Fixed Cost calculation
6% Finance Costs
Basis of Revenue calculation
Grants Only - Financial Assistance Grant based on Population
Invoice Monthly in arrears net of Expenditure and Revenue Service Levels The service is to be provided under the following terms:
x Monthly reporting of revenue in line with agreed or statutory deadlines x Enquiry support during business hours
Key Personnel Provider Key Personnel
x Aneesh Zahra – Manager Corporate & Strategic Planning
TSA Schedule 11
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 11 Financial Services
Recipient Key Personnel
x Jason Peters – Finance Manager Accounting & Controls x Sacha Sadler – Procurement Manager
Third Party Contracts N/A
Sub-contractor N/A
Reporting & Data Collection
Monthly P&L reporting to support transferred assets until full handover
Monthly invoicing and support material for recharges (or quarterly by agreement)
Other terms and conditions relating to this Service
N/A
TSA Schedule 11
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 12
Rates Management Services
Service Provider The Hills Shire Council
Completion Date 30 September 2016 or such other date as required by the Receiving Council and notified to the Service Provider in writing.
Receiving Council City of Parramatta Council
Description of Service Assistance in managing the rates function within the former The Hills Shire Council area comprising:
1. Annual Rates Levying – July Instalment Notice and November Instalment Notice 2. Section 603 Certificate generation
3. Calculation of supplementary rates 4. Pensioner Rebate assessment and approval 5. Outstanding Rates - Debt collection functions 6. General Customer Enquiries
7. Management of Postponed Rates & Charges In Scope Service
activities
The following services are covered by this agreement:
1. Calculation and generation of Annual Rates and Charges by property for the defined area
a) Calculation and balancing of rates for transferred properties in line with approved IPART increases
b) Creation of the “Making of the Rates” report for the transferred area for public exhibition by the new council
c) Creation of rates notices file for transmission to print house post adoption d) Levy the rates and charges by property for the 2016/17 financial year in
current rates system 2. Creation of section 603 certificates
a) Interrogation of rates data to determine outstanding rates b) Preparation and printing of 603 certificates
c) Transmission to approving council for final checks prior to issuing 3. Calculation of supplementary rates
4. Pensioner Rebates
a) Review and assessment of applications for pensioner rebates
b) Completion of verifications checks to existing policies and Centrelink data c) Preparation of outcome letters for Ratepayers
5. Debt Collection Services
a) Provision of debt collection services for outstanding rates b) Preparation of reminder notices (including SMS services) c) Direct contact with overdue ratepayers
d) Preparation of information for transmission to debt collection agency e) Management of existing and agreed new legal actions for transferred
Ratepayers
6. Customer Enquiry Management
a) Verbal & Written responses to customer rate enquiries for transferred area b) Hotline support to Rates Team for queries relating to transferred area 7. Postponed Rates & Charges
a) Management of postponed rates & charges, including write-offs
TSA Schedule 12
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 12
Rates Management Services
Out of Scope The following services are not covered by this agreement:
1. Transfer of historical data between existing systems Basis of Charge Direct Actual Cost plus $ 9000 per month Fixed Cost Basis Basis of Supervision
costs calculation N/A Basis of Fixed Cost
calculation
% Based on South of M2 Rates Income over total Rates Income applied to Employment Cost
Basis of Revenue calculation
Direct Actual Rates Income and Pensioner Subsidy
Invoice Monthly in arrears net of Expenditure and Revenue Reimbursable
Expenses
Any other unforeseen expenses on an Actual Cost basis
Service Levels The service is to be provided under the following terms:
x S603 certificates issued in line with existing fees and charges schedules x S603 Certificates to be issued within a 3 day turn-around from receipt date x Hot line in operation during business hours for first month post-merger
x 2016/17 Rates generation and instalment notices issued in line with proclamation deadlines including public exhibition
x Pensioner rebate applications assessed within 14 days of receipt Key Personnel Provider Key Personnel
x Rates Team Leader The Hills Shire Council x Recipient Key Personnel
x Rates Manager Parramatta
Third Party Contracts x Debt Collection Services – Legal Force, Recoveries & Reconstructions & Outstanding Collections
x Mailing House Services – Forms Express
x Bill payment service suppliers - Australia Post – PostBillpay Services (In store, By Phone, On-line – PayPal, MasterCard, Visa & Amex); Secure Pay; NAB; CentrePay.
Sub-contractor N/A Reporting & Data
Collection
x All processing completed in existing rates systems with contact notes added x Daily processing of S603 Certificates
x Monthly reporting of Section 603 certificates using agreed template
x Monthly reporting of outstanding rates and debt collection actions for transferred area according to agreed template
Other terms and conditions relating to this Service
Due to the freezing of rates paths for 4 years post proclamation the Rates team agree to provide adhoc support post full transfer of data and functions post completion of this TSA.
TSA Schedule 12
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 13