AUDIT COMMITTEE CHARTER
2. Review of the Charter
The Council/Committee will review this Charter periodically to ensure it remains up-to-date with professional and legislative requirements. Where appropriate, recommendations will be made to Council to update the Charter.
Proposed amendments to the Charter can be effective only after approval by Council.
Revised: Ordinary Meeting of Council 28.11.2006 Ordinary Meeting of Council 14.07.2009 Ordinary Meeting of Council 16.09.2009 Ordinary Meeting of Council 26.11.2010 Ordinary Meeting of Council 09.04.2013 Ordinary Meeting of Council 13.03.2018
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
ITEM-9 PECUNIARY INTEREST REPORT - DECEMBER 2020
DOC INFO
THEME: Proactive Leadership
OUTCOME: 3 Sound governance that values and engages our customers and is based on transparency and accountability.
STRATEGY:
3.3 Ensure Council is accountable to the community and meets legislative requirements and support Council’s elected representatives for their role in the community.
MEETING DATE: 9 FEBRUARY 2021 COUNCIL MEETING
GROUP: FINANCE AND ORGANISATIONAL PERFORMANCE
AUTHOR: GOVERNANCE OFFICER
SHARON WATT
RESPONSIBLE OFFICER: MANAGER GOVERNANCE AND PUBLIC OFFICER MICHAEL SPENCE
Part 4 of the Model Code of Conduct for Local Councils in NSW requires Councillors and designated persons to complete and lodge with the General Manager a return disclosing his or her pecuniary interests.
Since 13 October 2020 a further seven (7) designated persons have completed the required return.
Currently there are no designated staff that have not completed the required return.
POSITION
Senior Town Planner
Stormwater Systems Engineer Coordinator Vegetation Maintenance Town Planner
Senior Development Advisor (x2) Team Leader Business Information IMPACTS
Financial
This matter has no direct financial impact upon Council's adopted budget or forward estimates.
Strategic Plan – Hills Future
This report demonstrates transparency in Local Government and ensures Council is accountable to the community and meets legislative requirements.
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
RECOMMENDATION
Council note the tabling of the Returns.
ATTACHMENTS Nil.
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
ITEM-10 AUSTRALIAN GOVERNMENT LOCAL ROADS AND COMMUNITY INFRASTRUCTURE (LRCI) PHASE 2 EXTENSION PROGRAM
DOC INFO
THEME: Shaping Growth
OUTCOME: 8 Infrastructure meets the needs of our growing Shire.
STRATEGY:
6.1 Strategically plan for the North West Sector growth through the development and construction of transport infrastructure, integrated local roads, parks and other civil infrastructure.
MEETING DATE: 9 FEBRUARY 2021 COUNCIL MEETING
GROUP: SHIRE STRATEGY, TRANSFORMATION AND SOLUTIONS AUTHOR: MANAGER – ASSET MANAGEMENT, TRAFFIC & PARKS
MICHAEL LATHLEAN
RESPONSIBLE OFFICER:
GROUP MANAGER - SHIRE STRATEGY, TRANSFORMATION AND SOLUTIONS
DAVE REYNOLDS EXECUTIVE SUMMARY
Council has previously resolved to accept a grant of $1,194,721 for the construction of various projects under the Local Roads and Community Infrastructure (LRCI) program.
Advice has now been received that a further $5,472,722 is available for additional projects under the LRCI Phase 2 Extension Program. Details of the program and suggested project nominations are discussed further in the report.
BACKGROUND
On 22 May 2020 the Australian Government announced a new $500 million Local Roads and Community Infrastructure Program (LRCI Program).
This program is intended to support local councils deliver priority local road and community infrastructure projects across Australia, supporting jobs and the resilience of local economies to help communities recover from the impacts of the COVID-19 pandemic.
The LRCI Program is part of the Government's $1.8 billion boost for road and community projects through local governments across Australia.
Funding allocations for the LRCI Program have been calculated in a similar way to how the Roads to Recovery (R2R) Program and the road component of the Financial Assistance Grants works. This formula takes into consideration road length and population and is based on recommendations of the Local Government Grants Commissions. The LRCI Program is
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
Unlike the R2R Program which is focussed on roads and road related infrastructure, the scope of the LRCI Program supports a broader range of both road and community infrastructure projects so communities can fund the infrastructure that they need, support businesses and create employment opportunities across their communities.
On the 24 June 2020 Council received advice from The Hon Michael McCormack MP, Deputy Prime Minister and Minister for Infrastructure, Transport and Regional Development and The Hon Mark Coulton MP, Minster for Regional Health, Regional Communication and Local Government, that its grant under the LRCI Program would be $1,194,721 (excluding GST).
Eligible local road projects are projects that involve the construction or maintenance of roads while eligible community infrastructure projects are projects that involve the construction, maintenance and/or improvements to Council-owned assets such as parks that are generally accessible to the public.
To be eligible for funding under the LRCI Program, projects were to be additional to Council’s adopted 2020/21 Works Program. There are also a number of activities associated with the delivery of such projects that are not eligible for funding such as general administrative overheads, opening ceremonies, public art, the purchase of capital equipment etc. Council was not required to provide a direct financial contribution to the LRCI program.
All construction activity under the program must be completed by 30 June 2021 with the reporting requirements being similar to the existing R2R Program. Council was also required to execute a funding agreement by 31 July 2020 otherwise the grant would have lapsed.
After considering a report on the LRCI program at its meeting on 28 July 2020, Council resolved:
1. Council accept the grant from the Australian Government of $1,194,721 (excluding GST) available under the Local Roads and Community Infrastructure (LCRI) Program and nominate the projects listed in Attachment 2 to the report.
2. Council agree to the execution of the grant agreement by the General Manager.
A list of the approved projects referred to as Attachment 2 in Council’s resolution of 28 July 2021 is attached (Attachment 1).
Work on the various projects within the program has now commenced and all are expected to be completed by 30 June 2021.
REPORT
On 30 October 2020 the Mayor received advice from The Hon Michael McCormack MP, Deputy Prime Minister and Minister for Infrastructure, Transport and Regional Development and The Hon Mark Coulton MP, Minster for Regional Health, Regional Communication and Local Government that following the 2020/21 Federal Budget, Council would receive a further $5,474,722 under the LRCI Phase 2 Extension Program.
The program Guidelines and Grant Agreements are identical to those that applied to the initial LRCI Program except that construction activities funded under the grant are to be completed by 31 December 2021. Copies of both the Guidelines and Grant Agreement are
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
As Councillors would appreciate expenditure under both the initial LRCI Program and the Phase 2 Extension Program is substantial and the time frame for delivery is relatively short.
Therefore the type of projects to be nominated are those that require minimal design and are unlikley to require significant third party approvals. A focus has also been given to projects associated with the renewal of existing assets and projects that will provide positive outcomes for the health and safety of the community and improve accessibility.
Due to the nature of such projects they will also have a higher labour content which will assist in meeting one of the LRCI Program’s objectives of increasing employment opportunities within local communities.
Projects suggested for nomination under the LRCI Phase 2 Extension Program are detailed in Attachment 4.
Given the magnitude of the program it is possible that some projects may be delivered under budget. Therefore Attachment 5 includes a list of potential ‘Reserve’ projects that could be bought into the LRCI Phase 2 Extension Program subject to the approval of the Department of Infrastructure, Transport, Regional Development and Communications.
Due to the limited time available to complete the Phase 2 Extension Program, it is suggested that the General Manager be given delegated authority to nominate any ‘Reserve’ projects to the Department should savings be made following the completion of projects listed in Attachment 4 to the report.
IMPACTS Financial
Acceptance of the LRCI Phase 2 Extension Program grant will have no direct financial impact on Council. However Council will be responsible for the ongoing maintenance of the completed projects and their eventual renewal in accordance with its Asset Accounting Manual which determines the useful life of various asset classes.
As all construction activities associated with the nominated projects are to be completed by 31 December 2021 it will be necessary to bring them forward into the 2020/21 Works Program at a future budget review as multi-year projects in order to maximise the amount of time available for completion. As a result there is likely to be a significant budget carryover of those projects into the 2021/22 Financial Year.
Strategic Plan - Hills Future
Adoption of the recommendation in this report demonstrates Council’s commitment to the provision of assets that will benefit the community.
RECOMMENDATION
1. Council accept the grant from the Australian Government of $5,474,722 (excluding GST) available under the Local Roads and Community Infrastructure (LCRI) Phase 2 Extension Program and nominate the projects listed in Attachment 4 to the report.
2. The nominated projects be immediately included in the 2020/21 Works Program once approved by the Department of Infrastructure, Transport, Regional Development and Communications.
3. Council agree to the execution of the LRCI Phase 2 Extension Program Funding
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
4. The General Manager be given delegated authority to nominate any ‘Reserve’ projects as listed in Attachment 5 to the report to the Department of Infrastructure, Transport, Regional Development and Communications should savings be made following the completion of approved projects listed in Attachment 4 to the report.
5. Once approved by the Department of Infrastructure, Transport, Regional Development and Communications, the nominated ‘Reserve’ projects be immediately included in the relevant years Works Program.
ATTACHMENTS
1. LRCI Program Project Nominations (2 pages)
2. LRCI Phase 2 Extension Program Guidelines (29 Pages)
3. LRCI Phase 2 Extension Program Funding Agreement (25 Pages) 4. LRCI Phase 2 Extension Program Project Nominations (3 Pages)
5. LRCI Phase 2 Extension Program ‘Reserve’ Project Nominations (2 Pages)
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
CT LOCATIONDESCRIPTIONFOOTPATH PROGRAMMASTER PLANRECREATION STRATEGY COST ood Reserve, lkham HillsDrainage Field 5X$55,000 wood Reserve, Castle HillCompletion of pathway circuit around reserveX$35,000 an Avenue, Castle HillConcrete footpath constructionX$61,000 e Drive, West nant HillsConcrete footpath constructionX$120,000 ullane Sports ex, KellyvillePathway lightingXX$100,000 Avenue, Castle HillConcrete footpath constructionX$47,000 Ridge Circuit, KellyvilleConcrete footpath constructionX$65,000 Road, KellyvilleCompletion of concrete footpath construction near Gungarton CloseX$28,000 Crescent, KellyvilleConcrete footpath constructionX$73,000 sta Farm Park, ella VistaShared path constructionX$104,721 ley Avenue, lkham HillsConcrete footpath constructionX$115,000 Avenue, lkham HillsConcrete footpath constructionX$50,000 nce Drive, Bella Vista
Completion of concrete footpath construction near Bingara CresX$9,000 Crescent, Bella Vista Concrete footpath construction from providence Drive to Chapel LaneX$82,000 ATTACHMENT 1
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
Whaling Reserve, Baulkham HillsPlayground installationX$25,000 Hyde Avenue, Glenhaven
Completion of concrete footpath construction from reserve to end of street X$45,000 lenhaven Road, Glenhaven Completion of concrete footpath construction from opposite Gilmour Close to Blue Ridge Circuit
X$70,000 inehurst Avenue, Rouse Hill Concrete footpath constructionX$70,000 aroota Reserve, South MarootaBasketball/netball half courtX$40,000 TOTAL $1,194,721
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
COVID-19 Local Roads and Community Infrastructure Program Guidelines – Phase 2
Opening date: 14 December 2020 Commonwealth policy
entity:
Department of Infrastructure, Transport, Regional Development and Communications
Administering entity Department of Infrastructure, Transport, Regional Development and Communications
Enquiries: Any questions should be directed to:
Program Manager
Local Roads and Community Infrastructure Program IIP@infrastructure.gov.au
Date guidelines released: 14 December 2020
Type of grant opportunity: Demand-driven (Eligibility-based)
ATTACHMENT 2
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
Contents
1. Local Roads and Community Infrastructure Program Process 4
1.1 Introduction 5
2. About the LRCI Program – Phase 2 5
3. Grant amount and grant period 6
3.1 Phase 2 – ‘use it or lose it’ principle 6
4. Eligibility criteria 7
4.1 Who is eligible for a grant? 7
5. What the grant money can be used for 7
5.1 Eligible grant activity 8
5.2 Maintaining overall capital expenditure 9
5.3 Co-contributions 9
5.4 Eligible construction time period 10
5.6 What the grant money cannot be used for 10
6. The grant selection process 11
6.1 Who will approve grants? 11
7. Letter of offer process 11
8. Notification of outcomes 12
9. Successful grantees 12
9.1 The Grant Agreement 12
9.2 How we pay the Grant 13
9.3 Grant Payments and GST 17
10. Announcement of grants 17
11. Reporting requirements 17
11.1 Quarterly Reports 17
11.2 Annual Report 19
11.3 Audited financial statements 20
11.4 Acquittal process for Low Value Grants 21
11.5 Reconciliation Process 21
11.6 Compliance visits and Record Keeping 21
11.7 Fraud 22
11.8 Specific legislation, policies and industry standards. 22
12. How we monitor your grant activity 22
12.1 Keeping the Department informed 22
12.2 Department Contact Details 23
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021
12.3 Evaluation 23
12.4 Public information conditions 23
12.6 Signage 23
12.7 Project Events 24
13. Probity 24
13.1 Enquiries and feedback 24
13.2 Conflicts of interest 25
13.3 How we manage conflicts of interest 25
13.4 Privacy 25
13.5 Confidential Information 26
13.6 Freedom of information 27
14. Consultation 27
15. Glossary 28
ORDINARY MEETING OF COUNCIL 09 FEBRUARY, 2021