AGENDA - Naracoorte Lucindale Council

AGENDA
NARACOORTE LUCINDALE COUNCIL
CORPORATE SERVICES COMMITTEE MEETING
HELD ON WEDNESDAY, 26 TH APRIL 2006
COMMENCED: Meeting commenced at pm in the Lucindale War Memorial Hall,
Centenary Avenue, Lucindale
PRESENT:
APOLOGIES: Operations Coordinator: G. Back
Executive Assistant:
M.J. Poynton
OFFICERS:
ITEM 19
CONFIRMATION OF COMMITTEE MINUTES
RECOMMENDATION
That the minutes of the Corporate Services Committee meeting held on the
28 th March 2006, as typed, are taken as read and confirmed.
Corporate Services Committee - 26 April 2006
Page No. 1

ITEM 20
FINANCE
20.1 FINANCIAL REPORTS
File Reference: -
Responsible Officer:
Manager, Corporate Services
REFER ATTACHMENTS 20.1
- Bank Reconciliation Statement and Financial Report
- Cash Movement Report and Graph
- Donations Report
- Loans Report
REPORT - INVESTMENTS
As per Council’s Funding Policy, adopted April 2005, a summary of interest earned
on investments for the March quarter is provided.
STEDS Investment Interest: $ 272.62
Development Reserve Interest: $ 2.70
Hospital Reserve Interest: $ 58.32
General 24Hr Investment Account Interest: $ 8,751.52
$ 9,085.16
REPORT – RATE DEBTORS REVIEW
The Council Policy adopted in September 2004 for General and Rates Debtors,
requires a quarterly report to Council.
Total rates of $157,542.30 were in arrears as at the 13 th April 2006.
Payment arrangements 11,870.32
Debt collection 88,492.60
Reminder cycle (final notice letter sent) 34,453.44
Monies owing – awaiting debt collection 20,718.95
Other – properties with amount owing 2,007.00
$157,542.31
Corporate Services Committee - 26 April 2006
Page No. 2

REPORT – GENERAL DEBTORS REVIEW
The Council Policy adopted in September 2004 for General and Rates Debtors,
requires a quarterly report to Council.
Total of $166,971.88 as at the 10 TH APRIL 2006 as follows:
Current 5,201.10
30 Days 37,183.05
60 Days 31,001.28
90 Days 7,170.05
120+ Days 86,583.01
Of the $166,971.88 owing
166,971.88
Payment Arrangement 62,500.00
Letters 3,184.64
Debt Collection 3,132.16
Under negotiation with Managers 15,643.71
Not Due until end of month 37,183.05
Reminder letters due 45,328.32
166,971.88
RECOMMENDATION
1. That the Bank Reconciliation Statement and Financial Report as at the
18 th April 2006, revealing net total funds of $1,120,880.67 is received.
2. That the Cash Movement Report is received.
3. That the Donations Report is received.
4. That the Loans Report is received.
5. That the Investments Report is received.
6. That the Rate Debtors Review is received.
7. That the General Debtors Review is received.
Corporate Services Committee - 26 April 2006
Page No. 3

20.2 COMMUNITY SURVEYS - SUMMARY OF RESPONSES
File Reference: -
Responsible Officer:
Manager, Corporate Services
REFER ATTACHMENTS 20.2
- Report - Community Surveys - Summary of Responses
- General Survey
- Rate Capping
- STEDS
RECOMMENDATION
That Council adopts the fee increase for the Lucindale STEDS Scheme
detailed in the Survey as Column A line 7, as follows:
1) Occupied Allotments increase by $41 per annum for 10 years and
Vacant Allotments increase by $15 per annum for ten years subject to a
future audit of the scheme indicating a change to this rate is required.
2) That representatives of Council meet with the Town Committee twice per
year to provide information on the operation of the STEDS scheme and
that a copy of the audited scheme financials are presented at one of
those meetings.
RECOMMENDATION
That the STEDS Summary, Rate Capping Summary and General Survey
Summary are received.
Corporate Services Committee - 26 April 2006
Page No. 4

20.3 DEVELOPMENT RESERVE
File Reference: -
Responsible Officer:
Manager, Corporate Services
REPORT
Details of the Development Reserve are attached. Elected members should be
aware that the costs of development for 2003/2004 that have not yet been claimed
back total $425,000 and this should be recovered in this years End Of Financial
Year process. Members should also be aware that as this years budget process
will address Reserve balances and related Strategic Management issues any
further allocations from Reserves should be withheld pending the outcome of this
process.
Recommendation
That the Development Reserve Report is received.
20.4 BUDGET REVIEW
File Reference: -
Responsible Officer:
Manager, Corporate Services
REPORT
The third quarterly review for 2005/2006 is attached. Senior Staff and the Chief
Executive Officer have reviewed each line item and are well aware of the income
and expenditure trends within their responsibility areas. Some comments have
been noted beside line items within the report. Engineering Services has included
a more detailed report on their area within their Agenda.
Senior Staff are reviewing the budget against actual revenues and expenses on a
monthly basis.
As we have now commenced the budget process for 2006/07 it has been an
important process to commence forecasting for the year end. This process has
been ongoing since January and each line has been considered and reviewed.
The revised forecast indicates a Surplus at June 30 th 2006 of $17,596. In the
context of a $14.8 million budget this is minor and could vary, however it is
indicative at this time.
Corporate Services Committee - 26 April 2006
Page No. 5

EXPLANATORY NOTES
ENGINEERING
Changeover of Fleet & Utility Vehicles
Members will note on page 11 of the Engineering Budget A/c 9582845 expenditure
of $372,101 for the purchase of vehicles against a budget of $26,000 and A/c
9583105 income of ($328,371) for the trade in of vehicles with no budgeted
income.
As with the last quarterly report, the budget for the changeover of passenger fleet
is included in the individual travel budgets spread across the Departments.
Vehicles are changed over in accordance with the replacement plan agreed to by
Council during budget deliberations. A full reconciliation of all transactions is
available. The 2006/2007 budget will be shown at full cost, not changeover cost,
to enable easier reporting.
Depot Building Capital
The Budget variance to forecast totals $24,543. As a result of building extensions
undertaken internally, this amount includes $14,300 of wages, oncosts and plant
hire that is simply reallocated from Depot salary and wages. The remaining
$10,243 is the additional costs of office extensions and capital improvements as
discussed during the budget process. Unfortunately, whilst every endeavour was
made to keep the final expenditure within the budget, the costs of the project
combined with the demand for office space not budgeted but agreed to by Council,
was difficult to contain. The costs, although over budget have been contained
through close monitoring and savings of expenditure in other areas.
Arthur Street
This work spanned two financial years and was unfortunately overlooked for the
budget adjustment process in the first quarter of this financial year. However
through the efforts of Management in identifying savings and ensuring tight
financial control on other road projects the situation has been resolved without
incurring an additional financial impost on the community. Council’s endorsement
is sought to have the completion of this work funded through the additional Auslink
funding as well as the savings identified in the forecast attached to this report.
ENVIRONMENTAL AND ECONOMIC SERVICES
Land Development
You will note variances in the Land Development within the Environmental &
Economic Services Report. No adjustment is put forward at this stage as
movements here are in and out of reserves. Please refer to the report on the
Development Reserve Fund for details. Accounts involved:
• Land Development Legal Expenses A/c 2169020
• Land Development Industrial A/c 9581760
• Profit on Disposal A/c 2474250
• Land Held for Resale A/c 9581800
Corporate Services Committee - 26 April 2006
Page No. 6

CEO
Saleyards
Adjustments have been made to accommodate the significant costs of capital
infrastructure not budgeted for this year. This does have an impact on the long
term financial planning and servicing of future capital works. Adjustments to the
plan have commenced in preparation for the 06/07 budget deliberations.
REFER ATTACHMENTS 20.4
• Summary
• Engineering
• Cleaning
• Community & Recreation
• CEO
• Environmental
• Corporate Services
• Summary if Budget Adjusted
Recommendation
That Council approves the $90,000 funding of Arthur Street from the balance
of the additional funding received from Auslink, being $68,482 and other
general savings identified in the forecast.
That pursuant to Section 7 (1) of the Local Government (Financial
Management) Regulations 1999, the financial accounts for the period ended
31 st December 2005 that compares Council’s budgeted performance against
its actual performance be adopted.
Corporate Services Committee - 26 April 2006
Page No. 7

20.5 NETWORK ADMINISTRATOR’S REPORT
File Reference: -
Responsible Officer:
NETWORK ADMINISTRATOR
REPORT
Council Intranet
The development of a council intranet will allow staff and Elected Members to
access common information and collaborate on documents and Calenders through
a web browser from any council location. The Microsoft Share point services
software has been installed and operational, and a basic intranet is available. This
will require ongoing development, and some user training.
Project owner – all Departments
Council Help Desk
A help desk has been developed to enable users to easily log a problem from any
Council location via a web browser. The user will receive an automated response
to their request and because the problem is documented, reports will be available
to track problems. The manage engine help desk software is installed and
operational. This will require some user training initially and is still to be introduced
into the work place.
Project owner – all Departments
Council VPN Links To Depots
The Council Depots and Offices have virtual private networks linked back to the
main Naracoorte office. There will be ongoing development as new technology
and Telstra services become available to increase the speed and capacity of these
links.
Project owner – Engineering Services
Council Records Management
Microsoft SQL database server has been installed to allow the Records
Management software to operate. There will be ongoing development of the
Records Management system and user training. This will allow Council to fulfil its
legislative requirements for Records Management.
Project owner – Corporate Services
Art Centre Wireless Network Link
A wireless network link has been installed between the Naracoorte central office
and the Art Centre to provide file, print, internet and email services. This services
both Councils Environmental Health Service and the Volunteer Resource Centre.
Project owner – Corporate Services
Corporate Services Committee - 26 April 2006
Page No. 8

IT Equipment Audit and Replacement Plan
The Network Administrator has completed a site audit of every Council location to
determine what electronic assets the Council has and to develop a plan to replace
them. The initial plan has been provided to the first 2006/07 Budget meeting.
Microsoft Project Management Server
The Microsoft Project Management Server will enable Engineering Services to
undertake management of projects across the Council in a more efficient and
timely manner.
The server has been installed and is operational. The client software has been
ordered but requires installation on a workstation.
Project owner – Engineering Services
Business Continuity Plan
A basic Business Continuity Plan is in place for the immediate future whilst the
Network Administrator is developing a more comprehensive plan which will include
a second site for business and alternative working arrangements in the event of a
major disaster.
Future Projects
• Wireless link to the town hall
• Saleyards ADSL and switch replacement
• Email spam filter software
• Deep freeze protection software for library public computers and
Councillors laptops
• Mobile access to file, print, internet and email services from anywhere via a
web browser.
Costing has been completed on these projects however further investigation may
be required in some cases.
FOR MEMBERS’ INFORMATION
ITEM 21
RATES
CLOSURE:
Meeting closed at pm
…………………………………………….
CONFIRMED
…………………………..
DATE
Corporate Services Committee - 26 April 2006
Page No. 9