Agenda of Ordinary Meeting - 11 September 2013

Permit No.	Address	Project Description	Value	Date Approved
20130105	9 Cox Street, SEA LAKE	New Building: Carport	$5,300	6/8/2013
20130106	2659 Borung Highway, JIL JIL	Extension: Extension to dwelling	$119,669	6/8/2013
20130107	885 Nullawil – Labert Road, KALPUENUNG	New Building: Garage	$29,800	8/8/2013
20130108	Hamilton Street SEA LAKE	Demolition: Dwelling	$29,482	13/8/2013
20130109	Birchip- Wycheproof Road, NARRAPORT	New Building: Swimming Pool & Pool Safety Barrier	$11,500	13/8/2013
20130110	Sunraysia Highway, MORTON PLAINS	Occupancy Permit for Temporary Structure(Birchip Cropping Group)	$1,000	14/8/2013
20130111	10 Ray Court, DONALD	New Building: Shed	$11,800	19/8/2013
20130112	Devon Park Road, DONALD	New Building: Detached Dwelling & Garage	$509,622	19/8/2013
20130113	29 Duncan Street, BIRCHIP	Demolition: Demolition Assembly Building	$2,500	20/8/2013
20130114	Mount Street, WYCHEPROOF	Alteration: Alteration to Office	$4,000	20/8/2013
20130119	7 Armstrong Street, CHARLTON	New Building : Shed	$5,000	28/8/2013
20130120	Charlton-Swan Hill Road, BUNGULUKE	New Building: Machinery Shed	$43,010	28/8/2013
20130122	Judds Road, GLENLOTH EAST	New dwelling: Dwelling to lock up stage	$159,640	29/8/2013
20130123	268 Reillys Road, CORACK	New Building: Machinery Shed/Farm Shed	$22,242	29/8/2013

Permit No.	Address	Project Description	Value	Date Approved
20130115	15-17 Menzies Street, CHARLTON	Demolition: Shed	$4,990	23/7/2013
20130116	4-8 Menzies Street, CHARLTON	Demolition: Healthcare Building (Old Hospital)	$261,511	31/7/2013
20130117	122 Sheahans Road, WHIRILY	New Building: Shed	$9,100	5/8/2013
20130118	29 Menzies Street, CHARLTON	Alteration: Completion of Alterations of Dwelling	$8,000	12/8/2013
20130121	7 Webster Street, WYCHEPROOF	New Building: Shed	$16,170	15/8/2013

Road	Requesting Authority	Approved or Not Approved	Date
Davies St, Charlton, VIC 3531	Wild Plumbing, 206 Strickland Road, Bendigo VIC 3550	Approved	9/8/2013
Lockwood St, Birchip, VIC 3483	Lloyd Durie Plumbing, P O Box 3, Sea Lake VIC 3533	Approved	13/8/2013

Permit No.	Address	Permit	Expiry Date	Date Approved
LL10/SF28/13	Charlton	Street Furniture	30/6/14	5/8/13
LL10/DK35/13	Shirewide	Fundraising	18/4/14	15/8/13
LL10/DK36/13	Birchip	Fundraising	6/9/14	15/8/13
LL10/DK37/13	Birchip	Fundraising	7/9/14	15/8/13
LL10/DK38/13	Sea Lake	Fundraising	17/8/14	15/8/13
LL10/SF29/13	Charlton	Street Furniture	30/6/14	16/8/13
LL10/SF30/13	Charlton	Street Furniture	30/6/14	16/8/13
LL10/DK39/13	Donald	Fundraising	23/8/13	20/8/13
LL10/SF31/13	Charlton	Street Furniture	30/6/14	21/8/13

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7. General Business

7.1 Policy Reports

7.1.1 Mobile Phone and GPS Usage Policy

Author’s Title: Manager Works & Corporate Services

Department: Works and Corporate Services File No: CM/14/06

Attachments:

1 ViewMobile Phone and GPS Usage Policy

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly

Priority: Maintain good governance processes for Council and Special Committee meetings and communicate decisions to the community

RECOMMENDATION

That:

1. Council adopt the Mobile Phone and GPS Usage Policy.

2. The Manager Works and Corporate Services make the Policy available to all staff who have been issued with a mobile phone.

3. The Human Resources Coordinator continues to include the Mobile Phone and GPS Usage Policy in Council’s Induction Manual.

1. Executive Summary

VicRoads introduced changes to the Victorian Road Safety Rules in 2009 that included restrictions on how drivers should use mobile telephones and GPS (visual display units) when in a vehicle. In line with good governance practices and requirements under the Local Government Act, Council’s existing Mobile Phone and GPS Usage Policy has been reviewed and is now presented to Council for adoption.

2. Discussion

It is illegal in all Australian states and territories to use a hand-held mobile phone while driving. This includes:

· Talking

· Texting

· Playing games

· Taking photos/video

· Using any other function on your phone.

Using a mobile phone while driving can be distracting. Research shows that using a hand-held or hands-free mobile phone while driving may increase your chance of a crash by as much as four times.

Using a hand held mobile phone is also illegal when your vehicle is stationary but not parked e.g. when you’re stopped at traffic lights.

Drivers who break this law in Victoria face an on-the-spot fine and incur three demerit points.

Learner and P1 drivers are not permitted to use a hand-held or hands-free mobile phone while driving.

Even though using a mobile phone while driving distracts you in many ways governments across Australia have not moved to totally ban the use of mobile phones in vehicles.

Mobile phones can only be operated remotely by the driver without touching any part of the phone (voice recognition). All other functions (including video calls, texting and emailing) are prohibited. Holding the phone (whether or not engaged in a phone call) is also prohibited. Holding includes resting the mobile on the driver’s lap.

The use a mobile phone as a GPS device is also prohibited unless the phone is in a commercially designed holder. All GPS units must be installed in such a manner as to not obscure the driver’s vision of the road, preferably on the right hand side of the steering wheel.

Research undertaken by VicRoads shows that dialling and talking on a mobile phone while driving can lead to riskier decision making, slower reaction times, slower and less controlled braking, wandering in and out of lanes and not being alert of surroundings.

Since the introduction of the legislation in 2009 an increased number of organisations have decided to prohibit the use of a mobile phone while driving.

Council acknowledges the need for communication and the equal need to ensure the health and safety of its employees. While the correct use of a mobile phone or GPS is not illegal it must be undertaken in a safe and legal manner. In addition, Council does not permit the use of mobile phones while operating Council machinery.

A number of Council employees have been provided with a mobile phone and drive a Council vehicle in the course of their duties. Council has a duty of care to ensure that employees are provided with the appropriate mobile hands free equipment to assist them carry out their duties in a safe and legal manner.

Council currently has hands free kits installed in 95 % of its vehicle fleet. Recently purchased vehicles have been installed with Bluetooth. All new Council vehicles will be installed with factory fitted Bluetooth and an appropriate hands free cradle.

To ensure Council employees are not at risk the Mobile Phone and GPS Usage Policy has been developed to ensure employees and councillors who have been provided with a mobile phone and drive a Council vehicle use their mobile phone both responsibly and in accord with Road Safety Regulations.

The Policy is applicable across the entire organisation where a mobile phone is necessary for communication purposes while driving a Council owned vehicle or operating Council machinery.

The Policy outlines Council and employee responsibilities in the use of mobile phones and GPS units in Council owned vehicles where mobile phone and/or GPS access is required. (Appendix One).

3. Financial Implications

All new Council vehicles will be installed with factory fitted Bluetooth and an appropriate hands free cradle. The majority of second hand vehicles manufactured in the last 6 years come with factory fitted Bluetooth so there is minimal cost involved.

Hands free cradles will be relocated from old vehicles to change over vehicles wher possible at the time of change over. If this is not possible a cradle will be purchased at a cost of approximately $25.00.

4. Community Consultation

Community consultation is not required for this policy due to its operational nature.

5. Internal Consultation

No recent discussion with Managers, Risk Management Coordinator and/or the OH&S committee as this policy is a requirement to ensure Council employees and councillors comply with legislation.

6. Legislative / Policy Implications

This Policy was developed in accord with the following legislation/policies:

· Road Safety (Drivers) Regulations 1999

· The Victorian Charter of Human Rights and Responsibilities

· Buloke Shire Occupational Health and Safety Policy

· Buloke Shire Risk Management Policy

7. Environmental Sustainability

Nil

8. Conflict of Interest Considerations

Nil

9. Conclusion

Adoption of the Mobile Phone and GPS Usage Policy will ensure that risk is reduced should Council employees and councillors choose to use their mobile phone while driving a vehicle.

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.1 Mobile Phone and GPS Usage Policy

Attachment 1 Mobile Phone and GPS Usage Policy

Policy Location	Corporate Services
Policy Title	Mobile Phone and GPS Usage Policy
Policy No	134	Date Approved	September 2013
Revision No	2	Revision Date	September 2017

Purpose

The purpose of this policy is to clearly outline the responsibilities for safe use of a mobile phone and/or a visual display unit (GPS) while operating a Council vehicle or Council machinery.

Scope

The policy applies to the use of all mobile phones and GPS units owned by Buloke Shire Council.

Definitions

In this policy –

“Mobile” means a portable phone otherwise known as a ‘mobile phone’

“Hands-free” is a device that allows you to make and receive mobile phone calls without touching the mobile phone, including but not limited to devices such as Bluetooth, infra-red or headsets.

“SMS” means the transmission of short text messages to and from mobile phones.

“GPS” means a visual display unit installed for navigation and location tracking purposes.

“Council vehicle” means any vehicle designed to carry more than one (1) passenger and is owned by the Council. Including, but not limited to cars, vans and trucks.

“Council machinery” means everything other than a vehicle that requires an operator. Including, but not limited to graders, tractors, forklifts and ride-on mowers.

Policy Statement

Using a mobile phone while driving can be distracting. Research shows that using a hand-held or hands-free mobile phone while driving may increase the chance of a crash by as much as four times.

It is illegal in all Australian states and territories to use a hand-held mobile phone while driving. This includes:

· Talking

· Texting

· Playing games

· Taking photos/video

· Using any other function on your phone.

Using a hand held mobile phone is also illegal when the vehicle is stationary but not parked e.g. when stopped at traffic lights.

Drivers who break this law in Victoria face an on-the-spot fine and incur three demerit points.

Learner and P1 drivers are not permitted to use a hand-held or hands-free mobile phone while driving.

Buloke Shire Council acknowledges the need for communication and the equal need for ensuring the health and safety of employees. The use of mobile phones via hands-free and the use of a GPS while driving a vehicle is not illegal and sometimes required. Buloke Shire Council acknowledges the need for this technology and through the installation of hands-free devices and associated equipment cradles in Council owned vehicles, hopes to mitigate any incidents that may occur.

This policy is applicable across the entire organisation where a mobile phone is necessary for communication purposes while driving a Council owned vehicle.

Buloke Shire Council does not permit the use of mobile phones while operating Council machinery.

Guidelines

1. All employees are responsible for the safe usage of their Council provided mobile phone at all times.

2. It is illegal to use a mobile phone or GPS unit while operating a vehicle, unless the mobile phone or GPS is contained in a hands-free unit and can be operated without the driver touching any part of the apparatus. Therefore, it is strictly prohibited to operate a Council vehicle while on a mobile phone or using a GPS, unless the following is observed:

· The mobile phone or GPS must be secured in a holder fixed to the vehicle;

· If the driver is required to make a phone call, he/she must first pull over safely to the side of the road, turn off the ignition and dial the number to initiate the call on hands-free before resuming driving.

· If hands-free is unavailable and a call is received, the driver must first pull over safely to the side of the road and turn off the ignition before answering the call. The driver must not resume driving until the call is completed.

· If hands-free is unavailable and a call must be made, the driver must first pull over safely to the side of the road and turn off the ignition before initiating the call. The driver must not resume driving until the call is completed.

· If the driver is required to use the GPS then he/she must first pull over safely to the side of the road and turn off the ignition.

3. It is strictly prohibited to use a mobile phone while operating Council machinery. If mobile phone usage is required, the operator must stop the machinery (including turning off the ignition) before engaging in any mobile phone activity.

4. All GPS units must be installed on the right hand side of the steering wheel to ensure the driver has clear visibility of the road.

5. In order to adhere to both Council Policy and Victorian Law, Buloke Shire will install the following into all Council owned vehicles that require, and do not have, an approved hands-free kit or an appropriate GPS holder to encourage safe mobile phone operation:

· A cordless hands-free device.

· A fixed mobile phone holder.

· A GPS cradle installed to the right hand side of the steering wheel.

6. Mobile phones are provided with a charger and corded headset. In the interest of Occupational Health and Safety, Buloke Shire encourages the use of the corded headset for all calls when not connected to a cordless hands-free device.

7. All employees provided with a Council owned mobile phone should adhere to the following safe-driving tips:

· Use voicemail

· Pull over safely and park to make or receive a call

· Plan breaks in your trip for phone calls

· Tell your family and friends not to call when you know you’ll be driving

· Tell callers you are driving and may have to end the call

· Don’t make calls in heavy traffic, poor road conditions or bad weather

· Never look up phone numbers

· Never read or send text messages.

A mobile phone can be important in an emergency. If you need to use your mobile phone to call for help, stop and park safely where you will not endanger other road users.

8. The driver of the vehicle will be responsible for any fines incurred due to breaches of the Victorian Road Safety Rules in relation to mobile phone and GPS use.

References

Legislation

This Policy was developed in accord with the following legislation:

· Road Safety (Drivers) Regulations 1999

· The Victorian Charter of Human Rights and Responsibilities

Documents

This Policy is implemented in conjunction with the following documents:

· Buloke Shire Council Risk Management Policy

· Buloke Shire Occupational Health and Safety Policy

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.2 Information Management Policies

Author’s Title: Manager Works & Corporate Services

Department: Works and Corporate Services File No: IT/15/01

Attachments:

1 ViewBuloke Shire Council Disaster Recovery Policy

2 ViewBuloke Shire Council Electronic Communication Policy

3 ViewBuloke Shire Council Information Security Policy

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly

Priority: Maintain good governance processes for Council and Special Committee meetings and communicate decisions to the community

RECOMMENDATION

That:

1. Council adopt the IT Disaster Recovery Policy, Electronic Communication Policy and the Information Security Policy.

2. The Manager Works and Corporate Services make the Policies available to all staff through publication on Council’s Corporate Information folder.

3. The Human Resources Coordinator continue to include the Information Security Policy in Council’s Induction Manual and request that staff who have access to a computer read the Policy and sign the Acknowledgment Section and return it to Human Resources for filing on their personnel file.

1. Executive Summary

In September 2011, Council adopted the IT Disaster Recovery Policy, Electronic Communication Policy and the Information Security Policy. In line with good governance practices and requirements under the Local Government Act these policies have been reviewed and are presented to Council for adoption.

2. Discussion

The IT Department at Council operates in a challenging environment, endeavouring to maintain and support a wide variety of business applications as well as ensuring core infrastructure performs in a stable and consistent manner. This workload is managed between limited internal resources and an external service provider.

Despite these challenges, material progress has been made over the last 2 years resulting in a number of the Shire’s core IT components being upgraded which has delivered improved efficiencies, examples include but are not limited to:

· Installation of wireless network linking Wycheproof, Birchip, Charlton and Donald offices

· Appointment of Council’s information technology support services

· Tender and contract for Council’s telecommunications network provider

· Geographic Information System (GIS) upgrade

· Security upgrades, including remote server access

· Wireless ports installed at all five Council Chambers

· Continued programmed upgrade of Council’s computer hardware, phone network and two-way radios;

· Network redundancy and disaster recovery capability between offices;

· Windows 2007 upgrade;

· Integration of Council’s customer request system and property data base;

· Security audit recommendations completed;

· Deployment of agenda and minutes hardware;

· Installation of meeting room bookings capability;

· Provision of Smart phones and tablets for Councillors and Managers including communication software to reduce the need for paper agendas and minutes;

While these improvements continue to ensure Buloke Shire has the capabilities to focus on business application and process improvements there is a requirement to underpin Council’s IT Strategy with a suite of IT Policies.

Policies and Procedures are the strategic link between the Company's Vision and its day-to-day operations. The purpose for creating an internal control system for IT, through defining and documenting processes with well-written policies and procedures, is driven by:

· Compliance

· Operational Needs

· Managing Risk

· Continuous Improvement

A review of Council’s existing IT Policies has found them to be in line with current trends and Council’s Strategic direction. The following policies adopted in September 2011 have been reviewed and undergone minor changes to ensure they remain contemporary:

· IT Disaster Recovery Policy

· Electronic Communication Policy

· Information Security Policy

The suite of policies is attached to this report for the information of Councillors:

1. IT Disaster Recovery Policy

The purpose of this policy is to ensure Council is able to deliver continuity of service to the Buloke Community through the application of well established IT operational and management structures. The policy covers all Buloke Shire staff and IT systems and is implemented in conjunction with Council’s Business Continuity Policy and Plans. Changes to this policy are minimal and do not change the overall policy direction.

2. Electronic Communication Policy

This policy is designed to protect Council, its employees and the community from potential risks associated with security breaches or other misuse of the internet and Council’s electronic messaging systems. The policy is also designed to ensure that all electronic communications carried out for Council business purposes are conducted in a professional manner.

This policy applies to anyone authorised by Council to use electronic messaging systems for Council business purposes; including Shire employees, contractors, service providers and any other authorised person.

The main change to this Policy is under Section 3.1 Social Networking. Access to Social networking sites is now available to all Council staff and users of Council’s network but needs to be utilised with discretion and in line with the Electronic Communication Policy:

“Access to Facebook, My Space, Twitter and all other similar social networking sites from Council devices is available via Council’s network. It is made available for work related access only and should not be accessed for personal use during work hours.”

3. Information Security Policy

The purpose of this policy is to ensure that appropriate measures are put in place to protect Council information and the Information and Communication Technology Systems, services and equipment of Council.

This policy applies to all Council staff and users of the Council’s information technology resources, including those who install, develop, maintain, administer and use those systems and applications.

Changes to this policy are minimal and do not change the overall policy direction.

3. Financial Implications

There are no financial implications associated with these polices.

4. Community Consultation

There is no requirement for community consultation in relation these polices.

5. Internal Consultation

Feedback has been requested from the senior management team and nominated staff has taken place.

6. Legislative / Policy Implications

The suite of policies has been developed in accord with the following legislation and Buloke Shire Council policies:

· Australian Standard Information Technology Code of Practice for Information Security Management. AS/NZS ISO/IEC 17799:2001

· WoVG ICT Policy – Information Security Management Policy

· Charter of Human Rights and Equal Opportunities Act 2006

· Buloke Shire Council Code of Conduct

· Buloke Shire Council Performance Management Policy

· Buloke Shire Council Bullying/Equal Opportunity/Discrimination/Sexual Harassment Policy

· Buloke Shire Council Working from Home Policy

· Buloke Shire Council Business Continuity Policy

· Buloke Shire Council Information Security Policy

· Buloke Shire Council IT Disaster Recovery Policy

· Buloke Shire Council Disaster Recovery Plans

7. Environmental Sustainability

There are no environmental sustainability impacts associated with these polices.

8. Conflict of Interest Considerations

There are no conflicts of interest associated with these policies.

9. Conclusion

The IT Disaster Recovery Policy, Electronic Communication Policy and the Information Security Policy have been prepared in line with industry standards.

Adoption of these policies will ensure that:

a) Council is able to deliver continuity of service to the Buloke Community through the application of well established IT operational and management structures.

b) Council has appropriate measures in place to protect Council information and the Information and Communication Technology Systems, services and equipment of Council.

c) Council, its employees and the community are protected from potential risks associated with security breaches or other misuse of the internet and Council’s electronic messaging systems.

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.2 Information Management Policies

Attachment 2 Buloke Shire Council Electronic Communication Policy

Policy Location	Information Technology
Policy Title	IT Disaster Recovery Policy
Policy No	163	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

The Buloke Shire Council will use identified standards and guidelines to support the effective recovery of critical business applications and ICT Services.

The purpose of this policy is to target and achieve “fit for purpose” Disaster Recovery that supports Council’s intent to be able to deliver continuity of service to the Buloke Shire Community.

Well-established IT operational and management disciplines and structures need to be in place to achieve this effectively and efficiently.

Scope

This policy covers all Buloke Shire staff and IT systems.

Definitions

In this policy –

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“ICT” refers to Information and Communication Technology being the hardware, software, networks and supporting facilities used to provide IT services to an organisation.

“Disaster Recovery” refers to a process of returning an organisation or system to a state of normality after an event has caused an interruption to critical services.

“WoVG” refers to the whole of Victorian Government

Policy Statement

The Buloke Shire uses IT to support delivery of services to the community. IT is a critical infrastructure providing many valuable services for the Buloke Shire and its Community.

Buloke Shire will develop an ICT Disaster Recovery Plan that ensures first the recovery of ICT and its data assets, and the subsequent continuity of ICT-dependent Council services / processes.

The Disaster Recovery Plan will be:

§ Consistent with the Buloke Shire Business Continuity Plan and associated principles;

§ Integrated and aligned with each department’s Business Continuity Plan which reflect the department’s business needs;

§ Developed following the WoVG approved Disaster Recovery Planning process;

§ Regularly tested;

§ Properly maintained and audited;

§ Communicated to all concerned;

§ Aligned to business/operational needs; and

§ Have a formally appointed owner.

Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Disaster Recovery.

1.1 CEO – has responsibility for appointing owner of Disaster Recovery Planning process.

1.2 Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

1.3 Business Unit Managers – have responsibility for identifying critical business process and services that must be restored upon interruption of services.

1.4 All Staff – have responsibility for understanding the policy and following any defined processes and procedures while service restoration is in progress.

References

Legislation

This Policy was developed in accord with the following legislation:

§ WoVG ICT Policy – Disaster Recovery Policy Guidelines https://www.dtf.vic.gov.au/

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Business Continuity Policy

§ Buloke Shire Business Continuity Plan

Policy Location	Information Technology
Policy Title	Electronic Communication Policy
Policy No	164	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

Buloke Shire relies on electronic messaging systems for many of its core business operations. These systems will increase in importance as Council continues to move to an e-business mode of operation and as more community members adopt electronic messaging to communicate with the Buloke Shire.

Council strives to maintain the highest standards of security and professionalism in its communications with all stakeholders. This policy sets out the requirements of these standards for users of modern messaging technology.

This policy is designed to protect Council, its employees and the community, from potential risks caused by security breaches or other misuse of the internet and Council’s electronic messaging systems.

This policy is also designed to ensure that all electronic communications undertaken for Council business purposes are conducted in a professional manner, in a way that would not bring disrepute to Council should a message become known to a third party.

Scope

This policy applies to anyone authorised by Council to use electronic messaging systems for Council business purposes including but not restricted to Buloke Shire employees, contractors, service providers and any other authorised person.

This policy applies to use of all internet and electronic messaging systems including Council’s internal systems and any systems owned by other parties and used for Buloke Shire business purposes.

All types of electronic messaging systems are covered by this policy, including such technologies as Email, Internet websites, short message service, instant messaging, web forms, traditional fax and web fax, web mail, news groups, chat rooms and any other electronic system for transmission or storage of messages or both.

Definitions

In this policy –

“Message” refers to all forms of electronic information sent between parties or stored on electronic messaging systems, such as text, images, video and sound clips, forms, programs, data files, web pages and the like.

“WoVG” refers to the whole of Victorian Government

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“ICT” refers to Information and Communication Technology being the hardware, software, networks and supporting facilities used to provide IT services to an organisation.

“Local Area Network (LAN)” refers to a communication network linking a number of computers in the same locality or nearby place.

“Information Services” refers to Buloke Shire IT department.

Policy Statement

1. Messaging Acceptable Use

1.1 Buloke Shire electronic messaging systems are to be used for Council business purposes only.

1.2 Incidental non-business use of these systems is acceptable, providing such messages are infrequent, based on genuine need in each instance, comprise brief text only messages without attachments and otherwise comply with the content requirements set out in this policy.

1.3 These brief messages should be phrased in professional language and their content should be such that it would not discredit Council in the eyes of the recipient or any third party.

1.4 It is the responsibility of users to delete upon opening, any messages sent to them that are unprofessional or which contain offensive content.

1.5 It is the responsibility of users to advise their direct supervisor or manager of the receipt of any messages sent to them that are unprofessional or which contain offensive language.

1.6 It is the responsibility of the supervisor or manager to report such emails to the Manager Works and Corporate Services who will advise the Chief Executive Officer as appropriate.

1.7 Users must not post their Council e-mail address or fax number on web news groups, social networking sites or anywhere else that may generate unwanted messages to Council.

2. Internet Acceptable Use

2.1 Use of the Internet via a Council account must be for Council purposes only; incidental personal usage is acceptable provided that it does not encroach on work requirements or productivity.

2.2 The downloading of material for non Council purposes is strictly prohibited.

2.3 Hate mail, harassment, discriminatory remarks and other antisocial behaviours are prohibited on the network.

2.4 Use of Council internet accounts to access or process pornographic material, inappropriate text files, copyrighted material such as music or video, or files dangerous to the integrity of the local area network or any illegal use is prohibited.

2.5 Commercially sensitive or confidential Council material is not to be published or transmitted on the Internet or via email.

3. Social Networking

3.1 Access to Facebook, My Space, Twitter and all other similar social networking sites from Council devices is available via Council’s network. It is made available for work related access only and should not be accessed for personal use during work hours.

3.2 Employees wishing to create social media content relating to the Council must consult with Council’s IT department or the Manager Works and Corporate Services prior to engagement. Any engagement should relate to Council business, communication or community consultation goals and objectives only. Contributions should have an identifiable author.

3.3 Councillors and Council employees are encouraged to consider social media for official community and stakeholder engagement. However, they are discouraged from updating content to their personal blogs and social media sites while using Council-owned technology including computers, mobile phones and personal digital assistants (PDAs).

4. Permissible Message Content

4.1 Users must avoid any communication that might be construed as contravening any applicable laws, including laws on discrimination, harassment, racial vilification, defamation, trade practices, telecommunications and the like.

4.2 Message content that is offensive, threatening, obscene, disruptive or sexually explicit is strictly prohibited.

5. Protection of Information

5.1 Users must protect the confidentiality of all messages containing sensitive information.

In this regard commercially sensitive information is content which if disclosed, could lead to commercial disadvantage such as financial loss or damage to reputation, to Council or any other party.

5.2 Users must not transmit sensitive information outside the Council to web mail addresses (such as hotmail.com, yahoo.com, gmail.com, etc.).

5.3 Users are not permitted to send commercially sensitive or confidential material to their home e-mail address (or their company e-mail address if they are a contractor to Buloke Shire) without prior authorisation by the Manager Works and Corporate Services.

5.4 Such authorisation will only be given if the destination system meets Council security standards.

5.5 Users should not send editable message files (for example Microsoft Word files) in messages unless there is a genuine business need for the other party to edit the message content.

5.6 Users should ensure that editable message files have been transferred into PDF documents before they are transmitted.

6. Compliance Monitoring and Enforcement

6.1 Buloke Shire will regularly monitor and review electronic messages and Internet usage on its systems, regardless of whether messages or usage are business related or non-business in nature.

6.2 This monitoring activity will be conducted using the guidelines defined in the Information Security Policy.

7. Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Electronic Communication.

• All Staff – have responsibility to adhere to policy, report any breaches of policy to their immediate manager or Manager Works and Corporate Services.

• Business Unit Managers – have responsibility to adhere to policy and enforce adherence across team and report any breaches of policy to Manager Works and Corporate Services.

• Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

• Information Services Staff – have responsibility for adhering to the policy, monitoring compliance as requested by Manager Works and Corporate Services.

References

Legislation

This Policy was developed in accord with the following legislation:

§ WoVG ICT Policy – https://www.dtf.vic.gov.au/

§ Charter of Human Rights and Equal Opportunities Act 2006

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Council Information Security Policy

§ Buloke Shire Council Code of Conduct

§ Buloke Shire Council Performance Management policy

§ Buloke Shire Council Bullying/Equal Opportunity/Discrimination/Sexual Harassment Policy

§ Buloke Shire Council Working from Home Policy

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.2 Information Management Policies

Attachment 3 Buloke Shire Council Information Security Policy

Policy Location	Information Technology
Policy Title	Information Security Policy
Policy No	165	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

The purpose of this document is to ensure that appropriate measures are put in place to protect Council information and the Information and Communication Technology (ICT) systems, services and equipment of the Buloke Shire Council and associated infrastructure.

The objectives of the Information Security Policy are:

§ To secure the Council's information assets against theft, fraud, malicious or accidental damage, breach of privacy or confidentiality; and

§ To protect the Council from damage or liability arising from the use of its ICT facilities for purposes contrary to the Buloke Shire Council Legislation and Policies.

Scope

Definitions

In this policy –

“Application” refers to a software package used to perform a specific task (e.g. Lynx, Huefner).

“Backup” refers to a means of making a duplicate copy of a system and / or data for the purpose of being able to restore a system should a failure or corruption occur.

“Computer Work Area” refers to an area or office in which access to computer resources is made available.

“DRP” refers to Disaster Recovery Plan.

“Incident” refers to an occurrence of suspect or illegal activity.

“Information Services” refers to Buloke Shire IT department.

“Infrastructure” refers to all physical components that make up the computing facilities at Buloke Shire.

“ICT” refers to Information and Communications Technology.

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“Patch” refers to software updates intended to increase functionality, remedy known issues or reduce risks from security vulnerabilities.

“PC” refers to a Personal Computer.

“PDA” refers to a Personal Digital Assistant (including smart phones and similar handheld devices).

“Tablet” refers to

“Users” refers to those who utilise the computing facilities of Buloke Shire.

“User ID” refers to Log in details assigned to a user to enable them to access the ICT facilities.

Policy Statement

The Information Security Policy determines how the ICT services and infrastructure should be used in accordance with ICT industry standards and to comply with audit requirements.

This Policy includes:

§ Information Access

§ Logical Security

§ Data Security

§ Physical Security

§ Information Security Incident Management

Information Access

1. Staff Access

1.1 The Buloke Shire provides staff with access to computing and communications services in support of its operational, management and administrative activities. These facilities include access to email, Internet, file and print services, an integrated data network across all offices and the Service Help Desk.

1.2 Users are responsible for maintaining the use and security of their assigned User Identification (id) and all activity associated with that id.

1.3 Knowingly disclosing passwords to others will be deemed a breach of policy and could be referred to management under Council’s disciplinary procedures.

2. Human Resource Responsibilities

2.1 It is the responsibility of Human Resources to immediately inform Information Services of any staff additions, transfers and terminations.

2.2 All privileges and authorised access must be terminated from the end of business hours on the day of termination or as soon as is practical.

3. Contract / Temporary Access

3.1 Where temporary access is required for a specific purpose such as, but not restricted to, contract workers and 'test' accounts, a user expiry date based on the completion date of the required tasks must be used to ensure the temporary account is not accessible after that date.

3.2 In the case of ongoing maintenance and support from third party companies, access must only be granted to the relevant facilities within the system and be restricted to only the systems for which they provide support.

3.3 Non council issued PCs, laptops or tablets must be approved for use by Council’s IT department.

4. Reliance on People

4.1 All specialised computing staff are required to ensure that all systems and procedures are well documented and that there are others who can act in a backup capacity as required.

5. Managers and Supervisors Responsibilities

5.1 It is the responsibility of managers and supervisors to be familiar with Information Security Policies and their requirements.

6. Network Usage

6.1 The Buloke Shire provides staff with access to computing and communications services in support of its operational, management and administrative activities.

6.2 As part of standard employment terms, users agree to abide by all policies that relate specifically to the use of these facilities.

6.3 Any breach of these policies will be deemed an infringement and dealt with accordingly which could result in suspension of access privileges or in severe cases, involvement of legal authorities.

7. Email Usage and Retention

7.1 Buloke Shire encourages staff to appropriately use electronic mail in order to achieve the mission and goals of the Council. Council encourages the use of electronic mail to share information, to improve communication and to exchange ideas. The electronic mail service must not be used for the distribution of material that may be deemed offensive, discriminatory or defamatory or the publishing or advertising of personal events or activities.

7.2 The email facilities are not to be used as permanent storage of information. It is expected that users of the email system will store relevant communication in the council electronic documents and record management system or remove and/or archive any material that is not current.

8. Internet Usage

8.1 Buloke Shire encourages staff to use the internet in order to further the strategic and operational objectives of the council.

8.2 Inappropriate usage of Internet facilities includes, but is not restricted to, accessing of discriminatory, defamatory, offensive material or material that may create or promulgate a negative impression of the council.

Logical Security

1. Software Security

1.1 Software security specifically relates to access rights and protection of software packages supplied by, and for the use by Council.

1.2 All users of the network are supplied with a User ID for authentication and allocation of appropriate access rights to network facilities including software.

1.3 Access to such network facilities and software is also controlled by the use of secure passwords which must be changed on a regular basis.

2. Antivirus Software

2.1 All Council issued PCs and laptops have antivirus software installed which has an automatic pattern update feature enabled. This is to ensure that the antivirus software is kept updated. There are also antivirus systems in place checking all incoming email into the organisation and also on internally circulating emails.

2.2 It is expected that any non council issued PCs and / or laptops also have current updated antivirus software installed. Not having current updated antivirus software installed exposes the council systems and infrastructure to potentially significant disruption and damage due to virus infected computers.

3. Passwords

3.1 It is essential that those requiring access to the Council computing facilities be issued with a unique login and password.

3.2 This password is not to be shared with any other individual and failing to comply will be treated as a serious breach of system security which may result in disciplinary action.

4. Patch Management

4.1 To ensure that all Council supplied desktop operating systems and applications are kept current and up-to-date, a central Patch Management Server will be used. This server will send out any operating system and / or software updates, to council supplied PCs and laptops, which are required to address any known software vulnerabilities. These updates will be distributed at the discretion of the Information Services department.

4.2 It will be the responsibility of system administrators to ensure that the software under their control is kept updated with required operating system and software updates and patches.

Data Security

1. Confidential Data Security

1.1 To ensure the confidentiality and security of staff and community personal information contained on the Council’s ICT facilities, it is essential that only those authorised to access such data are permitted to do so.

1.2 Those who are permitted to access such information are granted appropriate access, as required by their job functions, or Human Resources.

1.3 Anyone, staff member, who gains access to such personal information through methods other than those granted by Human Resources, shall be deemed as unauthorised and subject to disciplinary action.

1.4 Staff should be aware of their legal and corporate responsibilities in relation to appropriate use, sharing or releasing of information to another party. Any other party receiving restricted information must be authorised to do so and that the receivers of the data also adopt information security measures to ensure the safety and integrity of the data.

2. Communications Security

2.1 Communications can take various forms which include, but are not restricted to, voice via land line, voice via mobile phone, voice via computer network (VOIP), email, electronic file transfer, wireless access, Virtual Private Network (VPN) connections, dial up modem, Infra-Red, Bluetooth and ICT network infrastructure.

2.2 Each of these communications methods poses its own unique security problems and needs to be addressed individually. In each case, where network communications is required, irrespective of type, only those methods as permitted by Information Services will be allowed and must be in accordance with the specific Communications Security procedures which are developed to support this policy.

Physical Security

1. Computer Asset Control

1.1 All ICT devices must be registered with the Council asset register. This also applies to the disposal of assets.

2. Physical Access Security

2.1 All offices, computer rooms and work areas containing confidential information, or access to confidential information must be physically protected. This means that during working hours, the area must be supervised, so that the information is not left unattended, and after hours, the information needs to be stored off desk and in if applicable locked away.

2.2 It is a requirement that any PC / Laptop / Portable computer be logged out and turned off at the end of the working day unless a specific request is made to leave equipment turned on for the purpose of distribution of overnight software updates.

3. Building Access

3.1 The following controls must be applied to restrict building access:

§ Access to computer work areas must be restricted by keys, cipher locks or proximity access cards during office hours and can only be accessible by authorised individuals after hours.

§ Combinations or access details must be changed / deleted when a staff member leaves or loses their key or card.

§ If door and keys have been used for other purposes, key cylinders must be replaced with a brand new lock and keys restricted to an absolute minimal number of persons.

§ Access to restricted computer work areas can only be given when an authorised staff member is inside and can and will supervise the visitor's movements completely or hand over to successive staff. When unattended and after hours, doors must be secured. Other workers must not attempt to enter restricted areas in council buildings for which they have not received access authorisation.

4. Removal of Equipment

4.1 No computer equipment can be removed from the council premises unless specific authorisation has been received by the Manager Works and Corporate Services or representative. This does not apply to laptop computers or tablets where one of their primary purposes is to allow the custodian to work while away from their normal working location.

4.2 Any equipment taken from a council site without appropriate authorisation will be in direct violation of this policy and appropriate misconduct and / or legal action will be taken.

5. Physical Issue of Portable ICT Equipment

5.1 Any physical issue of council portable equipment must have authorisation from the custodian with Information Services informed. Persons who are issued such equipment must agree to personal responsibility of the equipment. When not in use, all portable IS equipment must be secured.

Wireless Network Access

5.1 In keeping up with current networking trends and requirements, council have adopted the use of wireless networking. In order to access the wireless networking facilities, portable equipment must first meet strict security criteria as enforced by the use of an SSL/VPN device.

6.2 The use of wireless networking not supplied by council will be deemed inappropriate and will be removed from the network.

6. Accepted Usage

7.1 It is expected that the custodians of laptops or other portable device will still abide by this policy and all supporting documents. Any breaches of this policy may lead to disciplinary action being taken.

Information Security Incident Management

1. Reporting Security Problems

1.1 Any suspected inappropriate or illegal usage of council Information services network and equipment should be reported to the Service Desk or to a manager immediately.

2. Emergency Plans

2.1 Disaster Recovery Plans, Business Continuity Plans, backup strategies and fail over plans for the core council ICT services and infrastructure are the responsibility of the Information Services Department to ensure that any outages or disasters can be recovered from in the shortest possible time with a minimal amount of data or resource loss.

2.2 These documents must include step-by-step instructions for the restoration of each service to ensure that, if required, other personnel from the Information Services Department are able to perform the recovery.

3. Escalation

3.1 The escalation process for the rating of each reported event will be determined by the relevant Information Services staff member in conjunction with the Manager Works and Corporate Services taking into account the event itself and other priorities at that time.

4. Backup Requirements

4.1 All major systems within the council computing infrastructure are backed up on a regular basis. Information Services have a Backup Strategy which details the frequency of backups. It is also strongly advised that all users save their work to their network drive as this drive is backed up and any loss or damage to files can often be rectified by the restoration of the files from an existing backup.

5. Change Control

5.1 To ensure that the ICT facilities and services running within the council infrastructure are maintained and kept running at maximum performance and functionality, it is often a requirement to perform maintenance and upgrades to equipment.

5.2 To ensure that there is minimal disruption to essential services, appropriate Change Control procedures are to be followed. This is to ensure that the disruption is kept to a minimum and appropriate roll back procedures exist should there be issues during the system changes.

6. Disaster Recovery Plans

6.1 In the event of a disaster that impacts the ICT infrastructure and / or services, the implementation of a Disaster Recovery Plan is essential.

6.2 The DRP provides step by step procedures and processes required to ensure that services are returned to normal operation in the shortest possible time.

6.3 The production and maintenance of such plans are the responsibility of the various ICT staff assigned to any aspect of the network and ICT services.

7. Information Security Infringements

7.1 Reported infringements will be assessed as to severity and responded to accordingly.

7.2 A minor infringement may result in the issuance of a formal warning which is recorded on a staff member’s record.

7.3 Serious infringements may include, but not limited to, repeat offences of a minor nature or a separate infringement which compromises council or community information security.

7.4 Security breaches may result in referral to the appropriate council disciplinary procedures; and/or Referral to law enforcement agencies (where the infringement constitutes a legal offence).

Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Information Security.

• All Staff – has responsibility to adhere to policy, ensure council and community information is managed in a confidential manner, advise immediate manager of any actual or suspected breach of information security.

• Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

• IS Staff – has responsibility for following the policy and providing adequate security processes and procedures protecting council information assets.

References

Legislation

This Policy was developed in accord with the following legislation:

§ Australian Standard Information Technology Code of Practice for Information Security Management. AS/NZS ISO/IEC 17799:2001. http://www.saiglobal.com/

§ WoVG ICT Policy – Information Security Management Policy. https://www.dtf.vic.gov.au/

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Council Information Security Policy

§ Buloke Shire Council Disaster Recovery Policy

§ Buloke Shire Council’s Code of Conduct

§ Buloke Shire Council Disaster Recovery Plans

ACKNOWLEDGEMENT OF INFORMATION SECURITY POLICY

Employees are required to sign written acknowledgement that employees received, read, understood and agreed to comply with the Council’s electronic communication policy and guidelines and any other related policy.

Date __________________________

ACKNOWLEDGEMENT AND UNDERSTANDING OF

Buloke Shire Council Information Security Policy

I have received my copy of Council’s Policy on Information Security. I know that I must read the Policy so that I understand my rights and responsibilities as an employee of this Council.

I also understand that I may contact Human Resources if I need additional information about this or any other Policy or Procedure of Buloke Shire Council.

Name __________________________________________________

Signature _______________________________________________

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.3 Corporate Card Policy - Review

Attachment 1 BSC Corporate Card Policy Adopted 11 April 2012 Revision 11 Sep 2013

Policy Location	Chief Executive Officer
Policy Title	Corporate Card Policy
Policy No	166	Date approved	11 April 2012
Revision No	1	Revision Date	11 Sep 2013

Purpose

The Corporate Card was introduced as an alternative purchasing and payment mechanism to improve payment performance, simplify clerical processes and provide more effective management of low financial level and unpredictable purchases. The Corporate Card is not intended to circumvent Council’s Procurement Policy. The card system is specifically designed for low value transactions. This Policy will ensure transparency in Council’s operations concerning the use of Corporate Cards and ensure Council’s resources are managed with integrity and diligence.

Scope

This policy applies to everyone involved in the operation, supervision, management and administration of Buloke Shire Council Corporate Cards for the acquisition of goods only. Policy applies to all employees of Buloke Shire Council who are assigned a Corporate Card.

Conditions set out in this Policy, the Buloke Shire Council’s Procurement Policy, Delegations of Authority and the Cardholder Agreement govern the use of any Corporate Card.

Cardholders and their managers are responsible for ensuring that they adhere to the Corporate Card policy, thereby ensuring adequate controls are exercised to minimise the risk that Corporate Cards are used for fraudulent or corrupt purposes.

Definitions

For the purposes of this Policy –

Corporate Card The card (either debit or credit) issued to an employee from the financial institution following authorisation by BSC for the purchase of goods for use by Buloke Shire Council.

Billing Period The cycle agreed with the financial institution providing the card for payment of charges on all Corporate Cards.

Corporate Card Company (or card issuer) The financial institution issuing the corporate card that pays the merchant and processes the transactions to BSC.

Cardholder refers to the employee to whom the Corporate Card is issued. The card is embossed with the person's name and bears their signature.

Card Supervisor refers to the staff member assigned to perform the online accounting process, follow up as required and filing of completed statement reconciliations.

ABN refers to the Australian Business Number that should be displayed on the receipts/tax invoices of all suppliers operating a business in Australia.

GST refers to Goods and Services tax. The Council is liable for GST. To enable tax credits all purchases $50.00 or more must have a tax invoice.

PIN refers to the Personal Identification Number supplied to new Cardholders by the card provider. The PIN enables the Cardholder to access the debit card balance at an ATM.

ATM refers to Automatic Teller Machine.

Policy Statement

The corporate debit card systems main objective is to streamline processes and improve efficiency in relation to the receipt of goods and services and payment to suppliers.

Guidelines

1. The Corporate Card issued to employees will be for business expenditures only. The Corporate Card is to be used only for official Buloke Shire Council business and not personal expenses. Charging personal transactions to Corporate Cards is not acceptable under any circumstances. Cardholder transactions will be scrutinised to ensure compliance with this policy.

2. Infractions of this Policy will result in cancellation of the card.

3. Breach of this policy can lead to disciplinary action against the employee concerned. In all cases of misuse, Buloke Shire Council reserves the right to recover any monies from the cardholder. Cardholders will be required to sign a declaration authorising Buloke Shire Council to recover from their salary any amount incorrectly claimed.

4. Cardholders may not use their Corporate Card to obtain cash advances from banks, building societies, credit unions or automatic teller machines. This prohibition similarly extends to cash equivalents such as bank cheques, traveller’s cheques and electronic cash transfers.

5 The financial institution providing the Corporate Card issues statements on a monthly basis. Corporate Card expenditures must be reconciled monthly and all employees are to submit documentation for reconciliation at the end of the month.

6. Cardholders who do not acquit their monthly expenditures by month end will be sent a reminder of their obligations under this Policy. Continued or repeated non-conformance to this Policy will result in cancellation of the Card and such other actions as appropriate.

7. If Card expenditures are not reconciled or acquitted within two weeks of the normal month end reconciliation date and a plausible explanation has not been received by Chief Executive Officer, the Corporate Card will be cancelled. Note that further action may also be taken against the Cardholder.

8. Cardholders are responsible for the following security measures for the use of their

Card:

· retain taxation compliant transactional evidence to support all charges. An acceptable receipt for reimbursements of claimable business expenses on the Corporate Card is an original receipt.

· Card purchases without receipts are ultimately the responsibility of the user and their Manager. A failure to provide receipts or credible explanation for the unsupported expenditure will result in a cancellation of the card.

· Reimbursement for return of goods and/or services must be credited directly to the Card account.

· Persons issued with a Corporate Card are in a position of trust in regard to use of public funds. Improper or unauthorised use of the Card may result in the Cardholder being held liable for expenditures, legal/disciplinary action being brought against the Cardholder, termination of Card-use and/or termination from the Buloke Shire Council.

· Cardholders are responsible for ensuring that their purchases meet the Buloke Shire Council’s purchasing criteria outlined in the Buloke Shire Council’s Procurement Policy.

9. Each Cardholder’s Manager is to verify and sign off that all transactions on the statement are incurred on behalf of the Buloke Shire Council. In doing so the Manager is to ensure the transactions are business related and the cardholder has supplied supporting

documentation. Any unusual transactions must be followed up with the cardholder immediately. Suspected breaches of policy must be referred to the Chief Executive Officer without exception.

10. All documentation associated with the application for a Corporate Card will be maintained within the Buloke Shire Council’s central electronic records management system.

11. Receipts for all Debit Card transactions will be retained locally by the Finance Department.

References

This Policy was developed in accord with the following legislation:

§ Australia’s Fraud and Corruption Control Standard AS 8001: 2008

§ Australian New Zealand Standard “Risk Management” (AS/NZS 4360/2004)

§ Information Privacy Act 2000 (Vic)

§ Commonwealth Privacy Act 1998

§ Financial Management Act 1994

§ Crimes Act 1958

§ Charter of Human Rights and Responsibilities Act 2006

Documents

This Policy is implemented in conjunction with the following documents:

· Local Government Act 1989

· Buloke Shire Council Risk Management Procedure

· Buloke Shire Council Enterprise Agreement No 5 2011

· Buloke Shire Council Code of Conduct

· Buloke Shire Council Performance Management Policy

· Buloke Shire Council Procurement Policy

· Buloke Shire Council Fraud Prevention Policy

Adoption and Review

This policy was adopted on 11/04/2012.

This policy is to be reviewed by 11/09/13.

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.1.3 Corporate Card Policy - Review

Attachment 2 BSC Corporate Card Procedure Adopted 11 Apr 2012 Reviewed 11 Sep 2013

Buloke logo

Procedure Location

Chief Executive Officer

Procedure Title

Buloke Shire Corporate Card Procedure

Responsible Officer

Senior Procurement Officer

1. Overview

1.1 Purpose

The purpose of the Corporate Cards procedure is to ensure all processes are consistent with the Buloke Shire Council Procurement and Code of Conduct Policies.

1.2 Definitions

For the purposes of this Procedure –

Corporate Card - can be either a credit or debit card. It is a card used to cover certain expenses incurred by employees of Buloke Shire Council. The corporate card allows a company to keep track of all business-related spending.

1.4 Essential Information

1.4.1. Operating Principles

(i) Buloke Shire Council Corporate cards are to be used for Buloke Shire Council business purposes only and only for ‘Across the Counter” purchases, where the cardholder signs in person. The Corporate Card is NOT to be utilised for over the telephone or Internet Purchases.

Note: Suppliers can now charge an additional fee for the use of a Corporate card. Ask the supplier prior to the purchase and if proceeding, ensure the tax invoice includes the fee charged.

(ii) Individual monthly limits should be established for each cardholder having regard to the anticipated usage of the card and the likely expenditure to be incurred.

(iii) The need for the Corporate Card and the financial limit applying should be reviewed annually by the cardholder’s Manager or Supervisor and the Corporate Card Administrator.

(iv) The cardholder must comply with the BSC Corporate Card procedures, Procurement Policy and Code of Conduct. Expenses incurred on a BSC Corporate Card require the normal examination, certification and authorisation.

(v) Each cardholder must complete a “Corporate Card Application and Agreement” form. This cardholder agreement outlines in detail the responsibilities and accountability of the cardholder and the authorising officer agreement outlines the accountability of authorising officers.

(vi) Failure to comply with this procedure will result in cancellation of the Corporate Card.

(vii) All purchases must be incurred with due regard to economy and BSC Procurement Policy and Procedures.

(viii) All invoices and receipts issued by the supplier are to have a full description of the goods purchased i.e. ‘Goods’ is not considered to be an adequate description.

(vix) It should be noted that some suppliers may not accept the card or have facilities to process a Corporate card.

(x) Corporate Card holders must not delegate use of the card to another employee or person. It is necessary that a signature be obtained from the cardholder at the time of sale over the counter. Under no circumstances should an officer delegate use of their card for an over the counter purchase. As the cards are in the name of an individual and not an organisation or cost centre, the cardholder MUST be available to authorise any charges put onto their card. In addition, cardholders should retain knowledge of their expenditure limits and ensure that all expenses being booked onto their card do not exceed either their limit per transaction or monthly expenditure limit.

1.5.2 Exclusions

BSC Corporate Cards are not to be used for the following types of purchases:

(i) Cash Advances

(ii) Personal Purchases

(iii) Cash Refunds

(iv) Contractors, for the supply of labour

The employee and contractor status must be established. Payments for deemed employees must be processed through Payroll and payments for independent Contractors through Accounts Payable.

(v) Travellers Cheques, Postal Orders and Bank Cheques

(vi) Petrol purchases for Council owned Plant and Vehicles

A fleet card system is utilised for Council owned Plant and Vehicles.

(vii) Computer desktops/laptops, software, telephones

These items must be acquired through Corporate Services to comply with BSC’s Standard Operating Environment Policy, with payment made through Accounts Payable.

2. Issuing

2.1 Issuing of Corporate Cards

2.1.1 Eligibility

(i) Buloke Shire Council will not issue a Corporate Card to adjunct, visiting or casual staff.

(ii) Buloke Shire Council may issue a Corporate Debit Card to applicants who meet all the following criteria. The applicant must:

(a) be an ongoing or fixed term employee of Buloke Shire Council or occupy a position that has a regular and demonstrated need to purchase goods/services;

(b) be willing to accept and abide by the conditions of use as stated in the Corporate Card application form and the card providers application form and comply with relevant Council policies and procedures; and

(c) be able to produce documentation to establish identity as stated on the BSC application form and in accordance with the Financial Transaction Reports Act 1988 - 100 Points Identification.

2.1.2 Steps in applying for a BSC Corporate Card.

(i) The applicant reads the Corporate Card Procedures, completes and signs the Corporate Card Application and Agreement form.

(ii) The applicant’s Superintendent and Manager must sign the cardholder’s application forms and complete the Corporate Card Authorising Officer Agreement. When approved the application form is sent to the Corporate Card Administrator.

(iii) Once the application form has been approved, the applicant will complete the 100 point ID verification.

(iv) After the 100 point ID verification has been completed by the Corporate Card Administrator shall ensure the application is endorsed and arrange lodgement with the current financial institution.

(v) The applicant will be advised when the Corporate card is received by BSC. The card is issued following completion of formal training in the Corporate Card management system.

2.1.3 Approval

(i) The key consideration in deciding who should have a card is the efficiency gained to BSC. The use of monthly financial limits and specific instructions provide mechanisms to apply controls on cards issued at the appropriate levels of responsibility.

(ii) The Manager Finance / CEO have the delegation to: -

(a) Approve an application for a BSC Corporate Card for a staff member;

and

(b) Set monthly debit limits.

2.2 Cardholder Procedures

(i) Cardholders are accountable for transactions incurred on their Corporate Card and for the safe keeping of their card. It is also the responsibility of the cardholder to verify unknown transactions. (Refer to Section 2.9 Disputed Amounts)

(ii) Cardholders are required to maintain a record of the transactions incurred on their Corporate Card and to provide sufficient explanation of the nature and purpose of the transaction, using the card transaction listing to record this information.

(iii) On a daily basis, transactions will be populated onto the online bank statement provided by the BSC financial institution provider. The Financial Institution’s User Guide details instructions for cardholders in more detail.

(iv) Cardholders are responsible for providing supporting documentation and proof of purchase for the verification of each transaction undertaken utilising the Corporate card.

Failure to comply with these procedures will result in cancellation of the Corporate Card or reduction of the card’s monetary limit.

Cardholders will be required to: -

(a) Review the statement to verify all the transactions listed, at the very least on a monthly basis.

Note: The last day of the accounting period for the card management system is usually the 25^th day of each month, with all transactions requiring coding and approval within the card management system by the 29^th day of the month if they need to be posted to the correct accounts in the period. Transactions that are not coded or approved by the end of the month are accrued to the cardholder’s default accounts for posting to the correct accounts in the subsequent month.

(b) Attach Tax Invoices and Receipts for each transaction that appears on the online or printed statement. Tax invoices or receipts are required to be provided for each transaction that appears on the statement. BSC reserves the right to seek reasonable explanation for all transactions. Where reasonable explanation cannot be given, the transaction will be considered a personal expense and referred to the relevant Manager and the CEO for investigation.

Note: Corporate Card transaction dockets are NOT valid Tax invoices and are not sufficient to claim credits for GST paid.

(c) Attach other supporting documentation. i.e. Letters, Memos explaining expenditure, email correspondence, written justification from cardholder detailing requirement.

(d) If applicable, identify the asset serial number and details for inclusion in the Plant Summary / Minor Tools listing.

(e) At the end of the accounting period, sign a copy of the statement and attach all supporting documentation.

(f) Where the cardholder has lost or misplaced tax invoices or receipts, they must complete and sign a Corporate Card lost or unobtainable Receipts form and attach it to a printed copy of the monthly Corporate Card statement. Sufficient explanation as to the purpose of the transaction must be entered within the card management system and BSC retains the right to seek reasonable explanation for all corporate card amounts.

Where reasonable explanation cannot be given, the transaction will be considered a personal expense and referred to the relevant Manager and the CEO for investigation.

(g) The monthly Corporate Card statement and all supporting documentation must be forwarded to the cardholder’s Authorising Officer for review and approval. The statement and supporting documentation will be retained by Finance for six (6) years after the financial year audit has been completed.

2.3 Authorising Officers

(i) Authorising Officers are accountable for reviewing, certifying and authorising expenditure incurred by cardholders. The Authorising Officer should request any additional information or explanations that may be necessary to verify that the transactions are valid expenditure for BSC.

(ii) Authorising Officers must ensure that the Cardholder is complying with Corporate Card Procedures and other relevant BSC policy and procedures. The Authorising Officer can request that the cardholder’s card be cancelled for non-compliance with BSC policies and procedures. Any misuse must be reported to the Manager Finance immediately.

(iii) The Authorising Officer must review the need for a Corporate Card for each cardholder under their supervision on a six monthly basis.

(iv) Where a cardholder resigns, the Authorising Officer is accountable for the recovery of the Corporate Card, ensuring that the card is cut into at least two pieces and returned to the Corporate Card Administrator for cancellation.

2.4 Corporate Card Administrator and Managers

(i) The Corporate Card Administrator is responsible for the overall administration and management of the Corporate Card facility and all contact with the BSC financial institution in relation to applications for new cards, cancellations and other similar administration and management functions.

(ii) The Managers are responsible for the management of cardholders within their department.

(iii) The Corporate Card Administrator, Risk Management Officer and the Manager Finance are to monitor compliance with Corporate Card procedures and other relevant BSC policies and procedures. In consultation with the cardholder’s Manager and Risk Management Officer, the Manager Finance may request reimbursement to BSC for any private expenditure that is incurred on the Corporate Card. They may also request that the card be cancelled due to non-compliance of the cardholder with BSC policies and procedures.

(iv) The Corporate Card Administrator and the Manager are to monitor and follow up outstanding transactions not yet acquitted. (Note: cardholders should acquit their Corporate Card statement no less than once a month).The cardholder should be contacted in the first instance and if still outstanding after a week, the Cardholder’s Manager is to be advised. If cardholders have not acquitted their Corporate Card statement for two months, then the Corporate Card Administrator and the Manager Finance will cancel the Corporate Card with the approval of the cardholder’s Manager.

The term ‘acquitted’ means to verify the transaction as being proper and correct and allocate each transaction to the correct financial accounts in the Corporate Card management system.

(v) The Corporate Card Administrator and the Manager Finance are to monitor the continued need for the BSC Corporate Card for each cardholder on a regular basis, at least annually.

(vi) Investigations by the Risk Management Officer and Manager Finance into misuse of a Corporate Card will activate temporary suspension of the Corporate Card. The temporary suspension will occur during the investigation period until the investigation is complete and the recommendation report received.

2.4.1 Disputed Amounts

(i) It is the cardholder’s responsibility to ensure all expenses listed on the statement issued by the financial institution are correct. Where a cardholder does not agree with a transaction that appears on their Corporate Card statement, they need to investigate this with the supplier and where necessary, lodge a dispute with the financial institution through the dispute form within the card management system.

The cardholder should undertake the following steps when a transaction is a duplicate or is not recognised:-

(a) Contact the supplier and attempt to verify the transaction;

(b) If unable to resolve, complete the disputed transaction form. Ensure a copy of the Disputed Transaction form is sent to the Corporate Card Administrator for entry into a Disputed Transactions Register for reconciliation purposes.

(ii) When a cardholder lodges a dispute, the bank sends a confirmation letter acknowledging receipt of the dispute request and outlining their procedures to investigate the claim. This letter will be sent to the Corporate Card Administrator who will retain a copy, forwarding the original advising the cardholder of the confirmation from the bank.

(iii) If the cardholder wins the dispute, the bank processes a credit to the cardholder’s Corporate Card. This credit will appear on the card statement in the month the credit is granted.

(iv) Should the transaction be substantiated by the merchant’s bank as having been authorised by the cardholder and was correctly charged to the cardholder’s statement, a voucher retrieval fee per investigated transaction will be debited to the cardholder’s account to cover the cost of investigating the dispute.

2.5 Lost or Stolen Cards

If a card is lost or stolen, the cardholder must inform the BSC financial institution for immediate cancellation. The cardholder must also inform the Corporate Card Administrator and their Manager via phone or email.

Failure to exercise due care in the protection of a card or failure to report

disputed charges, loss, theft or suspected misuse of the card promptly is

classed as negligence and, following investigation, may result in the cardholder being liable for charges on their card and any additional administrative fees.

2.6 Increasing/Decreasing Monthly Card Limits

Requests for increasing or decreasing card limits are to be lodged through the cardholders Manager to the CEO. The requests, if approved, are forwarded to the Manager Finance and Corporate Card Administrator for necessary action. The Corporate Card Administrator will forward the request to the BSC financial institution and the cardholder will be informed when the revised Corporate Card limit takes effect.

2.7 Expiry of Corporate Cards/Replacement Cards

Close to the date of expiry of a Corporate Card, the financial institution will automatically issue a replacement card. This renewal card will be delivered to the Corporate Card Administrator who will advise the cardholder about collection with a suitable photo ID.

2.8 Cancellation of Corporate Cards

(i) If the Cardholder resigns, moves to another department or the card is no longer required, the Manager must inform the Corporate Card Administrator. The Corporate Card Administrator will advise when the card has been cancelled with the financial institution after which the card is to be cut into two pieces and given in person to the Corporate Card Administrator.

(ii) The Corporate Card Administrator may recommend either the cancellation of the Corporate Card or reduction of the card limit to the Manager Finance and CEO, where:

(a) Fraud or suspicion of fraud has occurred;

(b) Corporate Card has been inactive for a period of 12 months or more;

(d) Cardholder is no longer employed by BSC; and

(e) Cardholder has not provided requested documentation to the Manager, Corporate Card Administrator or Risk Management Officer.

(iii) The Corporate Card Administrator may cancel the Corporate Card or reduce the limit in liaison with the Manager Finance and Manager where:-

(a) There is a breach of Corporate Card procedure and other relevant BSC policies and procedures;

(b) The Cardholder has not acquitted transactions within the statement period; or

(c) The position currently held within the unit no longer requires a debit card purchasing facility or the card has not been used for 12 months.

(iv) Where a Corporate Debit Card is withdrawn the Council requires the Cardholder to:

(a) destroy the card for security purposes by cutting through the card number; return the destroyed card to the Corporate Card Controller; and

(b) undertake a reconciliation of their final statement, or if leaving, provide the Corporate Card Administrator with all relevant documentation, receipts and invoices so that a reconciliation may be undertaken on receipt of the final statement.

On receipt of a withdrawn card and amendment notification, the Supervisor/Manager will endorse the withdrawal and forward all documentation to the Corporate Card Administrator.

On receipt of both the destroyed card and the amendment notification form the Corporate Card Administrator will:

(a) obtain formal approval to withdraw and cancel the card;

(b) expire the card in the Finance System; and

3. Internal Controls

3.1 Responsibilities/Accountability

Officers	Responsibilities
Cardholders	Responsible for complying with the Corporate Card Procedures. Responsible for the security and safekeeping of the Corporate Card. Ensuring that the Corporate Card is not transferred or shared with other BSC employees. Responsible for the use of the Corporate Card and for providing all supporting documentation for transactions.
Managers or Delegates	Review, certification and authorisation of cardholder transactions. Ensure compliance with Corporate Card procedures.
Corporate Card Administrator	Overall coordination, administration and management of Corporate Cards and implementation of controls. Administration and management of cardholders within Departmental lists. Ensure compliance with Corporate Card procedures.
Manager Finance	Management of corporate cards Ensure compliance with Corporate Card procedures by cardholders and Corporate Card Administrator, in liaison with Risk Management Officer and Managers.

3.2 Controls/Reconciliation/Reporting Activities

(i) Expenditure incurred on BSC Corporate Cards must be subject to review, certification and authorisation as detailed in this procedure. Any unauthorised expenditure must be reimbursed by the cardholder or will be recovered by BSC.

(ii) The Corporate Card Administrator is responsible for ensuring the total monthly Statement balances are reconciled to the correct account and the transactions recorded in the BSC financial system.

(iii) The Corporate Card Administrator will monitor the transactions processed and the use of the Corporate Cards with the Manager Finance.

(iv) Audits are to be conducted at regular intervals by the Risk Management Officer and Manager Finance.

(v) The Corporate Card Administrator and Manager Finance are to monitor cardholders who do not follow relevant policies and the Corporate Card Procedures or who do not provide documentation that has been reviewed, certified and authorised by the cardholder’s Manager or delegate. Where deemed appropriate, a card may be cancelled for non-compliance with Corporate Card procedures and other relevant BSC policies and procedures.

4. Procedures for use of a Corporate Card

The following provides information as to the appropriate use of a corporate debit card and subsequent reconciliation and accounting procedures. In the event that either the Cardholder or Supervisor/Manager does not understand any of the conditions set out below they should contact the Corporate Card Administrator for advice and/or training prior to incurring any expenditure or in the case of the Card Supervisor, prior to authorising and performing the online accounting process.

4.1 Before Incurring Expenditure

Upon receipt of the new card the Cardholder should:

(a) sign the reverse of the card immediately and activate the card by following the instructions provided with the card by the financial institution;

(b) ensure the safe custody of the corporate card and the PIN at all times.

(c) read this document thoroughly and source related policy documents to become familiar with the requirements of the Council; and

(d) ensure sufficient budget funds are available to cover planned purchases.

4.2 Actual Usage

Corporate cards should not be used at prohibited suppliers or suppliers who do not comply with relevant GST legislation. A supplier must provide a Tax invoice for goods and services $50 and over where GST is included and all suppliers must display their ABN on invoices/receipts.

When using the corporate card Cardholders should:

(a) obtain an invoice/receipt displaying suppliers ABN for goods under $50.00;

(b) obtain a Tax invoice displaying suppliers ABN for goods $50.00 and over;

(d) ensure goods and services are received in good order and condition;

(e) ensure a credit is received for any returns or refunds;

(f) ensure expenditure does not exceed monthly limit; and

(g) report lost, stolen or damaged cards immediately to the financial institution and notify the Corporate Card Administrator as soon as possible.

4.3 Statement Reconciliations

The Cardholder should keep all invoices/receipts from purchases in a safe place until the monthly statement arrives from the credit provider.

Statements are sent directly from the financial institution to the Cardholder at their Council location.

On receipt of the statement the Cardholder should:

(a) check each transaction for accuracy, enter the appropriate account codes against each item and include a full description of the goods/service;

(b) submit a signed declaration of authenticity of the transaction when a invoice/receipt has been lost and cannot be replaced by the supplier;

(d) sign the statement for authenticity and forward to their Supervisor/Manager for expenditure approval as soon as possible after receipt of statement.

Where a Cardholder is intending to go on leave and believes that a statement reconciliation may fall due during the period of their leave they are to provide all the necessary documentation (e.g. invoice/receipts/declarations) to their Line Manager prior to going on leave.

On receipt of the reconciled statement the Supervisor/Manager should:

(a) check all documents are attached to the statement;

(b) check all expenditure is in accordance with Council Policy

(d) forward to the Corporate Card Administrator before the end of the month so the online accounting process can be completed within required deadlines.

4.4 Corporate Card Administrator

On receipt of the approved statement reconciliation the Corporate Card Administrator should:

(a) ensure statements have been signed by the Cardholder and approved by their Supervisor/Manager;

(b) review transactions for correctness of general ledger coding and ensure an adequate description of goods/service has been provided by the Cardholder;

(c) carry out the online accounting process of all transactions by the close of each month, including any disputed transactions and credit transactions. Failure to do so will result in the second reminder email alert being sent to both the Cardholder and the Card Supervisor; and

(d) file statements and their attached documentation in accordance with the Council's Records and Archive requirements.

In the event that a Cardholder fails to provide the relevant documentation to the Supervisor/Manager within the required timeframe the Supervisor/Manager is responsible for following the matter through with the Cardholder.

Appendices:

Appendix A - Acquittal Proforma for Corporate Card

Appendix B - Corporate Card Returned Goods Procedure

Appendix C – Corporate Card – 100 Point ID Verification

Appendix A Acquittal Proforma for Corporate Card

Cardholder Name …………………………………………………………………..

Card Number …………………………………………………………………..

Period …………………………………………………………………..

Docket Number and Date	Supplier/Materials Purchased	Amount	Supporting Documentation (Yes/No)






Total Expenditure for Month

I verify receipt of the goods purchased in the above transactions.

I verify that NIL purchases were undertaken in the above period. (Cross out which is not applicable)

Signature ………………………………………………………………….

Name ………………………………………………………………….

Workgroup ………………………………………………………………….

Date ………………………………………………………………….

Manager/Supervisors Signature………………………………………………………..

Manager/Supervisors Name ...................................................................

Date ………………………………………………………………….

ENSURE A COPY OF THIS FORM AND RECEIPTS ARE TAKEN BEFORE FORWARDING THIS PROFORMA TO THE CORPORATE CARD ADMINISTRATOR.

Appendix B - Corporate Card Returned Goods Procedure

This procedure outlines the process for managing the return of goods or credit note processes for those purchases acquired with the BSC Corporate Card.

It is the cardholder’s responsibility to: -

1. Contact the supplier for any items purchased using the Corporate Card that require the return of goods and need either a credit transaction or credit note prepared.

2. If the supplier will not guarantee a credit transaction the cardholder must raise this as a dispute using the Disputed Amounts form if it is within the current accounting period, i.e. the period has not yet been closed. (Refer Disputed Amounts procedure)

3. Once the supplier has been notified, arrangements should be made to have the goods returned to the supplier.

4. A Credit Transaction should be found on the Financial Institution statement once the supplier has processed this credit to the cardholder’s Corporate Card.

5. The credit transaction must be coded to the account code where the original charges were debited. This will reverse the original transaction and have a net effect of zero on the account codes.

6. Where the supplier is unable to process a credit to the Corporate Card, the cardholder is responsible for securing a credit note from the supplier for the goods returned. The credit note should be attached to the financial institution statement for the relevant accounting period and adjusted against future purchases with the supplier.

Appendix C – Corporate Card – 100 Point ID Verification

A score of 100 points is required before the BSC Corporate Card can be issued.

A list of acceptable identification and the ‘score’ earned by each Identification source is listed below; -

IDENTIFICATION SOURCE

POINTS SCORED

Primary Documents (only one may be used)

Birth Certificate

Passport – current or expired within the preceding 2 years but not cancelled

International travel document

Citizenship Certificate

Secondary Documents ( any of the following may be used, but only once)

Current BSC financial institution Customer

Drivers licence

Australian Public Service Employee ID card

Other Australian Government issue ID card

Social Security/Pension Card

Tertiary Student Card

Adoption or Marriage Certificate

Certificate of Title

Credit/Debit/ATM card – only one card per financial institution

Electoral roll records

Medicare card

Rates Notices e.g. water, council

Utility bills, Registration notice

100

Buloke Shire Council Ordinary Meeting Agenda Wednesday, 11 September 2013

7.3 Financial Reports

7.3.1 Finance Report as at 31 August 2013

Author’s Title: Manager Finance

Department: Finance File No: 0213

Attachments:

1 ViewSummary Financial Statements August 2013

2 ViewIncome Statement August 2013

3 ViewBalance Sheet as at 31 August 2013.

4 ViewDepartmental Financial reports summary August 2013

5 ViewDepartmental Detail with Graphs August 2013

6 ViewCapital Expenditure Summary August 2013

7 ViewCapital Budget Detail Report August 2013

Relevance to Council Plan 2013 - 2017

Objective: A Buloke community connected and involved in shaping decisions that affect them

Strategy: Working with communities and other stakeholders in planning for and making decisions about the future

Priority: Ensure all major projects and strategies are informed through community and stakeholder consultation which is guided by Council’s community consultation framework and, where relevant, appropriate Advisory Committees and/or consultative mechanisms

RECOMMENDATION

That:

1. Council Receive the Financial Report for the month of August 2013 which includes income statement, balance sheet and cash flow statement.

2. Note variance explanations and details of year to date Capital Works expenditure for the month ending 31 August 2013.

1. Executive Summary

This report is prepared in line with the current Council meeting timetable and provides Council with an update of the financial situation as at the end of August 2013.

Comments on variances are based on the Budget 2013/14 adopted by Council on 28 August 2013.

The report includes a summary of capital works undertaken so far this year.

The Capital works program has commenced well and the major flood works road projects continue to gain momentum. A total of $2.1 million was spent on capital works during the month bring the total works for the year up to $3.6 million.

Flood road works of $1.5M were completed during the month which is the same level of works completed in July. The money spent on the flood works was $1.05 million less than budget for the month. Talks have been undertaken with the contractor to escalate the level of works over the coming months.

Generally other capital works are in line with expectations. It is worth noting that $0.3 million was spent on the Berriwillock Community Centre in line with budget expectations. This project is nearing completion and should reach practical completion in the next few weeks.

The following table highlight the major areas of capital expenditure in summary form.

The table below summarises the key financial data in the income statement.

The net result year to date shows a $0.2 million positive variance in net surplus from operations. There are no significant issues that have arisen in the first two months that indicate any potential material budget variances.

Applications for advance flood grant payments have been submitted and currently being reviewed by the department for payment. These funds were requested and expected in August. Barring any unforeseen delays receipt of the next flood grant payment is expected in September.

It should be noted that the level of anticipated flood grants for 2013/14 remains at the same level as forecast in the previous financial year. The shortfall of $28.5M in grants not received last year has been carried forward into 2013/14. This figure is detailed in the table above.

2. Discussion

Capital Budget

Capital works of $2.1 million have been completed for the year to date. Flood works are continuing with 12.7% of the total works program for the year already completed.

The normal road resheeting program has commenced with $0.12 million being spent on non flood related resheeting year to date.

A total of $0.64 million has been spent on non flood related capital expenditure year to date. This is in line with expectations with the completion of the last stages of the Berriwillock community Centre being account for approximately half of this expenditure.

A detailed progress report on works completed and or commenced year to date is provided as an attachment to this report.

Unbudgeted capital expenditure that has been carried over from the previous year totals approximately $36k year to date. Other capital projects will, need to be reviewed or deferred if the budgeted expenditure is to remain on target at year end.

Income Statement

The year to date operating result is a net surplus of $8.86 million. This is $0.2 million better than budgeted mainly due to savings in employment related expenditure due to unfilled positions that were included in the budget projections.

A surplus of this magnitude is normal in the first quarter of the year once rates have been raised. Rates were raised in August following the adoption of the budget.

Revenue of $12.38 million for the month includes rates and charges and the first quarterly payment of Council’s Victorian Grants Commission allocation.

Expenditure for the year is currently $4.26 million which is $0.26 million less than the budget year to date. This is mainly due to savings in employee costs as mentioned earlier.

A positive variance of $0.2 million in the operating result year to date has contributed to a positive start to the early part of the current year budget program.

Cash Position

The current cash position shows Council with an overdraft balance of $1.66 million. This figure is expected to return to a positive balance in the next month as advance grant funds are received for flood related capital projects. As mentioned previously, a claim for a further cash advance to fund these works has been submitted.

Council has a $4.5 million overdraft facility and will have sufficient funds to meet the payment requests for the contractor when they fall due.

A cash flow moving forward to the end of the financial year has been prepared to keep council informed of the future cash position going forward.

The receipt of advance funding is crucial if Council is to complete the substantive works scheduled for this year.

All previous flood works have now been acquitted and the only flood related claims going forward are confined to the two major contracts of C6 and C 12.

3. Financial Implications

The financial implications relating to the information contained in this report are outlined within the body of the report and in the supplementary financial statements provided as an attachment.

4. Community Consultation

No Consultation with the community was required in the production of this report

5. Internal Consultation

Consultation with the various operational managers was undertaken to source information relating to any significant variances.

6. Legislative / Policy Implications

This report is prepared to meet the Legislative requirements related to reporting Council’s financial situation to Council.

7. Environmental Sustainability

There are no environmental impacts as a result of the preparation of this report.

8. Conflict of Interest Considerations

There are no matters or recommendations in this report that constitute a conflict of interest

9. Conclusion

The reporting requirements to report the financial situation of Council as at the end of the previous month and year to date to the end of that period have been met.

PROPERTY	DATE	VENDOR DETAILS
Nil.

Application No	Applicant	Address	Date Rec	Summary of Proposal	Status
PPA510/13	Country Fire Authority	15 Best Street, Sea Lake	28/06/2013	Emergency Services Facility	Waiting for Landowner Consent
PPA515/13	Country Fire Authority	Hall Lane, Coonooer Bridge	6/08/2013	Emergency Services Facility	Notice of Application
PPA517/13	Price Merrett Consulting	406 Broadway, Wycheproof	2/08/213	Three Lot Subdivision	Referral
PPA518/13	S Goldsmith	457 Gil Gil Road, Gil Gil	20/08/2013	Development and Use of new Outbuilding	Assessment Report
PPA519/13	G & A Padgett	2-4 Mildura Way, Charlton	27/08/2013	Buildings & Works to Dwelling in UFZ	Referral

Date	Cert No.	Applicant	Address and Project
Nil.

Provider	Recipient	Date	Purpose for Recognition
Nil