East Gippsland Shire Council Minutes 15 September 2009 MINUTES SPECIAL COUNCIL MEETING TUESDAY, 15 SEPTEMBER 2009 IN THE COUNCIL CHAMBER, CORPORATE CENTRE 1ST FLOOR, 273 MAIN STREET, BAIRNSDALE COMMENCING AT 6.25 P.M. Present Councillors Meredith Urie (Mayor), Trudy Anderson, Ben Buckley Richard Ellis, William Gamble, Michael Freshwater, Peter Neal, Maryanne Pelz and Jane Rowe. Officers Steve Kozlowski (Chief Executive Officer), John Websdale (Director Corporate and Economic Development,) Chris Waites (Director Development), Kate Nelson (Director Planning and Community), Matt Youell (Director Services), Maryanne Bennett (Executive Manager Governance) and Wendy Veldhuizen (Executive Assistant) 795 East Gippsland Shire Council Minutes 15 September 2009 INDEX 1. PROCEDURAL 797 1.1. APOLOGIES 797 1.2. DECLARATION OF CONFLICT OF INTEREST 797 1.3. NEXT MEETING 797 2. ANNUAL FINANCIAL STATEMENTS 2008/2009 798 MEETING CLOSED 801 Steve Kozlowski Chief Executive Officer 796 East Gippsland Shire Council Minutes 15 September 2009 ITEM 1 PROCEDURAL 1. PROCEDURAL 1.1. APOLOGIES Nil. 1.2. DECLARATION OF CONFLICT OF INTEREST Cr Ben Buckley declared a Conflict of Interest in respect of Item 2 – Annual Financial Statements 2008/2009 as a direct interest. 1.3. NEXT MEETING Special Council Meeting Tuesday, 29 September 2009 commencing in the Corporate Centre at 5.00 p.m. - to adopt Council’s Annual Report for 2008/2009 Ordinary Meeting Tuesday, 6 October 2009 commencing in the Corporate Centre at 6.00 p.m. 797 East Gippsland Shire Council Minutes 15 September 2009 ITEM 2 ANNUAL FINANCIAL STATEMENTS 2008/2009 2. ANNUAL FINANCIAL STATEMENTS 2008/2009 DEPARTMENT Corporate and Economic Development AUTHORED BY Andrew Wright, Manager Finance ENDORSED BY John Websdale, Director Corporate and Economic Development In Attendance: John Websdale, Director Corporate and Economic Development Andrew Wright, Manager Finance 1 OBJECTIVE The objective of this report is for Council to adopt the Annual Financial Statements 2008/2009 ‘in principle’ and appoint two Councillors to certify the Annual Financial Statements. 798 East Gippsland Shire Council Minutes 15 September 2009 2 BACKGROUND Council is required to produce an Annual Report within three months of the end of the financial year. The annual report includes the Annual Financial Statements (Accounts) and a range of other information to discharge the reporting requirements of Council. 3 CURRENT STATUS AND/OR ISSUES Due to the limited time to achieve the requirements, there is provision in the Local Government Act 1989 for Council to adopt the Accounts ‘in principle’ before submission to the Auditor General, the Minister and later, inclusion in the Annual Report. To achieve the timeline Officers prepare the Accounts, which are then audited by the Auditor General’s contractor. Any adjustments are discussed and implemented with the Accounts then presented to the East Gippsland Shire Audit Committee (Audit Committee) and Council for ‘in principle’ adoption. Following this process, the Accounts are forwarded by the contractor to the Auditor General who conducts a further review and signs the audit report, which is then returned to Council for final certification by two Councillors, the Chief Executive and the Principal Accounting Officer for inclusion in the Annual Report. The Auditor General’s contractor is scheduled to present the Accounts to the Audit Committee on Monday, 14 September 2009. The Audit Committee will then recommend that Councillors adopt the Accounts ‘in ‘principle’ (with any amendments the Audit Committee may recommend). A copy of the Draft Accounts has been provided at Appendix 1. 4 IMPLICATIONS Legislative Section 131 of the Local Government Act 1989 details the requirements of the Annual Report and Annual Financial Statement preparation. 5 CONSULTATION WITH STAKEHOLDERS Ongoing discussions have been held with Council’s Auditor in the preparation of the Accounts. The Auditor is scheduled to present the Accounts to the Audit Committee for consideration on 14 September 2009. 6 CONCLUSIONS The annual accounts process is somewhat cumbersome. Council needs to accept the accounts ‘in principle’ as a first step prior to formal certification in late September. 7 APPENDICES 1. Draft East Gippsland Shire Council Annual Financial Statements for the year ended 30 June 2009 8 ATTACHMENTS Nil 799 East Gippsland Shire Council Minutes 15 September 2009 Conflict of Interest Having declared a Conflict of Interest in this Item, Cr Ben Buckley left the Council Chamber at 6.26pm, prior to consideration of this item. RECOMMENDATION That Council, having considered the Audit Committee’s recommendation: 1. gives its ‘in principle’ approval to the Annual Financial Statements 2008/2009 as provided at Appendix 1 subject to the Auditor General’s review; and 2. appoints Councillors Urie and Rowe to certify the Annual Financial Statements in their final form. Cr Marianne Pelz/ Cr Richard Ellis THAT THE RECOMMENDATION BE ADOPTED. CARRIED UNANIMOUSLY 15/09/2009 800 East Gippsland Shire Council Minutes 15 September 2009 MEETING CLOSED The meeting closed at 6.39 p.m. Confirmed _____________________ Cr Meredith Urie, Mayor Date: 6 October 2009 801
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