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MINUTES SPECIAL COUNCIL MEETING

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MINUTES SPECIAL COUNCIL MEETING

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									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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