2016-12-12 General Committee Agenda

GENERAL COMMITTEE MEETING AGENDA                                             12 DECEMBER 2016


 Clause 5.1 (b) – Develop an Operational Plan and Budget aligned with the objectives for the
   Company and the Public Trust for each financial year and submit to Council for review no
   later than three months before the beginning of each financial year. NBRF advised in writing
   on 31 March 2016 that their budget requirements for 2016/17 would be the same as for the
   previous year. Given that this was shortly after the change of Chairperson and with the
   absence of their project officer, no further details were provided. The attached report now
   sets out in more detail their 2016/17 operational budget. In accordance with this operational
   budget, the Chairperson of NBRF has advised that it is unlikely that NBRF will require the
   payment of its 3rd and 4th quarter operational payments (totalling $70,000).

 Clause 5.1 (e) – In conjunction with the Council, develop appropriate key performance
   indicators that best reflect the performance of the NBRF against the objects of the Public
   Trust and submit to Council for review no less than 3 months before the beginning of each
   financial year. The attached report includes a number of performance indicators used by the
   NBRF Board. They have developed a traffic light system which is a useful tool to keep track
   of which projects are on track / need monitoring or are behind. Council staff have provided
   NBRF with some additional suggested KPIs focused on issues such as percentage of non-
   Council funds raised for projects. As indicated in the annual report from NBRF (see page 3
   of annual report) the development of suitable KPIs is a work in progress. Staff will follow up
   with NBRF to formalise the final set of KPIs which needs to be agreed by both parties.

 Clause 5.2 (a) – Prepare an annual report for each financial year and submit to Council no
   later than 30 November each year. The annual report is to include evidence that the funding
   is being successfully applied to the objects of the company and public trust and particularly to
   the delivery of projects funded by the Council contribution. The attached report has been
   provided by NBRF in relation to this requirement. (Note that an annual report was not
   required in November 2015 as there was no Council funding provided in 2014/15 – refer
   Council resolution dated 7 May 2015).

 Clause 5.2 (b) – Prepare a progress report against the utilisation of the funding towards the
   NBRF program and performance against agreed key performance indicators to 31 December
   each year (6 month progress report) and submit to Council no later than 31 January each
   year. Two 6 monthly reports have been previously been received – 31 January 2016 (from
   former Chair Scott Williams) and 13 July 2016 (from Campbell Corfe the current
   Chairperson). The current Chair has also indicated that he would like to provide Council with
   more frequent updates and the attached annual report also includes activities up to 30
   September 2016 (the first quarter of the financial year).

 Clause 5.2 (c) – Provide an audited financial report (which identifies the use of the funding
   provided by Council for the NBRF program). The attached report from NBRF includes their
   annual financial statements. Note that advice from the Chairperson is that this financial
   report has been audited but due to a timing issue with the NBRF Annual General Meeting
   (AGM scheduled for Friday 9 December) the signed version of the audited financial
   statements has not yet been provided. That is expected to be provided once the auditor
   physically signs the document for the AGM. A copy of the audited financial report will be
   provided separately to Councillors and placed on Council’s website once it is received. That
   is expected after the date this report was prepared but before the date of the final Council
   meeting of the year.




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