Agenda of Shoalhaven City Mayor’s Relief Fund

Minutes of the Shoalhaven City Mayor’s Relief Fund

Meeting Date: Monday, 20 September 2021

Location: Microsoft Teams (Remotely)

Time: 11.20am

The following members were present (remotely):

Mayor Amanda Findley - Chairperson

Clr Nina Digiglio

Clr Kaye Gartner

Clr John Levett

Clr Greg Watson

Clr Patricia White

Stephen Dunshea - Chief Executive Officer

Jonathon Hill - RFS

Adam Carney – SES

Others present (remotely):

Kevin Voegt – Director, City Performance

Sara McMahon – Manager, Business Assurance & Risk

Olena Tulubinska – Chief Financial Officer

Michael Paine – Manager, Community Connections

Apologies / Leave of Absence

An apology was received from Jane Lewis, Director City Lifestyles.

Confirmation of the Minutes

RESOLVED (Clr Levett / Clr Digiglio)

That the Minutes of the Shoalhaven City Mayor’s Relief Fund held on Thursday 29 October 2020 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

MR21.1 Mayor's Relief Fund Financial Statements 30 June 2021

HPERM Ref: D21/331238

Clr Watson noted the Mayor’s Relief Fund has maintained the practice of disbursing monies that have been raised for that purpose and to retain some equity for emergencies. He advised that $30,000 minimum should be retained in the Fund. Clr Findley clarified the $75,000 remaining in the Fund after the proposed disbursement of Bushfire Appeal Funds had not been raised for a specific purpose. This was discussed in item MR21.3 below.

Recommendation (Item to be determined under delegated authority)

That the Financial Statements to 30 June 2021 for the Mayor’s Relief Fund be received for information.

RESOLVED (Clr Gartner / Clr Digiglio)

That the Financial Statements to 30 June 2021 for the Mayor’s Relief Fund be received for information.

CARRIED

MR21.2 2021 Wellbeing Recovery Fund

HPERM Ref: D21/231814

Michael Paine (Manager, Community Connections) advised that since this resolution was made, Council has received grant funding for social wellbeing programs, including from the Bushfire Local Economic Recovery Fund which have been distributed as bushfire recovery grants. Council is also either running or participating in the following wellbeing recovery programs”

· Ulladulla Recovery Hub

· Bushfire Recovery Health and Wellbeing Network projects across the Shoalhaven

· Recovery Hotline and Recovery Hub.

· Council’s Community Recovery Officer position has had extended funding

· Funds for a dedicated member of community to visit 15 affected communities, including some social recovery programming.

Council is submitting two further applications to the Black Summer Bushfire Fund which will assist with wellbeing recovery initiatives.

Accordingly, the recommendation is being made to not proceed with a separate public fundraising appeal for this purpose.

Clr Gartner acknowledged the work of the staff to bring in this level of grant funding to the community, as well as the sources of those funds. She congratulated and thanked the team.

Recommendation (Item to be determined under delegated authority)

That the Mayoral Relief Fund Committee resolve not to proceed with plans to launch a separate Wellbeing Fund given the current funding available through a range of funding streams for Social Wellbeing Programming.

RESOLVED (Clr Gartner / Clr Digiglio)

CARRIED

MR21.3 Mayoral Relief Fund - Proposal for final disbursements

HPERM Ref: D21/280315

Members of the committee discussed the preservation of the pre-existing balance in the Fund. Olena Tulubinska (Chief Financial Officer) confirmed that of the $161,000 Fund total, $70,000 derives from the Bushfire Appeal Fund. $75,000 was the original balance prior to this Appeal and this remains in the Fund.

The Committee requested that the closing balance of $75,000 be retained in the Mayor’s Relief Fund.

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Mayors Relief Fund Committee:

1. Endorse that individuals who have received no assistance or partial assistance from the Shoalhaven Mayoral Relief Fund, be back paid any amounts that they may have missed out on.

2. Request that Council consider a donation of $1000 towards the headstone for John Butler of Yatte Yattah who passed away in the Currowan Bushfire to be funded through the Unallocated Donations Budget (balance as of 10/09/21 - $16,174.74)

3. Endorse a disbursement of $1000 per person to the 12 identified renters who were living in properties that were destroyed in the Currowan bushfire.

4. The balance of funding in the Mayoral Relief Fund of $25,058 be allocated to:

a. To be determined and added at the Mayoral Relief Fund Committee Meeting
(insert details)

b. To be determined and added at the Mayoral Relief Fund Committee Meeting
(insert details)

RESOLVED (Amanda Findley / Clr Watson)

That the Shoalhaven City Mayor’s Relief Fund Committee:

1. Endorse that individuals who have received no assistance or partial assistance from the Shoalhaven Mayoral Relief Fund, be back paid any amounts that they may have missed out on.

2. Provide $1000 towards the headstone for John Butler of Yatte Yattah who passed away in the Currowan Bushfire, to be funded from the residual funds that were not raised through the Currowan Bushfire Appeal.

3. Endorse a disbursement of $1000 per person to the 12 identified renters who were living in properties that were destroyed in the Currowan bushfire.

4. Retain the balance of the Currowan Bushfire funding for 18 months for any outstanding matters in the community relating to the Currowan fire, and any residual monies at the completion of that 18 months be transferred to the general balance of the Mayor’s Relief Fund.

CARRIED

MR21.4 Urgent Item - Additional Allocation

During discussion of the previous item, Clr Findley raised the matter of a resident whose home had been substantially damaged by a falling tree at Sanctuary Point. The Committee agreed that although the circumstances should not be funded from the Currowan Bushfire Appeal, the residual monies in the Fund that have been kept separate may be used for the purpose.

RESOLVED (Amanda Findley / Clr Watson)

That $5000 be disbursed to the owner of Lot 2465 DP216525 Sanctuary Point, from the residual funds that were not raised through the Currowan Bushfire Appeal.

CARRIED

There being no further business, the meeting concluded, the time being 12.04pm.

Mayor Amanda Findley

CHAIRPERSON

Shoalhaven City Mayor’s Relief Fund – Tuesday 16 August 2022

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MR22.1 Mayors Relief Fund Financial Statements to 30 June 2022

HPERM Ref: D22/279125

Department: Finance

Approver: Olena Tulubinska, Chief Financial Officer

Reason for Report

To provide the Financial Statements for the Mayor’s Relief Fund for the Financial Year ending 30 June 2022 to the Shoalhaven City Mayor’s Relief Fund Committee.

Recommendation (Item to be determined under delegated authority)

That the Financial Statements to 30 June 2022 for the Mayor’s Relief Fund be received for information.

Options

1. Accept the recommendation

Implications: Nil

2. Request additional information relating to the report presented

Implications: Additional report required

Background

Below are the Income Statement and Statement of Financial Position to 30 June 2022 for the Mayor’s Relief Fund:

SHOALHAVEN CITY MAYOR'S RELIEF FUND
INCOME STATEMENT
for the period 1 July 2021 to 30 June 2022
	Actual	Actual
	2022	2021

Income From Continuing Operations
Donations Received	661.40	150,764.88
Interest Received	191.45	299.61
Total Income From Continuing Operations	852.85	151,064.49

Expenses From Continuing Operations
Lisa Sanders	5,000.00	0.00
Bushfire Payments	49,728.09	171,341.15
Total Expenses From Continuing Operations	54,728.09	171,341.15

Operating Result From Continuing Operations	-53,875.24	-20,276.66

SHOALHAVEN CITY MAYOR'S RELIEF FUND
STATEMENT OF FINANCIAL POSITION
as at 30 June 2022
	Actual	Actual
	2022	2021
ASSETS
Current Assets
Cash at Bank	500.00	500.00
Investments	106,972.61	160,847.85
Total Current Assets	107,472.61	161,347.85

Total Assets	107,472.61	161,347.85

LIABILITIES

Total Liabilities	0.00	0.00

Net Assets	107,472.61	161,347.85

EQUITY
Accumulated Surplus	107,472.61	161,347.85
Total Equity	107,472.61	161,347.85

Note 1: Cash and Investments Breakdown as at 30 June 2022:
	30-Jun-22	30-Jun-21
	$	$
Funds Remaining from Previous Campaigns	69,703.51	74,703.51
Mayor’s Giving Tree	500.00	500.00
Mayor's Giving box	8,424.94	7,763.54
2019/20 Bushfire Appeal	25,421.67	75,149.76
Interest Earned	3,422.49	3,231.04
Total:	107,472.61	161,347.85

Shoalhaven City Mayor’s Relief Fund – Tuesday 16 August 2022

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MR22.2 Mayors Relief Fund Policy

HPERM Ref: D22/279735

Department: Business Assurance & Risk

Approver: Kevin Voegt, Director - City Performance

Attachments: 1. DRAFT Mayors Relief Fund Policy ⇩

Reason for Report

To recommend the Mayors Relief Fund Rules (Policy) to Council for final adoption.

Recommendation (Item to be determined under delegated authority)

That Council:

1. Adopt the Mayors Relief Fund Rules (Policy) with the highlighted amendments as attached to the report.

2. Acknowledge that the Shoalhaven Minister’s Fraternal is no longer operational and appoint a representative from SALT as a member of the Shoalhaven City Mayors Relief Fund.

Options

1. As Recommended

Implications: Upon adoption from the Mayor’s Relief Fund Committee, the Mayors Relief Fund Rules (Policy), will then be reported to Council for endorsement.

2. The Mayor’s Relief Fund Committee request further amendments to be made to the Mayors Relief Fund Rules (Policy), prior to the Policy being submitted to Council for endorsement.

Implications: Further amendments will be made prior to the Mayors Relief Fund Rules (Policy) being submitted to Council for endorsement.

Background

The Mayor’s Relief fund was established in 2004 and maintained as a public fund administered by an appointed fund Committee and operates within the Fund rules. The fund has been established to provide relief to persons in Australia who are in necessitous circumstances, with funds contributed via appeals and directly from members of the public and other organisations.

A person will be in necessitous circumstances where his or her financial resources are insufficient to obtain all that is necessary, not only for a bare existence, but for a modest standard of living in the Australian community. Necessitous circumstances may result from a disaster caused by flood, fire, drought, tempest or other calamity.

In the period of 2019 and 2022 the Mayor’s Relief Fund activated the Currowan Bushfire Appeal and processed payments of various types and criteria to residents and ratepayers impacted by the fires. The review of this policy draws upon the learnings of the experience of handling that appeal process, from discussions with relevant staff and incorporates suggestions from the Mayor.

Changes proposed reflect practice required to administer and have been discussed and approved by the Mayor via the Mayor’s Personal Assistant which include:

· Minor changes to reflect changes in job titles

· Change from cheque only payment method and to allow more flexibility for payment methods and support electronic communications with recipients to provide quicker access to funds.

· The purchasing and storing of VISA gift cards to allow for immediate relief. This has also been discussed with Council’s Internal Auditor and appropriate agreed upon measures have been included as part of the draft attached Mayor’s Relief Fund Rules.

· As the Shoalhaven Minister’s Fraternal is no longer operational it is recommended that a representative from the Shoalhaven wide organisation SALT is appointed to the Committee in this space. The Committee may also wish to include in the membership a representative from other suitable Community organisations which provide assistance to persons throughout the Shoalhaven local government area.

The organisational support to the Mayors Relief Fund Rules is not outlined specifically within the rules, but in practice would be as follows:

· City Performance – Governance – Meeting and minutes support

· City Performance- Finance – Budget and Financial reporting, Audit

· CEO Office – Mayor’s PA - Coordination of correspondence/ payments and Gift Card management

· City Lifestyles – Community Connections – Advice and support on community requirements, support and engagement.

Community Engagement

No formal community engagement has been undertaken in relation to the proposed amendments. The Rules are published on the Council’s website.

Policy Implications

Upon adoption by the Mayor’s Relief Fund Committee, this will then be reported to Council for endorsement.