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Special Committees - Reporting to Council

Special Committees of Council are required to report regularly to Council. The committee reports to Council through the Council contact officer. This section explains what the committee needs to report, when and how.

Committees are required to report to Council regularly.

Reports, minutes and returns must be forwarded to Council contact officer via email or can be delivered by mail to PO Box 185, Castlemaine, 3450.

What to report Reporting timeframe
Contact information for committee membership As changes occur
Changes to office bearers As changes occur
Minutes of committee meetings Within one month of the meeting
Schedule of meetings for future financial year By the 30 November as part of the Annual Return
Quarterly GST returns At the end of March, June, September and December, unless an alternative schedule has been agreed with Council
Annual Return, including treasurers report By the 30 November each year
Risk and safety Incidents As they occur
Facility bookings for major events As available. This allows Council to schedule maintenance and provide support if required.

Completing the annual return

Special committees are an extension of Council, and Council is required to provide an annual account of all its financial activities.

The Annual Return helps Council ensure that the committee is financially able to maintain the facility. The information in the return can also highlight areas in which Council can assist committees with planning and management.

The Annual Return must be completed on the Special Committee of Council Annual Return form, which is sent to committees at the end of the financial year.

Committees also need to file with the return:

• Minutes of the AGM;
• Copies of Bank Statements for all committee accounts;
• A copy of the treasurer’s Report;
• A copy of the fees and charges schedule (if available); and
• A copy of the Asset Register (if available).

The Annual Return should be tabled at the AGM and be confirmed by members via a motion.

The Annual Return must include the balances of all bank accounts and cash on hand, including at call accounts, cheque accounts, term deposits and other investment accounts as at 30 June.

Annual treasurers report

The treasurers report must include the Profit and Loss statement of the committee for the previous financial year. The report should also include any outstanding payments or issues that the committee should be aware of.

GST Summary

At the end of each quarter, committees are required to file a GST return to advise Council of the income and expenses for the quarter, and what GST has been paid and received. Council then includes this information with the Council quarterly GST Return to the Australian Tax Office (ATO).

The GST return form is available here. The form must be submitted each quarter, by the below due dates:

• Quarter 1 (Jul - Sept) – due 31 October
• Quarter 2 (Oct - Dec) – due 31 January
• Quarter 3 (Jan - Mar) – due 30 April
• Quarter 4 (Apr - Jun) – due 31 July

The form is a summary that shows:

• Total income;
• Total expenses;
• GST collected on the income;
• GST paid on the expenses.

Committee have the option of attaching a detailed income list, and detailed expenses list, to support the calculations.

Once the form has been submitted, committees will receive an automated confirmation. At the end of financial year Council will be in contact to confirm whether the committee will receive a GST refund, or a request for GST owing will be notified by invoice.

If GST collected is greater than GST paid then the committee will receive an invoice from Council, with the amount owing.

If GST collected is less than GST paid then Council will pay this amount back to the committee at the end of the financial year.

Council contact officers can provide assistance if required.

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