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  • Action Area 5 – Finance and Resources

     

    Finance

    Finance, funding and accountability services are provided largely by the Finance Unit of` the Catholic Education Office Melbourne (CEOM).

    These services fall into two main categories:

    1) The administration of systemic funds and grants, and government accountability and reporting requirements, on behalf of the CEOM and the Catholic Education Commission of Victoria Ltd (CECV). This involves the expending of funds for the purposes for which they are granted. Finance staff work closely with the Grants Allocation Committees (Primary and Secondary) and other managers to ensure that all financial and accountability requirements are adhered to and comprehensively and accurately completed within required timeframes. Another service is the financial administration of the Catholic Education Long Service Leave Scheme, Victoria.

    2) School accounting services: these services involve assistance to parish priests, school principals, business managers and school administrative officers regarding financial and administrative accounting procedures, and government accountability and reporting requirements.

    These services are provided by:

    • Finance Officers through regular visits to schools
    • the provision of targeted training programs
    • the provision of nationally accredited qualifications for school administrative officers
    • access to a Finance Helpdesk.

    School funding

    In order to maintain Commonwealth recurrent and targeted funding for Catholic schools the Finance Unit, under the guidance of the Chief Financial Officer, provided significant data and analysis to the Policy, Research and Communications Group, the Catholic Education Commission of Victoria Ltd (CECV) and the National Catholic Education Commission in response to the Review of Funding for Schooling (Gonski Review).

    The analysis was also undertaken to ensure an equitable share of ‘targeted program’ funding compared to the total funding allocated by the CECV to systemic schools within the Archdiocese of Melbourne.

    Australian Charities and Not-for-profit Commission

    The Finance Unit continued to advise schools on Australian Charities and Not-for-profit Commission (ACNC) developments with governance and financial reporting through National Catholic Education Commission representation on the ACNC Working Party.

    ICON

    The Finance Unit provided expert guidance to the ICON project team, with the appointed vendor, for perfection of scope, development and implementation of a web-based enterprise finance package (including HR and Payroll) for system authority and diocesan Catholic education offices.

    Internal Audit program

    During 2013 the Finance Unit reported to the CEOM Audit and Risk Committee on internal audit issues including:

    • IT Security
    • Integrated Professional Learning audits.

    It also reported to the CECV (Ltd) Audit and Risk Committee on internal audit issues, including:

    • Grants Allocation Committee (Secondary) (GAC[S])
    • Contracts process.
     
     

    Personal Story 

    Action Area 5 

    Tony Hirst
    Principal
    Emmaus College, Vermont South
     

    In 2013 Emmaus College won the Building Designers Association of Victoria Award for Best Conversion of a Public Building for the total refit of our school’s 22-year-old school hall into the Bill Holligan Performing Arts Centre, a modern 300-seat auditorium with a performance area, drama and dance room, and gallery.

    Renovations were done in tandem with other significant building works to effectively create a completely new look and structure. We had a strict and limited budget to accommodate a range of ambitious improvements to the existing building, so planning was critical to make the best use of funds. We enjoyed terrific support from the Catholic Education Office Melbourne, the Archbishop’s Planning Building and Finance Committee, and the Catholic Development Fund. Credit goes to the architects and builders (EM Building and Design, and ADCO Constructions) for their innovative and high quality results with a very strict budget.

    It is hard to believe the construction took just five months from start to finish, with minimal disruption to our classes, despite the site being right in the middle of the school grounds. The judges described the end result as being ‘dramatically different, innovative and modern’. Considering the cost and amount of work that goes into renovating an older building, especially of this size, most people can’t believe what we achieved for little more than $2 million, on time and on budget.

    The entire school community has benefited from this fabulous new Performing Arts Centre. The conversion has realised a dream for the school because although we’ve always had an excellent reputation for our performing arts program, we’ve never had a dedicated space to showcase the talents of our students. The facility is now the proud centrepiece of our school community.

    Financial and Administrative Procedures Manual

    The School Accounting team continued to review and update the Financial and Administrative Procedures manual for schools.

    Professional Learning Activities

    Category Participants
    Diploma of Management (contextualised for Catholic Education Primary School Administrative Officers) 31
    Primary School Administration Induction Program (held once per semester) 20
    Administrative Officers’ Forum (annual full-day forum) 60
    Total 111

    Finance Admin Forum
    The Finance Administrative Officers’ Forum, January 2013 

    CEOM Budget Allocations 2013

    The CEOM Budget Allocations 2013 highlights that the major cost of running the Office is employment costs. The graph also shows the total budget commitment to training both school staff and CEOM staff and the final column shows the total budgeted operating costs of running all programs by the departments in 2013.

    Budget Allocations graph 

    Annual Budgets of CEOM Staff Groups and Units 2013

    The Annual Budgets of CEOM Staff Groups and Units 2013 graph represents the budgeted operational needs of the respective Office business units.

     

    Annual Budget graph