AGENDA AND BUSINESS PAPER
Ordinary Meeting of Council
To be held on MONDAY 26 FEBRUARY 2018 AT 6.00PM
Cnr Baylis and Morrow Streets, Wagga Wagga NSW 2650 PO Box 20, Wagga Wagga
Phone: 1300 292 442 Fax: 02 6926 9199 Website: www.wagga.nsw.gov.au
NOTICE OF MEETING In pursuance of the provisions of the Local Government Act, 1993 and the Regulations there under, notice is hereby given that an Ordinary Meeting of the Council of the City of Wagga Wagga will be held in the Council Chamber, Civic Centre, Corner Baylis and Morrow Streets, Wagga Wagga, on Monday 26 February 2018 at 6.00pm. Council live streams video and audio of Council meetings. Members of the public are advised that their voice and/or image may form part of the webcast.
Mr Peter Thompson General Manager
WAGGA WAGGA CITY COUNCILLORS
Mayor Councillor Greg Conkey OAM
Deputy Mayor Councillor Dallas Tout
Councillor Yvonne Braid
Councillor Paul Funnell
Councillor Dan Hayes
Councillor Vanessa Keenan
Councillor Rod Kendall
Councillor Tim Koschel
Councillor Kerry Pascoe
QUORUM The quorum for a meeting of the Council is a majority of the Councillors of the Council who hold office for the time being who are eligible to vote at the meeting.
COUNCIL MEETING ROOM
Reports submitted to the Ordinary Meeting of Council to be held on Monday 26 February 2018.
ORDINARY MEETING OF COUNCIL AGENDA AND BUSINESS PAPER MONDAY 26 FEBRUARY 2018
ORDER OF BUSINESS: CLAUSE
PRECIS
PAGE
PRAYER
3
ACKNOWLEDGEMENT OF COUNTRY
3
APOLOGIES
3
CONFIRMATIONS OF MINUTES CM-1
ORDINARY COUNCIL MEETING - 29 JANUARY 2018
DECLARATIONS OF INTEREST REPORTS FROM STAFF RP-1
DA17/0754 - MULTI-DWELLING HOUSING - 11 X TWO STOREY DWELLINGS WITH COMMUNITY TITLE SUBDIVISION AT 210-212 FITZMAURICE STREET WAGGA WAGGA. LOTS 2 AND 3 DP1080633
RP-2
COUNCIL MEETING STRUCTURE
RP-3
FINANCIAL PERFORMANCE REPORT AS AT 31 JANUARY 2018
RP-4
DISCLOSURE OF PECUNIARY INTEREST RETURNS - NEW DESIGNATED STAFF
RP-5
JOINT ORGANISATION NOMINATION
RP-6
ACTIVE TRAVEL PLAN - GRANT FUNDING OFFER
RP-7
PROPOSED ASSIGNMENT OF AIRPORT SUB-LEASE - LIGHT AIRCRAFT PRECINCT SITE 17
RP-8
PROPOSED FINANICAL ASSISTANCE PROGRAM - SAN ISIDORE VILLAGE SEPTIC SYSTEM UPGRADE
RP-9
PROPOSED ROAD OPENING AND CLOSING TREWALLA ROAD, BOOK BOOK
RP-10
BOTANIC GARDENS RESTAURANT - APPLICATION OF SEAL TO LEASE AGREEMENT
RP-11
TRANSFER OF CROWN PUBLIC ROADS TO AUTHORITY OF WAGGA WAGGA CITY COUNCIL
RP-12
PROPOSED APPLICATION TO CROWN LANDS FOR ADDITIONAL RESERVE PURPOSE
RP-13
COMMUNITY ENGAGEMENT TRUCK - CHARLIE
RP-14
AUDIT, RISK AND IMPROVEMENT COMMITTEE CHARTER
RP-15
REQUEST FOR SPONSORSHIP FOR REGIONAL INNOVATION AND SMALL BUSINESS CONFERENCE IN WAGGA WAGGA
Ordinary Meeting of Council – Monday 26 February 2018
3 3
Reports submitted to the Ordinary Meeting of Council to be held on Monday 26 February 2018.
RP-16
POL 046 PROCESSING DEVELOPMENT APPLICATIONS LODGED BY COUNCILLORS, STAFF AND INDIVIDUALS OF WHICH A CONFLICT OF INTEREST MAY ARISE, OR ON COUNCIL OWNED LAND POLICY
RP-17
POL 048 STREET TREE POLICY
RP-18
POL 075 INVESTMENT POLICY
RP-19
POL 079 RISK MANAGEMENT POLICY
RP-20
HARRIS PARK MASTER PLAN - STAGE 1 DEVELOPMENT
RP-21
AUDIT, RISK AND IMPROVEMENT COMMITTEE INDEPENDENT MEMBER REMUNERATION
RP-22
RESPONSES TO QUESTIONS/BUSINESS WITH NOTICE
COMMITTEE MINUTES M-1
AUDIT, RISK AND IMPROVEMENT COMMITTEE MINUTES - 9 FEBRUARY 2018
QUESTIONS/BUSINESS WITH NOTICE CONFIDENTIAL REPORTS CONF-1
APPOINTMENT OF COMMUNITY MEMBERS TO THE FLOODPLAIN RISK MANAGEMENT ADVISORY COMMITTEE
CONF-2
PROPOSED AIRPORT SUB-LEASE RENEWAL TO BP AUSTRALIA PTY LIMITED
CONF-3
PROPOSED CREATION OF AN EASEMENT FOR LEVEE BANK LOT 10 DP 1085031 AT MOORONG STREET, MOORONG
CONF-4
VARIATION OF LEASE - CARBON MATE PTY LTD
CONF-5
PROPOSED EASEMENT FOR DRAINAGE - 51 SPRING STREET, WAGGA WAGGA
CONF-6
PROPOSED CLOSURE AND SALE OF PART OF A ROAD RESERVE - WEBB STREET, BOMEN
CONF-7
PURCHASE OF THE AUSTRALIAN GAS LIGHT LANDFILL GAS ASSETS AT GREGADOO WASTE MANAGEMENT CENTRE
CONF-8
SUPPLY OF NATURAL GAS FOR THE OASIS REGIONAL AQUATIC CENTRE
CONF-9
RFT 2018-14 FOOD AND GARDEN ORGANICS ACCEPTANCE AND PROCESSING SERVICE
Ordinary Meeting of Council – Monday 26 February 2018
178
Reports submitted to the Ordinary Meeting of Council to be held on Monday 26 February 2018.
PRAYER
ACKNOWLEDGEMENT OF COUNTRY
APOLOGIES
CONFIRMATION OF MINUTES CM-1
ORDINARY COUNCIL MEETING - 29 JANUARY 2018
Recommendation That the Minutes of the proceedings of the Ordinary Council Meeting held on 29 January 2018 be confirmed as a true and accurate record. Attachments 1. Council Meeting - Minutes - 29 January 2018
DECLARATIONS OF INTEREST
Ordinary Meeting of Council – Monday 26 February 2018
1 8 8
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-1
REPORTS FROM STAFF RP-1
DA17/0754 - MULTI-DWELLING HOUSING - 11 X TWO STOREY DWELLINGS WITH COMMUNITY TITLE SUBDIVISION AT 210-212 FITZMAURICE STREET WAGGA WAGGA. LOTS 2 AND 3 DP1080633
Author: General Manager:
Amanda Gray Peter Thompson
Analysis:
The report is for a development application and is presented to Council for determination. The application has been referred to Council under Section 1.11 of the Wagga Wagga Development Control Plan 2010 (DCP) as the application is development for multi dwelling housing, which includes a request to vary two numerical controls by greater than 10%. It is proposed to vary the off street car parking requirements under Clause 2.2. This control requires 19 car parking spaces and the layout identifies 17 car parking spaces. The reduced number of spaces is a variation of 10.5% of the numeric control. It is proposed to vary the front setback requirement under Clause 9.3.6 (control 3). This control requires that for lots greater than 2000sq.metres building setbacks shall be 10 metres. The proposed setback is 3.4 metres which would require a variation of 65% of the numeric control.
Recommendation That Council approve DA17/0754 for Multi-Dwelling Housing - 11 x two storey dwellings with community title subdivision at 210-212 Fitzmaurice Street, Wagga Wagga NSW 2650 subject to the conditions outlined in the Section 79C Assessment Report. Development Application Details Applicant
Strawbird Pty Ltd. The ASIC company extract from November 2017 lists the following three Directors: Glenn Maslin Simon Allsopp Richard Allsopp
Owner
Strawbird Pty Ltd. The ASIC company extract from November 2017 lists the following three Directors:
Ordinary Meeting of Council - Monday 26 February 2018
Page 4
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-1
Glenn Maslin Simon Allsopp Richard Allsopp Development Cost
$1,945,000
Development Description
Multi-Dwelling Housing - 11 x two storey dwellings with community title subdivision
Report Key Issues Variations to DCP standards Assessment
The proposal is defined under the standard definitions contained in the Wagga Wagga Local Environmental Plan 2010 (LEP) as Multi Dwelling Housing (3 or more dwellings (whether attached or detached) on one lot of land, each with access at ground level but does not include a residential flat building. Under the provisions of the LEP, the subject site is within the R3 Medium Density Residential zone. The proposal is generally consistent with the R3 objectives because it provides for housing within a medium density residential environment and adds to the variety of housing and density types. Vehicle access and manoeuvring, solar access within the development and private open space are assessed as being adequate and the layout complies with site area and site cover controls. The application seeks a variation to the off street car parking provision. A total of 17 spaces are provided whereas 19 are required using the criteria outlined in clause 2.2 of the DCP. The variation has been justified by the proximity of the site to the city and there being less reliance on private vehicles in such a location as well as the ability for two dwellings to benefit from a tandem parking arrangement. The application seeks a variation to front setback for the proposed development. As the lot is greater than 2000 sq.m a 10 metre setback is required whereas only a 3.4 metre setback is proposed. As this is a medium density zone where reduced setbacks of up to 3 metres can be considered the two controls are conflicting. Such a large setback would reduce the ability of the development to meet the objectives and other controls applicable to a medium density development. The variation to the setback is supported. The application was advertised and notified and one submission signed by two separate property owners was received. Community title subdivision of the lot is proposed, with 11 residential lots and 1 community lot. A Management Statement was not submitted with the development application but will form part of the subsequent Subdivision Application.
Ordinary Meeting of Council - Monday 26 February 2018
Page 5
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-1
Reasons for Approval 1. 2. 3. 4.
The proposed development is consistent with the provisions of Wagga Wagga Local Environmental Plan 2010; The applicable objectives of Sections 2 and 9 of the DCP are satisfied by the proposed development; The proposed variations of the car parking pursuant to Clause 2.2 of the DCP, and the front setback, pursuant to Clause 9.3.6 of the DCP, have been justified by the application; For the abovementioned reasons it is considered to be in the public interest to approve this development application.
Site Location The site is located on the western side of Fitzmaurice Street. The site is long and narrow and extends to an area of 2024sq.m. The existing dwellings and vegetation on site have existing development approval to be cleared.
Financial Implications N/A Policy Wagga Wagga Local Environmental Plan 2010 Wagga Wagga Development Control Plan 2010 Link to Strategic Plan The Environment Objective: We plan for the growth of the city Ordinary Meeting of Council - Monday 26 February 2018
Page 6
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-1
Outcome: We have housing that suits our needs Risk Management Issues for Council Refusal of the application may result in an appeal process in the Land and Environment Court which will have to be defended by Council. The reasons for refusal will have to be justified and withstand scrutiny and cross examination in Court. Approval of the application is not considered to raise risk management issues for Council as the proposed development is generally consistent with LEP and DCP controls and the one proposed variation of a control is minor. Internal / External Consultation Full details of the consultation that was carried out as part of the development application assessment is contained in the attached 79c Report. Attachments 1. DA17/0754 - Section 79c Report - Provided under separate cover 2. DA17/0754 - Site Layout - Provided under separate cover 3. DA17/0754 - Floor Plans - Provided under separate cover 4. DA17/0754 - Elevations - Provided under separate cover
Ordinary Meeting of Council - Monday 26 February 2018
Page 7
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-2
RP-2
COUNCIL MEETING STRUCTURE
General Manager:
Peter Thompson
Analysis:
The purpose of this report is to propose a change to the existing Council Meeting Structure, which has experienced issues since its inception. Council needs to be responsive to the needs of our stakeholders and be able to deal with business on relatively short timeframes. The current processes, at a bureaucratic level, inhibits the ability of Council to deal with business in a timely manner which would otherwise be achievable.
Recommendation That Council: a
endorse holding two Ordinary Council Meetings per month for the period May 2018 to December 2018
b
endorse the attached Draft Code of Meeting Practice and place it on public exhibition for a period of 42 days from 27 February 2018 until 10 April 2018 and invite public submissions
c
adopt the Draft Code of Meeting Practice if no submissions are received during the public exhibition period
d
receive a further report following the public exhibition period if submissions are received: i
addressing any submissions made in respect of the proposed code
ii
proposing adoption of the new code unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period
Report The current procedure for Council to consider business provides for an Ordinary Meeting on one occasion per month. The timing of this meeting is 6:00pm on the fourth Monday of each month, with public access forums occurring the Monday prior to the meeting. From a practical perspective, the Council business for consideration at the Ordinary Meeting is drafted for the General Manager’s review weeks before the meeting with the final business papers being released to Councillors 10 days prior to the meeting. The city of Wagga Wagga is the largest regional city in NSW and not surprisingly, the business of the Council is important for the progression of private developments, strategic plans, events, contracts and major projects. The Council needs to be responsive to the needs of our stakeholders and be able to deal with business on relatively short timeframes. The current processes, at a bureaucratic level, inhibits the ability of Council to deal with business in a timely manner which would otherwise be achievable.
Ordinary Meeting of Council - Monday 26 February 2018
Page 8
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-2
To improve the responsiveness and efficiency of Council in dealing with Council business, it is proposed that Council change the existing meeting process to provide for two Ordinary Council Meetings per month. It is recommended that two meetings per month be trialled for the period May 2018 to December 2018 for the purpose of confirming the benefits of more frequent meetings and also to confirm that there are no disadvantages which outweigh the benefits which are gained. Some of the proposed procedural aspects of the change are discussed later in the report. Before turning to these considerations, it is important to first identify the anticipated advantages of moving to more frequent meetings. Clearly, if Council considers business on two occasions each month, matters which are straightforward will come before Council quickly. Conversely, a report which is not ready can be withheld with only 14 days delay rather than a delay of another month. When items are under consideration, Councillors may choose to defer the item to obtain further information with the expectation that they again consider the matter within 14 days, rather than introduce a further month’s delay. Feedback has been received from a number of Councillors suggesting that planning matters be automatically deferred to the next Council Meeting if a member of the public speaks against an item (only when it is first presented). Staff will proceed on this basis during the trial period, but will not prescribe this in Code of Meeting Practice so Council still have some flexibility. Increasing the frequency of Council meetings will not increase the business which needs to be considered. As a result, with twice the meetings to deal with the same volume of business, meetings should be shorter and the material which must be reviewed as part of each business paper will be reduced for each meeting. The procedures to facilitate community contributions to items on the agenda at each Ordinary Meeting will remain unchanged and it follows that there will be greater time allocated for community consultation as two meetings each month means twice the time for community contributions. It is not proposed to continue the arrangement which has been trialled for community consultation and review of planning matters on the Monday before the Council meeting. The planning considerations and community contribution will take place as part of each Ordinary meeting. Requests to address Councillors on matters which are not part of a meeting agenda will be dealt with on a case by case basis – with the opportunity to make time available informally prior to the commencement of a Council meeting. It is also proposed that we arrange some informal opportunities to speak directly to Councillors at public venues in the city – probably on a Saturday morning or something similar. There are some disadvantages with the approach. At present, the function of chairing the public forums is shared between Councillors. Under the proposed arrangement the normal rules of meeting practice will apply and the mayor would chair all meetings. The cost of live streaming the Council meetings will be doubled. Although it is expected that the meetings will be shorter, this is not likely to produce a comparative saving in the cost of live streaming the meetings as much of this cost relates to equipment, set up and post meeting activities. Ordinary Meeting of Council - Monday 26 February 2018
Page 9
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-2
At present Council has two weekends to review the business paper. Under the proposed arrangement this would be reduced to one weekend with the paper being issued on a Wednesday for a meeting the following Monday night. In some respects this also presents a benefit as the information in the business paper will be current up to three business days before the meeting rather than the current situation where the paper is finalised nearly two weeks before the day of the meeting. Staff will work with Councillors to minimise this concern where possible by providing information early through workshops, emails and the Councillor bulletin. If Councillors don’t feel they have had adequate to time to consider a matter then they have the opportunity to defer it to the next meeting. It is proposed that meetings be held on the second and fourth Monday of each month (unless something influences scheduling), commencing at 6:00pm with public addresses to occur at the start of each meeting. Meeting Dates If Council resolve to meet twice monthly, the following dates are proposed until the end of this calendar year: 14 May 2018 28 May 2018 11 June 2018 (Meeting on Tuesday due to Queen’s Birthday holiday) 25 June 2018 9 July 2018 23 July 2018 13 August 2018 27 August 2018 10 September 2018 24 September 2018 8 October 2018 29 October 2018 (Meeting on the fifth week to cater for the financial statements) 12 November 2018 26 November 2018 10 December 2018 Other Options Retain Existing Structure Retain the existing monthly meeting structure with public access the Monday before each meeting and public address at the Council Meeting. Monthly Ordinary Council Meeting and Policy and Strategy Meeting This option would revert back to what Council had in place during the last term of Council. A Policy and Strategy Meeting would be held on the second Monday of each month with an Ordinary Council Meeting to be held on the fourth Monday. This structure would also allow for a Supplementary Meeting to take place at the conclusion of the Policy and Strategy Meeting should business need to be resolved. Public Address would occur at the Policy and Strategy Meeting. Three Weekly Meetings Council could hold an Ordinary Council meeting every three weeks. Feedback received in the past from Councillors indicated this would not be ideal and would be hard for members of the public to know when meetings are on.
Ordinary Meeting of Council - Monday 26 February 2018
Page 10
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-2
Financial Implications The major cost implication for Council in running two meetings per month is the livestreaming of meetings, with each meeting costing approximately $1,000 to livestream. Below is a summary of the approximate additional costs to align with the decision in December 2017 to continue with livestreaming until the end of the 2018/19 Financial Year: 2017/18 - $2,000 2018/19 - $5,000 There is a slight implication for staff required to attend and support these meetings, but they are often the same staff already attending the Public Access sessions and Councillor workshops. Policy and Legislation Wagga Wagga City Council Code of Meeting Practice Local Government Act 1993 Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council
Councillors may not have an appropriate amount of time to read and deliberate on complex matters.
Councillors will have less opportunity to chair meetings and meet in an informal environment such as a Policy and Strategy meeting.
Additional costs to livestream meetings
Internal / External Consultation Consultation with Councillors A number of workshops and discussions have taken place with the elected body since the inception of the current meeting structure. The feedback received by Councillors has varied and staff believe the proposed meeting structure is the most suitable solution to the current issues. Community Consultation Council is required under the Local Government Act 1993 to publicly exhibit the draft Code of Meeting Practice for a period of at least 28 days. The public notice must also specify a period of not less than 42 days after the date on which the draft code is placed on public exhibition during which submissions may be made to the council. The public exhibition period proposed in the recommendation is 42 days. Ordinary Meeting of Council - Monday 26 February 2018
Page 11
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-2
During the public exhibition period staff will conduct the activities outlined in “Consult” tier outlined in the engagement matrix below.
Digital advertising
Website
Email newsletters
Digital Social media
Surveys and feedback forms
Drop-in sessions
Stakeholder workshops
Community meetings
Your Say website
One-on-one meetings
TV/radio advertising
Community Engagement Print advertising
Media releases
Council news
Letterbox drop
Media Direct mail
Rates notices insert
TIER Consult
Attachments 1. Draft Code of Meeting Practice - January 2018 - Provided under separate cover
Ordinary Meeting of Council - Monday 26 February 2018
Page 12
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
RP-3
FINANCIAL PERFORMANCE REPORT AS AT 31 JANUARY 2018
Author: Director:
Carolyn Rodney Natalie Te Pohe
Analysis:
This report is for Council to consider and approve the proposed 2017/18 budget variations required to manage the 2017/18 budget and Long Term Financial Plan, and details Council’s external investments and performance as at 31 January 2018.
Recommendation That Council: a
approve the proposed 2017/18 budget variations for the month ended 31 January 2018 and note the surplus budget position as presented in this report
b
note the Responsible Accounting Officer’s reports, in accordance with the Local Government (General) Regulation 2005 (Part 9 Division 3: Clause 203) that the financial position of Council is satisfactory having regard to the original estimates of income and expenditure and the recommendations made above
c
provide financial assistance of the following amounts in accordance with Section 356 of the Local Government Act 1993:
d
i)
Wagga Wagga & Region Suicide Prevention Network Inc.
$
85.00
ii)
Safer Drivers Course NRMA
$1,620.00
iii)
Riverina Medical & Surgical Symposium Committee
$ 900.00
note details of the external investments as at 31 January 2018 in accordance with section 625 of the Local Government Act
Report Wagga Wagga City Council (Council) forecasts a surplus budget position as at 31 January 2018. Proposed funded budget variations are detailed in this report for Council’s consideration and adoption. Council has experienced a positive monthly investment performance for the month of January, that is mainly attributable to the higher than anticipated portfolio balance.
Ordinary Meeting of Council - Monday 26 February 2018
Page 13
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
Key Performance Indicators
OPERATING INCOME Total operating income is 59% of approved budget, which is tracking to budget for the end of January (this percentage excludes capital grants and contributions). An adjustment has been made to reflect the levy of rates that occurred at the start of the financial year. Excluding this adjustment, operating income received is 83%. OPERATING EXPENSES Total operating expenditure is 56% of approved budget and is tracking to budget for the full financial year. CAPITAL INCOME Total capital income is 19% of approved budget. It is important to note that the actual income from capital is influenced by the timing of the receipt of capital grants and contributions relating to projects. CAPITAL EXPENDITURE Total capital expenditure including commitments is 36% of approved budget.
Ordinary Meeting of Council - Monday 26 February 2018
Page 14
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
ORIGINAL BUDGET 2017/18 $'000
RP-3
WAGGA WAGGA CITY COUNCIL STATEMENT OF FINANCIAL PERFORMANCE 1 JULY 2017 TO 31 JANUARY 2018 CONSOLIDATED STATEMENT BUDGET APPROVED YTD ACTUAL COMMT'S ADJ BUDGET EXCL 2017/18 2017/18 2017/18 COMMT'S $'000 $'000 $'000 2017/18
YTD ACTUAL + COMMT'S 2017/18 $'000
YTD % OF BUD
Revenue Rates & Annual Charges User Charges & Fees Interest & Investment Revenue Other Revenues Operating Grants & Contributions Capital Grants & Contributions Total Revenue
(63,090,002)
0
(63,090,002)
(37,459,492)
0
(37,459,492)
59%
(25,947,798)
(14,531)
(25,962,329)
(14,287,583)
0
(14,287,583)
55%
(3,154,163)
0
(3,154,163)
(2,367,471)
0
(2,367,471)
75%
(2,984,954)
(58,151)
(3,043,105)
(1,423,901)
0
(1,423,901)
47%
(13,910,429)
3,663,937
(10,246,492)
(6,185,188)
0
(6,185,188)
60%
(13,704,984) (122,792,330)
(22,923,813) (19,332,557)
(36,628,797) (142,124,888)
(6,233,364) (67,956,999)
0 0
(6,233,364) (67,956,999)
17% 48%
42,458,491 3,591,092
175,003 0
42,633,494 3,591,092
22,635,869 1,760,982
23,502 0
22,659,371 1,760,982
53% 49%
29,833,841
3,446,996
33,280,838
16,383,927
2,585,854
18,969,781
57%
34,477,729 9,453,285 119,814,437
0 160,986 3,782,985
34,477,729 9,614,271 123,597,423
20,112,008 6,108,782 67,001,568
0 67,726 2,677,082
20,112,008 6,176,508 69,678,650
58% 64% 56%
(2,977,893)
(15,549,572)
(18,527,465)
(955,431)
2,677,082
1,721,651
10,727,091
7,374,241
18,101,332
5,277,933
2,677,082
7,955,015
27,517,019
52,552,140
8,603,307
15,972,532
24,575,840
47%
16,672,308
33,570,610
10,679,285
1,733,354
12,412,639
37%
7,266,800
18,667,137
61,704
57,521
119,225
1%
0
2,474,343
1,443,367
0
1,443,367
58%
(3,903,710) (1,371,761)
(11,119,690) (6,050,162)
0 (451,946)
0 0
0 (451,946)
0% 7%
(30,637,899)
(37,096,000)
0
0
0
0%
15,542,756
52,998,378
20,335,717
17,763,407
38,099,124
72%
Expenses Employee Benefits & OnCosts Borrowing Costs Materials & Contracts Depreciation & Amortisation Other Expenses Total Expenses Net Operating (Profit)/Loss Net Operating (Profit)/Loss before Capital Grants & Contributions
Capital / Reserve Movements Capital Exp 25,035,121 Renewals Capital Exp 16,898,302 New Projects Capital Exp 11,400,337 Project Concepts Loan 2,474,343 Repayments New Loan (7,215,980) Borrowings (4,678,401) Sale of Assets Net Movements (6,458,101) Reserves Total Cap/Res 37,455,621 Movements
Ordinary Meeting of Council - Monday 26 February 2018
Page 15
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
ORIGINAL BUDGET 2017/18 $'000 Net Result after Depreciation Add back Depreciation Expense
BUDGET ADJ 2017/18 $'000
APPROVED BUDGET 2017/18 $'000
YTD ACTUAL EXCL COMMT'S 2017/18
RP-3
COMMT'S 2017/18 $'000
YTD ACTUAL + COMMT'S 2017/18 $'000
34,477,728
(6,815)
34,470,913
19,380,286
20,440,489
39,820,775
34,477,729
0
34,477,729
20,112,008
0
20,112,008
0
(6,815)
(6,816)
(731,722)
20,440,489
19,708,767
Cash Budget (Surplus)/Deficit
Revised Budget Result - Surplus/(Deficit)
$’000s
Original 2017/18 Budget Result as adopted by Council Total Budget Variations approved to date
$0 $7K
Budget variations for January 2018
$0
Proposed revised budget result for 31 January 2018
$7K
The proposed Budget Variations to 31 January 2018 are listed below: Budget Variation
Amount
Funding Source
Net Impact Fav/ (Unfav)
2 – Safe and Healthy Community Caravan Park Investigations
$100K
Solid Waste Reserve ($100K)
Nil
It is proposed to undertake detailed site analysis and preliminary investigations into the best location for a new caravan park development within the Wagga Wagga urban area. The current caravan park lease expires in October 2019. Due to one of the anticipated sites being previously used as a waste facility, it is proposed to fund this variation from the Solid Waste Reserve. 5 – The Environment Water Ride Software Upgrade
$22K
Stormwater Drainage Reserve ($22K)
Nil
Funds are required to upgrade the current Water Ride system software, which is being used for predictive flood modelling across the local government area. The configuration of the system requires updating and it is proposed to fund this variation from the Stormwater Drainage Reserve.
August 2016 Road Flood Damage Repairs
$2,620K RMS Flood Repair Grant
Ordinary Meeting of Council - Monday 26 February 2018
Nil Page 16
YTD % OF BUD
58%
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Budget Variation
RP-3
Funding Source
Amount
Net Impact Fav/ (Unfav)
($2,591K) Emergency Events Reserve ($29K) Council has received a final approved schedule of works of $3,157K from Roads & Maritime Services (RMS) for the August 2016 Roads Flood Damage Claim. The approved amounts include allocations for Regional Roads of $1,480K and Local Roads of $1,677K. As part of this claim, under the Natural Disaster eligibility criteria, Council is required to contribute $29K and it is proposed to fund this from the Emergency Events Reserve. The claim is made up of the following components: Local Roads Emergency Works (2016/17) Local Roads Restoration Works (2016/17) Lockhart Road Mundowy Lane Old Narrandera Road Central Island Road Coolamon Road Arajoel Road River Road Main Street Bridge Other Total
$208K $329K $754K $533K $335K $210K $194K $88K $32K $50K $424K $3,157K
Emergency and Restoration works totalling $537K were conducted and claimed in 2016/17. The remaining funding of $2,620K will be allocated to the 2017/18 financial year. Byrnes Road Rehab Program
$868K
Fixing Country Roads Grant ($868K)
Nil
Council has been successful in obtaining funding under the Fixing Country Roads program from the NSW Government. This funding is to be utilised for rehabilitation works on a 2.1km section of Byrnes Road that was originally included in this year’s Pavement Rehabilitation budget. Council is required to contribute $289K as part of this application and it is proposed to utilise existing Roads to Recovery Pavement Rehabilitation funding for this portion. This allows $607K Roads to Recovery funding to be reallocated to complete the table drains on this Byrnes Road section, works on Arajoel Road and Urana Street. SURPLUS/(DEFICIT)
Nil
Current Restrictions WAGGA WAGGA CITY COUNCIL
Ordinary Meeting of Council - Monday 26 February 2018
Page 17
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
RESERVES SUMMARY 31 JANUARY 2018 CLOSING BALANCE 2016/17
ADOPTED RESERVE TRANSFERS 2017/18
BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 29.01.18
PROPOSED CHANGES for Council Resolution
REVISED BALANCE
Externally Restricted Developer Contributions Sewer Fund Solid Waste Specific Purpose Unexpended Grants/Contributions
(21,947,807) (24,045,646) (15,824,723) (4,956,776)
3,374,249 1,229,992 4,878,008 0
4,733,577 4,609,319 1,361,377 4,956,776
SRV Levee Stormwater Levy Total Externally Restricted
(1,167,316) (2,940,246) (70,882,514)
0 (587,206) 8,895,043
1,167,316 451,268 17,279,633
Internally Restricted Airport Art Gallery Ashmont Community Facility
(371,610) (30,990) (4,500)
(386,660) (21,000) (1,500)
266,472 0 0
(491,798) (51,990) (6,000)
Bridge Replacement CBD Carparking Facilities
(240,240) (891,982)
(100,000) 0
153,573 129,191
(186,667) (762,792)
CCTV Cemetery Perpetual Cemetery Civic Theatre Operating Civic Theatre Technical Infrastructure
(64,476) (157,605) (193,116) 0 (105,450)
(10,000) (125,146) (161,330) (50,000) (50,000)
0 144,084 100,000 0 57,100
(74,476) (138,667) (254,446) (50,000) (98,350)
Civil Projects Community Amenities Community Works Council Election Emergency Events Employee Leave Entitlements Gen Fund Environmental Conservation Estella Community Centre
(155,883) (5,685) 0 (166,776) (133,829) (3,184,451)
0 0 0 (73,095)
(155,883) (5,685) (62,869) (239,871)
0
0 0 (62,869) 0 (86,331) 0
(131,351) (230,992)
0 0
0 0
(131,351) (230,992)
Family Day Care Fit for the Future Generic Projects Saving Glenfield Community Centre
(169,356) (3,033,479) (1,040,610) (17,704)
(123,944) (2,265,725) 20,000 (2,000)
0 606,074 93,727 0
(293,300) (4,693,130) (926,883) (19,704)
Grants Commission Grassroots Cricket Gravel Pit Restoration Gurwood Street Property Information Services Infrastructure Replacement
(4,956,776) (70,992) (761,422) (50,454) (378,713) (136,098)
0 0 0 0 250,000 (48,071)
4,956,776 0 25,000 0 8,000 954
0 (70,992) (736,422) (50,454) (120,713) (183,215)
(28,644) (674,661) (53,867)
0 (851,794) (50,000)
0 850,468 56,078
(28,644) (675,986) (47,789)
Insurance Variations Internal Loans Lake Albert Improvements
Ordinary Meeting of Council - Monday 26 February 2018
100,000
100,000
29,000
(13,839,982) (18,206,335) (9,485,338) 0 0 (3,076,184) (44,607,838)
(191,160) (3,184,451)
Page 18
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
WAGGA WAGGA CITY COUNCIL RESERVES SUMMARY 31 JANUARY 2018 CLOSING ADOPTED BALANCE RESERVE 2016/17 TRANSFERS 2017/18
BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 29.01.18
PROPOSED CHANGES for Council Resolution
REVISED BALANCE
LEP Preparation Livestock Marketing Centre
(28,301) (7,267,731)
14,636 (1,180,017)
11,120 4,053,725
(2,545) (4,394,024)
Museum Acquisitions Oasis Building Renewal Oasis Plant Parks & Recreation Projects Pedestrian River Crossing (old Riverside)
(39,378) (172,000) (1,115,347) (79,648) (198,031)
0 (32,147) 90,000 0 48,031
0 121,000 85,770 74,360 150,000
(39,378) (83,147) (939,577) (5,288) 0
Plant Replacement Playground Equipment Replacement
(5,893,831) (59,181)
1,804,934 (105,679)
1,059,675 0
(3,029,223) (164,860)
Project Carryovers Public Art Robertson Oval Redevelopment
(1,276,882) (173,283) (86,697)
0 (23,669) 0
1,276,882 53,969 0
0 (142,983) (86,697)
Senior Citizens Centre Sister Cities Stormwater Drainage Strategic Real Property Street Lighting Replacement
(13,627) (36,527) (183,420) (702,792) (74,755)
(2,000) (10,000) 0 0 (30,000)
0 0 3,177 (380,000) 0
(15,627) (46,527) (158,242) (1,082,792) (104,755)
Subdivision Tree Planting
(272,621)
(20,000)
0
(292,621)
Sustainable Energy Traffic Committee Total Internally Restricted
(520,442) (50,000) (35,686,205)
35,000 (50,000) (3,511,177)
60,000 0 13,867,974
51,000
(425,442) (100,000) (25,278,408)
(106,568,720)
5,383,866
31,147,607
151,000
(69,886,247)
Total Restricted
Ordinary Meeting of Council - Monday 26 February 2018
22,000
Page 19
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
Section 356 Financial Assistance Requests Three Section 356 Donation requests have been received for consideration at the 26 February 2018 Ordinary Council meeting. Details of the donation requests are shown below:
Wagga Wagga & Region Suicide Prevention Network Inc. $85.00
The Wagga Wagga & Region Suicide Prevention Network Inc. has requested the waiver of the hire fees for Apex Park to hold a Remembrance Service on Tuesday 27 March at 5.30pm to remember those who have died by suicide. A “Togetherness Walk” around the Lake will follow the service. The Wagga Wagga & Region Suicide Prevention Network is a community group that was created in 2010 with the aim to provide education about suicide prevention strategies and to raise awareness within local communities about suicide prevention.
NRMA Wagga – Safer Drivers Course $1,620.00
NRMA Wagga has requested in their attached email the waiver of the hire fees for the Council Wedge Room to conduct Safer Drivers Courses from January 2018 to June 2018. The Safer Drivers Course is aimed at young drivers on their Ls preparing to drive solo when they graduate to provisional licences. Further details of the course can be viewed at: https://www.mynrma.com.au/cars-and-driving/driver-training-and-licences/saferdrivers-course The above course is designed to reduce road risks by developing safe driving behaviour through understanding speed management, gap selection, hazard awareness and safe following distances. The course is restricted to under 25 year old drivers and the state government has provided for 1,000 funded places for young drivers from disadvantaged backgrounds and aboriginal communities. The course includes a 3 hour group discussion which is the purpose of the requested use of the Council Wedge room (access to a Smart White Board for presentations is required). The Wagga NRMA has been advised that the availability of the Council Wedge Room is subject to Council priorities. The requested booking times are for Tuesday afternoons (charge item 0533 - $75 per booking) and Saturday mornings (charge item 0535 - $195 per booking) two times a month which should be able to be accommodated without significant disruption to Council operations. It is likely that the NRMA Wagga may continue to offer the course in future years and may seek future fee waivers to assist with providing the course at as low a cost as possible to young drivers. Ordinary Meeting of Council - Monday 26 February 2018
Page 20
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
The above request aligns with Council’s Strategic Plan “Safe and Healthy Community – Outcome: we promote safety and safe behaviours”.
Riverina Medical & Surgical Symposium Committee $900.00
The Riverina Medical & Surgical Symposium Committee has requested in their attached email the waiver of the hire fees for the Council Chambers (charge item 0529 $800 weekend use of Council Chambers and charge Item 0531 $100.00 Council Meeting Room set up costs) to hold a Symposium on the 1 September 2018. In their attached email, the original date advised was 18 November 2018, however has since been revised to 1 September 2018). The Symposium provides an excellent opportunity for local doctors to share their important research with Medical Students, Registrars, GPs and Specialists. The above request aligns with Council’s Strategic Plan “Safe and Healthy Community – Outcome: Our health and support services meet the needs of our community” Section 356 financial assistance available budget Wagga Wagga & Region Suicide Prevention Network Inc. Safer Drivers Course – NRMA Riverina Medical & Surgical Symposium Committee
$5,806.78 ($85.00) ($1,620.00) (900.00)
Total Section 356 Financial Assistance Requests – 26 February ($2,605.00) 2018 Council Meeting Proposed balance of Section 356 financial assistance budget – available for requests received for the remainder of this financial year
Ordinary Meeting of Council - Monday 26 February 2018
$3,201.78
Page 21
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
Investment Summary as at 31 January 2018 In accordance with Regulation 212 of the Local Government (General) Regulation 2005, details of Wagga Wagga City Council’s external investments are detailed below: Institution
Rating
Closing Balance Invested 31/12/2017 $
Closing Balance Invested 31/01/2018 $
January EOM Current Yield %
January EOM % of Portfolio
Investment Date
Maturity Date
Term (mths)
2/06/2017 2/06/2017 9/02/2017 2/08/2017 3/03/2017 7/06/2017 8/09/2017 22/08/2017 8/09/2017 28/09/2017 5/10/2017 16/10/2017 5/12/2017 15/12/2017
1/06/2018 1/06/2018 5/01/2018 2/08/2018 2/03/2018 3/01/2018 7/09/2018 19/04/2018 5/06/2018 28/09/2018 5/10/2018 16/10/2018 5/12/2018 16/07/2018
12 12 11 12 12 7 12 8 9 12 12 12 12 7
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
5/06/2017 24/08/2017 2/09/2014 5/12/2014 4/03/2015 11/03/2015 7/07/2017 12/08/2016 25/08/2016 31/08/2016 8/09/2016 10/02/2017 10/03/2017 16/10/2017 6/11/2017 3/01/2018 5/01/2018
6/06/2022 26/08/2019 2/09/2019 5/12/2019 4/03/2018 11/03/2018 7/07/2020 12/08/2019 25/08/2021 30/08/2019 10/09/2018 11/02/2019 10/03/2022 16/10/2019 6/11/2019 4/01/2022 6/01/2020
60 24 60 60 36 36 36 36 60 36 24 24 60 24 24 48 24
Short Term Deposits Banana Coast CU AMP CUA AMP CUA Suncorp-Metway NAB ME Bank AMP NAB Auswide Auswide Auswide Auswide
NR A BBB A BBB A+ AABBB A AABBBBBBBBBBBB-
Total Short Term Deposits
1,000,000 2,000,000 1,000,000 2,000,000 1,000,000 2,000,000 2,000,000 2,000,000 1,000,000 2,000,000 2,000,000 1,000,000 2,000,000 1,000,000
1,000,000 2,000,000 0 2,000,000 1,000,000 0 2,000,000 2,000,000 1,000,000 2,000,000 2,000,000 1,000,000 2,000,000 1,000,000
2.80% 2.80% 0.00% 2.60% 2.75% 0.00% 2.60% 2.60% 2.80% 2.62% 2.67% 2.67% 2.70% 2.67%
0.87% 1.74% 0.00% 1.74% 0.87% 0.00% 1.74% 1.74% 0.87% 1.74% 1.74% 0.87% 1.74% 0.87%
22,000,000
19,000,000
2.68%
16.55%
860,901 14,632,467 183,478 149,149 58,321
855,578 11,858,709 183,813 149,301 58,281
1.50% 2.19% 2.15% 1.00% 1.35%
0.75% 10.33% 0.16% 0.13% 0.05%
15,884,315
13,105,682
2.13%
11.42%
1,000,000 3,000,000 2,000,000 1,000,000 990,000 990,000 2,000,000 1,000,000 1,000,000 1,000,000 1,000,000 2,000,000 3,000,000 1,000,000 2,000,000 0 0
1,000,000 3,000,000 2,000,000 1,000,000 990,000 990,000 2,000,000 1,000,000 1,000,000 1,000,000 1,000,000 2,000,000 3,000,000 1,000,000 2,000,000 2,000,000 1,000,000
3.16% 2.75% 4.28% 4.10% 3.70% 3.70% 3.10% 3.00% 3.20% 3.00% 2.90% 3.00% 3.10% 2.92% 2.92% 3.35% 2.80%
0.87% 2.61% 1.74% 0.87% 0.86% 0.86% 1.74% 0.87% 0.87% 0.87% 0.87% 1.74% 2.61% 0.87% 1.74% 1.74% 0.87%
22,980,000
25,980,000
3.20%
22.64%
At Call Accounts NAB NAB AMP Beyond Bank CBA
AAAAA BBB+ AA-
Total At Call Accounts Medium Term Deposits RaboBank ING Bank ME Bank Rabobank Beyond Bank Beyond Bank BOQ Newcastle Permanent Rabobank Newcastle Permanent Police Credit Union Newcastle Permanent Westpac ING Bank ING Bank BOQ ING Bank
Total Medium Term Deposits
A+ A BBB A+ BBB+ BBB+ BBB+ BBB A+ BBB NR BBB AAA A BBB+ A
Ordinary Meeting of Council - Monday 26 February 2018
Page 22
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Institution
Rating
Closing Balance Invested 31/12/2017 $
Closing Balance Invested 31/01/2018 $
RP-3
January EOM Current Yield %
January EOM % of Portfolio
Investment Date
Maturity Date
Term (mths)
0.00% BBSW + 110 BBSW + 107 BBSW + 107 BBSW + 110 BBSW + 110 BBSW + 115 BBSW + 115 0.00% BBSW + 90 BBSW + 110 BBSW + 110 BBSW + 90 BBSW + 125 BBSW + 108 BBSW + 110 BBSW + 115 BBSW + 150 BBSW + 160 BBSW + 160 BBSW + 118 BBSW + 138 BBSW + 135 BBSW + 117 BBSW + 121 BBSW + 113 BBSW + 117 BBSW + 105 BBSW + 140 BBSW + 110 BBSW + 111 BBSW + 100 BBSW + 130 BBSW + 130 BBSW + 142 BBSW + 90 BBSW + 97 BBSW + 81 BBSW + 125 BBSW + 80 BBSW + 77 BBSW + 105
0.00% 1.76% 0.88% 0.88% 0.88% 1.77% 0.87% 0.87% 0.00% 0.88% 0.88% 0.88% 1.76% 0.89% 3.54% 1.59% 0.89% 1.80% 0.88% 1.76% 0.89% 0.89% 0.89% 0.89% 0.89% 1.78% 1.32% 0.88% 1.31% 0.88% 0.88% 0.89% 0.66% 0.53% 0.88% 2.64% 0.88% 1.75% 1.31% 1.75% 1.31% 0.44%
17/09/2014 5/08/2014 6/11/2014 10/11/2014 27/02/2015 3/03/2015 7/05/2015 9/06/2015 17/07/2015 28/07/2015 18/08/2015 28/09/2015 30/09/2015 20/10/2015 28/10/2015 11/12/2015 18/01/2016 4/03/2016 22/03/2016 1/04/2016 7/04/2016 21/04/2016 24/05/2016 3/06/2016 12/07/2016 16/08/2016 26/10/2016 21/10/2016 28/10/2016 21/11/2016 7/02/2017 7/03/2017 20/03/2017 4/05/2017 29/06/2017 5/07/2017 16/08/2017 30/10/2017 9/11/2017 10/11/2017 18/01/2018 25/01/2018
17/09/2019 24/06/2019 6/11/2019 6/11/2019 27/02/2018 3/03/2020 7/05/2018 7/05/2018 17/07/2020 28/07/2020 18/08/2020 18/08/2020 28/07/2020 20/10/2020 28/10/2020 11/06/2019 18/01/2021 4/03/2021 22/03/2019 1/04/2019 7/04/2021 12/04/2021 24/05/2021 3/06/2021 12/07/2021 16/08/2021 26/10/2020 21/10/2021 28/10/2019 21/02/2020 7/02/2022 7/03/2022 20/03/2020 4/05/2020 29/06/2020 5/07/2022 16/08/2022 27/10/2022 9/11/2020 10/02/2023 18/01/2023 25/01/2023
60 58 60 60 36 60 36 35 60 60 60 59 58 60 60 42 60 60 36 36 60 60 60 60 60 60 48 60 36 39 60 60 36 36 36 60 60 60 36 63 60 60
17/03/2014
1/01/2023
105
Floating Rate Notes - Senior Debt Bendigo-Adelaide BOQ BOQ BOQ Newcastle Permanent Macquarie Bank Heritage Bank Heritage Bank CBA Westpac Bendigo-Adelaide Bendigo-Adelaide Westpac Suncorp-Metway Westpac AMP CBA Rabobank Newcastle Permanent CUA ANZ Suncorp-Metway AMP Westpac CBA ANZ BOQ NAB Teachers Mutual Bendigo-Adelaide Westpac ANZ CUA Heritage Bank Teachers Mutual NAB Suncorp-Metway Westpac ME Bank NAB ANZ Bendigo-Adelaide
BBB+ BBB+ BBB+ BBB+ BBB A BBB+ BBB+ AAAABBB+ BBB+ AAA+ AAA AAA+ BBB BBB AAA+ A AAAAAABBB+ AABBB BBB+ AAAABBB BBB+ BBB AAA+ AABBB AAAABBB+
Total Floating Rate Notes - Senior Debt
1,004,654 2,015,400 1,009,952 1,009,952 1,003,184 2,025,484 1,005,973 1,005,973 1,014,182 1,013,772 1,009,902 1,009,902 2,027,544 1,021,430 4,075,644 1,816,997 1,021,120 2,056,158 1,008,003 2,030,600 1,016,371 1,026,939 1,022,060 1,019,001 1,024,679 2,039,200 1,519,023 1,018,511 1,510,235 1,009,103 1,019,930 1,013,512 753,902 603,000 1,000,664 3,021,699 1,008,193 2,013,306 1,507,685 2,008,268 0 0
0 2,021,000 1,005,627 1,005,627 1,005,487 2,031,734 1,001,058 1,001,058 0 1,010,057 1,013,497 1,013,497 2,020,114 1,016,956 4,059,428 1,821,739 1,017,696 2,062,530 1,011,467 2,021,554 1,019,526 1,022,386 1,024,886 1,021,916 1,020,396 2,045,352 1,513,541 1,014,557 1,502,787 1,012,357 1,015,637 1,016,196 757,505 602,740 1,004,587 3,029,841 1,012,677 2,006,576 1,502,442 2,014,234 1,502,967 500,969
55,341,107
55,304,201
1,370,117
1,382,256
0.89%
1.20%
1,370,117
1,382,256
0.89%
1.20%
117,575,539 114,772,139
3.08%
100.00%
48.19%
Managed Funds NSW Tcorp
NR
Total Managed Funds TOTAL CASH ASSETS, CASH
Ordinary Meeting of Council - Monday 26 February 2018
Page 23
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
EQUIVALENTS & INVESTMENTS LESS: RIVERINA REGIONAL LIBRARY (RRL) CASH AT BANK TOTAL WWCC CASH ASSETS, CASH EQUIVALENTS & INVESTMENTS
2,414,937
RP-3
3,515,255
115,160,603 111,256,884
Council’s portfolio is dominated by Floating Rate Notes (FRN’s) at approximately 48% across a broad range of counterparties. Cash equates to 12% of Council’s portfolio with Term Deposits around 39% and growth funds around 1% of the portfolio.
Council’s investment portfolio is well diversified in complying assets across the entire credit spectrum. It is also well diversified from a rating perspective. Credit quality is diversified and is predominately invested amongst the investment grade Authorised Deposit-Taking Institutions (ADIs) (being BBB- or higher), with a smaller allocation to unrated ADIs.
Ordinary Meeting of Council - Monday 26 February 2018
Page 24
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
All investments are within the defined Policy limits, as outlined in the Rating Allocation chart below:
Investment Portfolio Balance Council’s investment portfolio balance has decreased from the previous month’s balance, down from $115.1M to $111.2M. This is reflective of a number of large contractor payments made during the January period.
Ordinary Meeting of Council - Monday 26 February 2018
Page 25
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
MONTHLY INVESTMENT MOVEMENTS Redemptions/Sales – Council redeemed/sold the following investment securities during January 2018: Institution and Type Credit Union Australia (CUA) Term Deposit
Amount $2M
Investment Term 11 months
Suncorp Term Deposit
$2M
7 months
BendigoAdelaide Bank Floating Rate Note
$1M
5 years
CBA Floating Rate Note
$1M
5 years
Interest Rate 2.80%
Comments
This term deposit was redeemed due to poor reinvestment rates available with CUA. These funds were reinvested with ING Bank (see below). 2.60% This term deposit was redeemed due to poor reinvestment rates available with Suncorp. These funds were reinvested with Bank of Queensland (see below). BBSW + This floating rate note was sold 93bps prior to maturity and funds were reinvested in the new 5 year Bendigo Bank and ANZ FRN’s (see below). BBSW + This floating rate note was sold 90bps prior to maturity and funds were reinvested in the new 5 year Bendigo Bank and ANZ FRN’s (see below).
New Investments – Council purchased the following investment securities during January 2018: Institution and Type Bank of Queensland Term Deposit
Amount $2M
Investment Term 4 years
Ordinary Meeting of Council - Monday 26 February 2018
Interest Rate 3.35%
Comments The BOQ rate of 3.35% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within Council’s investment portfolio and take advantage of medium term investment rates.
Page 26
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Institution and Type ING Bank Term Deposit
Amount $1M
Investment Term 2 years
ANZ Floating Rate Note
$1.5M
5 years
Bendigo Bank Floating Rate Note
$500K
5 years
Interest Rate 2.80%
RP-3
Comments
The ING Bank rate of 2.80% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within Council’s investment portfolio and take advantage of medium term investment rates. BBSW + Council’s independent Financial 77bps Advisor advised this Floating Rate Note represented fair value with a major bank. BBSW + Council’s independent Financial 105bps Advisor advised this Floating Rate Note represented good value.
Rollovers – Council did not roll over any investment securities during January 2018. MONTHLY PERFORMANCE Interest/growth/capital gains for the month totalled $300,554, which compares favourably with the budget for the period of $235,087, outperforming budget for January by $65,467. This is mainly attributable to the higher than anticipated portfolio balance. It should be noted that many of Councils FRNs continue to trade at a premium. The capital market value of these FRN investments will fluctuate from month to month and Council continues to receive the coupon payments and the face value of the investment security when sold or at maturity. It is also important to note Council’s investment portfolio balance has consistently been over $100M recently, which is tracking well above what was originally predicted. This is mainly due to the timing of some of the major projects that are either not yet commenced or not as advanced as originally predicted. It is anticipated that over the remainder of the 2017/18 financial year the portfolio balance will reduce in line with the completion of major projects.
Ordinary Meeting of Council - Monday 26 February 2018
Page 27
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
The longer-dated deposits in the portfolio, particularly those locked in above 4% yields, have previously anchored Council’s portfolio performance. It should be noted that the portfolio now only includes two investments yielding above 4% and Council will inevitably see a fall in investment income over the coming months compared with previous periods. Council staff and Council’s Independent Financial Advisor will continue to identify opportunities to lock in higher yielding investments as they become available. In comparison to the AusBond Bank Bill Index* (+1.75%pa), Council’s investment portfolio in total returned 3.08% for January. Short-term deposits returned 2.68%. These funds are utilised for daily cash flow management and need to be available to meet operating and contractual payments as they come due.
* The AusBond Bank Bill Index is the leading benchmark for the Australian fixed income market. It is interpolated from the RBA Cash rate, 1 month and 3 month Bank Bill Swap rates.
Ordinary Meeting of Council - Monday 26 February 2018
Page 28
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
Report by Responsible Accounting Officer I hereby certify that all of the above investments have been made in accordance with the provision of Section 625 of the Local Government Act 1993 and the regulations there under, and in accordance with the Investments Policy adopted by Council on 26 August 2013. Carolyn Rodney Responsible Accounting Officer Policy and Legislation Budget variations are reported in accordance with Council’s POL 052 Budget Policy. Investments are reported in accordance with Council’s POL 075 Investment Policy. Local Government Act 1993 625 How may councils invest? (1) A council may invest money that is not, for the time being, required by the council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the Minister published in the Gazette. (3) An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section. Local Government (General) Regulation 2005 212 Reports on council investments (1) The responsible accounting officer of a council: (a) must provide the council with a written report (setting out details of all money that the council has invested under section 625 of the Act) to be presented: (i) if only one ordinary meeting of the council is held in a month, at that meeting, or (ii) if more than one such meeting is held in a month, at whichever of those meetings the council by resolution determines, and (b) must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the council’s investment policies. (2) The report must be made up to the last day of the month immediately preceding the meeting. Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent
Ordinary Meeting of Council - Monday 26 February 2018
Page 29
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-3
Risk Management Issues for Council This report is a control mechanism that assists in addressing the following potential risks to Council:
Loss of investment income or capital resulting from ongoing management of investments, especially during difficult economic times Failure to demonstrate to the community that its funds are being expended in an efficient and effective manner
Internal / External Consultation Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….” All relevant areas within the Council have consulted with the Finance Division in regards to the budget variations listed in this report. The Finance Division has consulted with relevant external parties to confirm Council’s investment portfolio balances. Attachments 1. Section 356 Donation Request - Wagga Wagga & Region Suicide Prevention Network inc. 2. Section 356 Donation Request - Safer Drivers Course NRMA 3. Section 356 Donation Request - Riverina Medical & Surgical Symposium Committee
Ordinary Meeting of Council - Monday 26 February 2018
Page 30
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Section 356 Donation Request - Wagga Wagga & Region Suicide Prevention Network inc.
RP-3
Page 31
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 2: Section 356 Donation Request - Safer Drivers Course NRMA
RP-3
Page 32
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 3: Section 356 Donation Request - Riverina Medical & Surgical Symposium Committee
RP-3
Page 33
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-4
RP-4
DISCLOSURE OF PECUNIARY INTEREST RETURNS - NEW DESIGNATED STAFF
Author: General Manager:
Nicole Johnson Peter Thompson
Analysis:
Section 449 of the Local Government Act 1993 requires all Councillors and Designated Staff to complete an annual Disclosure if Pecuniary Interest Return.
Recommendation That Council’s Register of Pecuniary Interest Returns, containing returns from newly appointed Designated Staff be tabled in accordance with Section 449 of the Local Government Act. Report A Pecuniary Interest is described in Section 442 of the Act as “an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person”. Section 449 of the Act states, that: (1)
A councillor or designated person must complete and lodge with the general manager, within three (3) months after becoming a councillor or designated person, a return in the form prescribed by the regulations.
A number of new staff have been appointed in recent months including the general manager, four regulatory staff and two planning staff. All are considered Designated Staff. Section 450A(1) of the Act requires the general manager to keep a register of returns required to be lodged with the general manager under section 449. The Register of Pecuniary Interest Returns is available for inspection at Council’s Civic Centre offices during ordinary business hours. Accordingly, Council’s register of Pecuniary Interest Returns 2017 is submitted to this meeting of Council in accordance with the Act. Financial Implications N/A Policy and Legislation Section 449 of the Local Government Act 1993
Ordinary Meeting of Council - Monday 26 February 2018
Page 34
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-4
Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council No specific issues identified. Internal / External Consultation N/A
Ordinary Meeting of Council - Monday 26 February 2018
Page 35
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-5
RP-5
JOINT ORGANISATION NOMINATION
General Manager:
Peter Thompson
Recommendation PLEASE NOTE A LATE REPORT ON THIS MATTER IS TO BE FINALISED FOR INCLUSION AT THE 26 FEBRUARY 2018 ORDINARY COUNCIL MEETING.
Ordinary Meeting of Council - Monday 26 February 2018
Page 36
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-6
ACTIVE TRAVEL PLAN - GRANT FUNDING OFFER
Author: Director:
Ben Creighton Natalie Te Pohe
Analysis:
RP-6
Council has received a funding offer from the NSW Government for the implementation of the Wagga Wagga Active Travel Plan. This report provides information on the funding offer, conditions attached to the funding, proposed community engagement and expected milestone dates.
Recommendation That Council: a
accept the State Government grant offer of $400,000 to develop the Active Travel Plan project
b
accept the State Government grant offer of up to $11,352,600 to implement the Active Travel Plan subject to meeting all Infrastructure NSW project assurance requirements
c
note that a further report will be provided for Council to note the outcome of the Gateway Assessment process which will also provide further information regarding the detailed budget
d
authorise the affixing of Council’s Common Seal to all relevant documents as required
e
approve the budget variation as detailed in the budget section of the report
Report At the 31 October 2016 Council resolved (Res No: 16/001) a
adopt the Active Travel Plan - Cycling
b
endorse Council’s funding application for $785,000 made through Transport for NSW
c
receive a further report on the outcome of the funding application to a future Council meeting
d
note that the preferred routes will be subject to future detailed designs which may lead to alternatives
In September 2016 a funding application was made through the Transport for NSW Cycling Towns funding program for $785,000 to complete the detailed design required for the implementation of the Active Travel Plan. A further application was made in September 2017 seeking funding to progress the implementation of the North South route identified within the Active Travel Plan noting that construction was subject to further community engagement and detailed design.
Ordinary Meeting of Council - Monday 26 February 2018
Page 37
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-6
On 19 January 2018 Council received notice that the Wagga Active Travel Plan had been recognised as a priority cycling project and funding of up to $11,752,600 had been identified for the design and implementation of the Active Travel Plan with $400,000 available immediately to allow further development of the project (Attachment 1). The remaining balance of funding will be released subject to Council satisfying Infrastructure NSW project assurance requirements. In order to complete the Infrastructure NSW project assurance documentation, the preferred routes and final scope of construction works are now required to be determined. A key step in this process is community engagement to ensure the preferred routes best service community needs. It is proposed that this project uses the same engagement methodology that was used for the Wagga Wagga Integrated Transport Strategy. This will include:
Workshops on each route with stakeholders and adjacent land owners
A youth workshop and engagement activities
Individual meetings with adjacent land owners
Councillor workshops and individual Councillor discussions
Ongoing media updates via social media, Council News and TV and Radio interviews
Use of Council’s online “Your Say” and project diary tools. A project page at www.wagga.nsw.gov.au/atp has already been established
Ordinary Meeting of Council - Monday 26 February 2018
Page 38
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-6
A condition of the offered funding is that all grant funds must be expended by 30 June 2020. A summary program identifying project milestone dates is provided below: Milestone
Start Date
Accept funding
Completion Date 26 February 2018
Project development - Engagement - INSW Framework
4 February 2018
29 June 2018
Gateway Assessment
3 July 2018
31 August 2018
Procurement - Design and Construction
3 September 2018
26 November 2018
Contractor lead time
27 November 2018
1 February 2019
4 February 2019
17 April 2020
Design and Construction (Contractors Schedule) Practical Completion Time Contingency
20 April 2020 21 April 2020
All invoices to RMS
29 May 2020 30 June 2020
Financial Implications The $400,000 in funding offered will allow for the development of the Active Travel Plan project. This funding will allow the development of detailed project documentation that is required to meet the Infrastructure NSW project assurance requirements. The remaining funding of up to $11,352,600 will allow Council to proceed with implementing the project. A further report to Council will provide details of the proposed budget allocation from Transport for NSW. Policy and Legislation Active Travel Plan Cycling Wagga Wagga Integrated Transport Strategy and Implementation Plan 2040 (WWITS 2040) Link to Strategic Plan Safe and Healthy Community Objective: We are safe Outcome: We create safe spaces and places
Ordinary Meeting of Council - Monday 26 February 2018
Page 39
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-6
Risk Management Issues for Council Financial - Previous implementation cost estimates were high level only. The final implementation cost will be subject to the routes determined by the community engagement and construction methods. The risks associated with implementing this strategy relate to process, cost, environmental, WHS and contractor performance. These risks are addressed as part of the Council’s project management and contractor performance management systems. Internal / External Consultation Based on Council’s Community Engagement Strategy, Council aimed to involve the community in this process which entails: “To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.” Example: Plans or policies with significant changes, are new, and/or will impact the community or operations of Council. The public exhibition community engagement matrix requires the following when Council is involving the community:
Digital advertising
Website
Drop-in sessions
Stakeholder workshops
Email newsletters
Community meetings
Your Say website
One-on-one meetings
TV/radio advertising
Digital Social media
Print advertising
Media release
Council News
Letterbox drop
Community Engagement Surveys and feedback forms
TIER Involve
Media Direct mail
Rates notices insert
Extensive community consultation was undertaken for the Active Travel Plan and the Wagga Wagga Integrated Transport Strategy 2040 via a variety of methods including:
Online interactive map (2462 website visits, 193 places pinned) Stakeholder visioning workshop (Attendance of 48) Speak out session (Attendance of 60) Stakeholder meetings Moving forward together workbook (121 completed) Drop in shop front
Ordinary Meeting of Council - Monday 26 February 2018
Page 40
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-6
Internal consultation was undertaken with Council’s Finance, Parks Operations, Strategic Planning, Development Services, Infrastructure Services and Community Services divisions. Additional community engagement will be undertaken in accordance with information provided within the body of the report. Attachments 1. Funding Offer 2. Active Travel Plan – Provided under separate cover
Ordinary Meeting of Council - Monday 26 February 2018
Page 41
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 42
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 43
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 44
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 45
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 46
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 47
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 48
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 49
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 50
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Funding Offer
RP-6
Page 51
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-7
RP-7
PROPOSED ASSIGNMENT OF AIRPORT SUB-LEASE - LIGHT AIRCRAFT PRECINCT SITE 17
Author: Director:
Darryl Woods Caroline Angel
Analysis:
A resolution of Council is required for Council to agree to an assignment of sub-lease.
Recommendation That Council: a
agree to assign the Airport sub-lease over Light Aircraft Precinct hangar site 17 as per the details set out in the body of this report
b
delegate authority to the General Manager or their delegate to execute any necessary document on behalf of Council
Report Reference is made to the sub-lease agreement between Council and the partnership of Malcolm George Bennett and Christopher John Brophy (Bennett & Brophy) in relation to Light Aircraft Precinct hangar site 17 at the Wagga Wagga Airport. The current agreement commenced 1 January 2017 and expires 31 December 2019. Two consecutive sub-lease agreements follow with the final agreement expiring 29 June 2025 (the day prior to Council’s head lease expiry). Council has received notification from Bennett & Brophy concerning the completed sale of their hangar to Mr Peter Middleton (Middleton). Accordingly, Bennett & Brophy have requested an assignment of sub-lease to transfer their rights and responsibilities under the sub-lease to Middleton. Subject to a resolution of Council, and satisfaction of the conditions listed below Council Officers have agreed to the assignment request.
Deed of Assignment to be in a form approved by Council’s Solicitors Council’s legal costs are to be borne by the parties to the assignment Council’s administration fee for processing the sub-lease assignment request in the sum of $380 including GST as per Council’s adopted Fees & Charges 2017/18 to be paid All outstanding fees and charges levied against the parties to the assignment must be paid in full Evidence of valid public liability insurance in the sum of not less than $20 million is produced by the assignee
Middleton is an existing sub-lessee at the Airport and is considered a satisfactory assignee. Council will incur no costs in agreeing to the assignment proposal. Financial Implications N/A
Ordinary Meeting of Council - Monday 26 February 2018
Page 52
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-7
Policy and Legislation POL 038 Leasing & Licensing Policy Link to Strategic Plan Community Leadership and Collaboration Objective: City of Wagga Wagga services reflect the needs of the community Outcome: The City of Wagga Wagga has efficient and effective processes Risk Management Issues for Council No specific issues identified. Internal / External Consultation Council’s Solicitors Attachments 1. Location Map - Light Aircraft Precinct
Ordinary Meeting of Council - Monday 26 February 2018
Page 53
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Location Map - Light Aircraft Precinct
RP-7
Page 54
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-8
RP-8
PROPOSED FINANICAL ASSISTANCE PROGRAM - SAN ISIDORE VILLAGE SEPTIC SYSTEM UPGRADE
Author: Director:
Craig Katsoolis Natalie Te Pohe
Analysis:
The proposed Financial Assistance Program – “San Isidore Village Septic Upgrade” was placed on public exhibition on 28 November 2017 until 29 January 2018 with no submissions being received. Council is now requested to consider the adoption of the proposed financial assistance program.
Recommendation That Council: a
notes that there were no submissions received during the exhibition period for the San Isidore Village Septic Upgrade Financial Assistance Program
b
approve the San Isidore Village Septic Upgrade Financial Assistance Program as exhibited being:
b
i
a one off subsidy of up to $690.00 for the upgrading of San Isidore Village ratepayers’ septic systems provided they currently have a registered septic system with Wagga Wagga City Council
ii
evidence of a septic system upgrade and applicable Council fees paid must be submitted when applying for the subsidy with only upgrades carried out since 27 November 2017 (the date Council resolved not to proceed with the San Isidore Village Sewer Scheme) are eligible for the subsidy
iii
the subsidy program is proposed to end 30 June 2020, which will allow upgrades to be undertaken given the removal of the San Isidore Village Sewer Scheme from Council’s future plans
iv
a subsidy may only be claimed once, upon producing paid Council receipts whereby Council will reimburse the amount paid up to a maximum of $690.00
approve the reimbursements associated with the San Isidore Village Sewer Upgrade Financial Assistance Program to be funded from the Sewer Fund
Report Council at its 27 November 2017 Ordinary meeting resolved the following in respect of the San Isidore Village request for Sewer Upgrade Subsidy: That Council: a
decline the offer of funding of $1.43M from the Restart NSW Regional Water and Waste Water Backlog Scheme
b
not proceed with the proposed village sewer scheme for San Isidore
c
place the proposed San Isidore Village Septic Financial Assistance Program on public exhibition from 28 November 2017 to 29 January 2018 and invite public submissions on the proposed program
Ordinary Meeting of Council - Monday 26 February 2018
Page 55
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
d
RP-8
receive a further report following the public exhibition period: (i)
addressing any submission made in respect of the proposed Financial Assistance Program
(ii)
proposing adoption of the Financial Assistance Program unless there are any recommended amendments deemed to be substantial and requiring a further exhibition period
e
communicate the outcome of Council’s decision to residents of San Isidore
f
approve the budget variations as detailed in the financial implications section of the report
The public exhibition period commenced on 28 November 2017 and closed on 29 January 2018. No submissions were received during the exhibition period. Accordingly, it is recommended to Council that this subsidy program be adopted as exhibited. Financial Implications The removal of the San Isidore Village Sewer Scheme project from Council’s longterm financial plan has saved an initial outlay of $5.377M (less $1.43M if grant received) and net annual operating costs of $234,547, which is significant. The estimated maximum total cost of the proposed subsidy based on 123 current San Isidore licence holders would be $84,870 (using the 2017/18 fees and charges rate of $690), which would have an overall minimal impact on the Sewer Reserve, which is the proposed funding source for the reimbursement applications. Policy and Legislation Section 356 of the Local Government Act 1993 and Council Policy POL 078 Financial Assistance are relevant. Link to Strategic Plan Community Leadership and Collaboration Objective: We are informed and involved in decision making Outcome: Everyone in our community feels they have been heard and understood Risk Management Issues for Council Subsidy Claims received pursuant to the Financial Assistance Program will be reviewed and processed by Council’s Finance section following confirmation from Council’s Environmental Health section that the respective onsite sewer system have been upgraded, and evidence of Council fees paid is supplied by the San Isidore Village ratepayer. Internal / External Consultation The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….” Ordinary Meeting of Council - Monday 26 February 2018
Page 56
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-8
Based on Council’s Community Engagement Strategy, Council aimed to involve the community in this process which entails: “To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.” Example: Plans or policies with significant changes, are new, and/or will impact the community or operations of Council. The public exhibition community engagement matrix requires the following when Council is involving the community:
Digital advertising
Website
Drop-in sessions
Stakeholder workshops
Email newsletters
Community meetings
Your Say website
One-on-one meetings
TV/radio advertising
Digital Social media
Print advertising
Media release
Council News
Letterbox drop
Community Engagement Surveys and feedback forms
TIER Involve
Media Direct mail
Rates notices insert
Council has previously undertaken consultation with the San Isidore community including a survey of residents. The opportunities for consultation relating to the consideration of the San Isidore Sewer proposal have included:
August 2015: Survey of San Isidore residents conducted August 2015: Information Session held in San Isidore Village March 2016: Council resolved to proceed with second round of funding August 2016:Update provided at San Isidore Neighbourhood Meeting September 2016: State offers $1.43M (26% of final estimated cost) March 2017: Second Round of Consultation September 2017: Exhibition of Draft Wagga Wagga Activation Strategy 2040 November 2017: Council resolved not to proceed with sewer proposal November 2017: San Isidore Village residents advised of Council’s decision November 2017: Financial Assistance Program placed on exhibition December 2017: Community pop in session held in San Isidore
The proposed San Isidore Village Septic System Upgrade Financial Assistance Program was placed on public exhibition from 28 November 2017 to 29 January 2018, seeking public submissions via print advertising, Council’s website, the Your Say website and social media. No submissions were received during the exhibition period.
Ordinary Meeting of Council - Monday 26 February 2018
Page 57
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-9
RP-9
PROPOSED ROAD OPENING AND CLOSING TREWALLA ROAD, BOOK BOOK
Author: Director:
David Butterfield Natalie Te Pohe
Analysis:
This report concerns the opening and closing of a Council public road at Book Book.
Recommendation That Council: a b
agree to make application to the NSW Department of Industry – Crown Lands & Water Division for closure of a Council public road and the opening of a Council public road within Lot 1 DP 942145 at Book Book upon closure and vesting of the closed road portion in the ownership of Council classify the land as operational land
c
transfer the closed road land portion to the owner of Lot 1 DP 942145 for nil compensation
d
authorise the execution of all necessary documents by the General Manager or their delegate, under seal, if necessary
e
approve the budget variation/s as detailed in the budget section of the report
Report The western portion of Trewalla Road intersecting Tumbarumba Road at Book Book, has been constructed outside the dedicated road reserve and over private land at Lot 1 DP 942145 owned by Philip George Woodhouse (Woodhouse). Consequently, two portions of road unfairly burden Woodhouse’s property: a formed and maintained public road that has not been dedicated to Council, and a dedicated road reserve that does not contain any road infrastructure. This anomaly has occurred because the dedicated road reserve has an unsuitable alignment for intersecting with Tumbarumba Road. To remedy this situation it is proposed to formally close the unformed Council public road on Lot 1 DP 942145 and, at the same time, create a new Council public road where the road infrastructure physically exists. Subject to a resolution of Council, it is intended to transfer the land contained in the unformed road reserve to the landowner in compensation for the land required for the new road reserve. Consent has been received from both the NSW Department of Industry – Crown Lands & Water Division and Woodhouse for the proposal. Costs in relation to this matter include road closure application fees, advertising costs, surveying costs and legal expenses estimated at $8,000 (excluding GST).
Ordinary Meeting of Council - Monday 26 February 2018
Page 58
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-9
Financial Implications The estimated costs of $8,000 are proposed to be funded from Council’s Land Acquisitions Non-Strategic $35,000 annual budget, with costs and commitments as at 31 January 2018 totalling $3,782, leaving a remaining available balance of $31,218. Policy and Legislation Section 377(1)(h) of the Local Government Act is relevant in relation to the exchange of land. Local Government Act 1993 377 General power of the council to delegate (1) A council may, by resolution, delegate to the general manager or any other person or body (not including another employee of the council) any of the functions of the council under this or any other Act, other than the following: (h) the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not including the sale of items of plant or equipment) Link to Strategic Plan The Environment Objective: Create and maintain a functional, attractive and health promoting built environment Outcome: We look after and maintain our community assets Risk Management Issues for Council No specific issues identified. Internal / External Consultation
Commercial Operations Sector Landowner NSW Department of Industry – Lands & Forestry
Attachments 1. Location - Map Trewalla Road Book Book
Ordinary Meeting of Council - Monday 26 February 2018
Page 59
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Location - Map Trewalla Road Book Book
RP-9
Page 60
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-10
RP-10
BOTANIC GARDENS RESTAURANT - APPLICATION OF SEAL TO LEASE AGREEMENT
Author: Director:
David Butterfield Natalie Te Pohe
Analysis:
This report is required to correct an earlier resolution to allow application of Council’s Common Seal by the General Manager under delegation.
Recommendation That Council delegate authority to the General Manager or their delegate to execute the lease and associated documents between Adam John Mclean and the Willans Hill Wagga Wagga (R1440) Reserve Trust under Council’s Common Seal. Report Council resolved at its meeting, 25 July 2016 (resolution of Council 16/194); That Council: a
agree to enter into a new lease with Adam John Mclean for the Botanic Gardens restaurant site known as 43 Tom Wood Drive, Wagga commencing 1 July 2016 upon the terms outlined in this report
b
delegate authority to the General Manager to execute any necessary documents on behalf of Council
c
note and approve the budget variation/s as detailed in the budget section of the report
Registration of the lease and associated documents with Land Registry Services (LRS) is a requirement of NSW Department of Industry – Crown Lands and Water Division (Crown Lands). Upon submission of the lease and associated documents for registration, Council was advised of a requirement for the documents to be re-signed under Council’s Common Seal. In accordance with the delegations provided to the General Manager, the use of the Common Seal of the Council may only be affixed with a specific resolution of the Council. Financial Implications N/A
Ordinary Meeting of Council - Monday 26 February 2018
Page 61
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-10
Policy and Legislation Delegation 2.03 provided by Council to the General Manager is relevant (excerpt below): 2.03 To sign any document required to be executed to give effect to a prior resolution of the Council or which the Council would be required to sign for the purpose listed as follows provided that the Common Seal of the Council shall only be affixed to any document in accordance with a specific resolution of the Council:…the lease of any land or other property… Link to Strategic Plan Community Leadership and Collaboration Objective: City of Wagga Wagga services reflect the needs of the community Outcome: The City of Wagga Wagga has efficient and effective processes Risk Management Issues for Council No specific issues identified. Internal / External Consultation Council’s Solicitors NSW Department of Industry – Crown Lands and Water
Ordinary Meeting of Council - Monday 26 February 2018
Page 62
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-11
RP-11
TRANSFER OF CROWN PUBLIC ROADS TO AUTHORITY OF WAGGA WAGGA CITY COUNCIL
Author: Director:
David Butterfield Natalie Te Pohe
Analysis:
This report concerns the transfer of Crown public roads in Wagga Wagga to the authority of Wagga Wagga City Council.
Recommendation That Council make an application to the Department of Industry – Crown Lands & Water Division to transfer the Crown public roads identified in the body of the report to the authority of Wagga Wagga City Council under the Roads Act 1993. Report Council has received communication from the Department of Industry – Crown Lands and Water Division (Crown Lands) noting that Council has sealed certain Central Business District laneways. As road construction works are not permitted on Crown roads, it was requested that these Crown roads be formally transferred to Council as the roads authority under the Roads Act 1993. A detailed review of Crown lanes and roads in the Wagga urban area followed, which identified that Council has sealed numerous Crown laneways and roads. It is therefore appropriate that these roads also be transferred to the control of Council as the roads authority. Crown Lands have agreed to forgo any fee for the transfer of the roads to Council. Additionally, as Council has already assumed responsibility for maintenance of the roads by undertaking sealing, there is no additional maintenance burden on Council. These roads are identified in the table below. Road
Location of Crown Road
Brewery Lane
Parallel Esplanade and Tompson Street Between Best Street and Thorne Street
Allawah Lane
Parallel Murray Street and Oates Avenue Between Sturt Highway and Tennison Lane
Alpha Lane Parallel Oates Avenue and Thorne Street Between Morgan Street and Sturt Highway Yanda Lane Parallel Thorne Street and Fox Street Between Forsyth Street and Sturt Highway Womboy Lane
Parallel Fox Street and Best Street Between Tompson Street and Sturt Highway
Ordinary Meeting of Council - Monday 26 February 2018
Page 63
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-11
Road
Location of Crown Road
Biroomba Lane
Parallel Best Street and Peter Street Between Sheppard Street and Sturt Highway
Tongaboo Lane
Parallel Peter Street and Baylis Street between Morgan Street and Sturt Highway
Baretta Lane
Parallel Baylis Street and Fitzhardinge Street Between Morrow Street and Sturt Highway
Bardo Lane Parallel Berry and Blake Street between Tompson, Eurdein Lane and Morgan Street Eurdein Lane
Parallel Forsyth Street intersecting on a perpendicular into Bardo Lane
Eulong Lane
Parallel Blake Street and Tarcutta Street between Forsyth and Morgan Street
Yamba Lane
Intersecting Gurwood and Beckwith Streets on right angle
Cadell Parallel Fitzmaurice between numbers 141 to 187 Fitzmaurice Street Place (part) Hampden Avenue (part)
Between Wall Street and Old Hampden Bridge
Glenfield Between Fernleigh Road and Main Southern Railway line Road (part) Fitzhardinge Parallel Baylis Street Between Morgan Street and Sturt Highway Street Railway Parallel Sturt Highway and Coleman Street between Edmonson Street (part) Street ending at lane between Flinders and Richard Street excluding Macleay Street intersection Edmondson Parallel Macleay Street Between Railway Street to Coleman Street Street Sheppard Street
Adjacent The Esplanade, parallel Tompson street between Best Street and Peter Street
Financial Implications N/A Policy and Legislation Roads Act 1993 (NSW) Sections 7, 151, 152 Ordinary Meeting of Council - Monday 26 February 2018
Page 64
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-11
Link to Strategic Plan The Environment Objective: Create and maintain a functional, attractive and health promoting built environment Outcome: We look after and maintain our community assets Risk Management Issues for Council No specific issues identified. Internal / External Consultation Department of Industry – Crown Lands and Water Division Commercial Operations Sector
Ordinary Meeting of Council - Monday 26 February 2018
Page 65
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-12
RP-12
PROPOSED APPLICATION TO CROWN LANDS FOR ADDITIONAL RESERVE PURPOSE
Author: Director:
David Butterfield Natalie Te Pohe
Analysis:
An application to Crown Lands for addition to a reserve purpose must be supported by a resolution of Council.
Recommendation That Council make application to the NSW Department of Industry – Crown Lands and Water Division for the gazetting of an additional reserve purpose of public or community building or facility to Reserve R620060, being the Wagga Cricket Ground at Lot 1 DP 663066, Wagga Wagga. Report Wagga Wagga City Council manages approximately 65 Crown Reserves as trustee on behalf of the NSW Department of Industry – Crown Lands and Water Division (Crown Lands). Each Crown Reserve is reserved for particular public purposes at the time of gazettal. Due to changing uses, changing community expectations and other factors, these reserve purposes occasionally require amendment. Proposed amendments to the Wagga Cricket Ground reserve purpose are detailed below: Current Purpose Public recreation or conservation, athletic sports ground, cricket ground, racecourse
Additional Purpose Public or community building or facility
Comment Reflects the current use of the Raceview Tennis clubhouse as a community building. Promotes additional community uses and multiuse of the site.
Financial Implications N/A Policy and Legislation N/A Link to Strategic Plan Community Place and Identity Objective: We have opportunities to connect with others Outcome: We activate our community spaces to promote connectedness
Ordinary Meeting of Council - Monday 26 February 2018
Page 66
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-12
Risk Management Issues for Council No specific issues identified. Internal / External Consultation NSW Department of Industry – Crown Lands and Water Division Attachments 1. Location Map - Wagga Cricket Ground Reserve
Ordinary Meeting of Council - Monday 26 February 2018
Page 67
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Location Map - Wagga Cricket Ground Reserve
RP-12
Page 68
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
RP-13
COMMUNITY ENGAGEMENT TRUCK - CHARLIE
Author: General Manager:
Brett Koschel Peter Thompson
Analysis:
This report outlines the purchase costs, ongoing costs and feedback for Council’s community engagement truck Charlie.
Recommendation That Council receive and note the report. Report At the 27 November Ordinary meeting of Council, it was resolved (Res No 17/373): That Council: a
receive and note the report
b
at the February 2018 meeting, receive a further report outlining
c
i
the cost to purchase the Charlie Engagement Truck, its associated annual operating costs including preparation time, advertising and fortnightly staffing costs
ii
community feedback/submissions received through the truck in the last 12 months and
iii
a review of its effectiveness
implement the matrix and staff report on activities undertaken inline with identified tier of engagement when recommending documents for adoption following public exhibition
This report addresses item b of the resolution. Background In 2015 Council’s then Strategy and Communications team were looking at ways replace the neighbourhood meeting visits to better engage with residents across the entire Wagga Wagga Local Government Area. An idea for a mobile space, such as a caravan or the like, to visit suburbs and villages was floated and was being investigated. During initial discussions, staff became aware the Riverina Regional Library (RRL) had recently expanded and a mobile library truck was to be auctioned, as it was superfluous to the RRL’s needs. Mock-up designs of what the truck may look like, details of what the truck would be used for were then presented to the Executive Team on Tuesday 28 July 2015. Following endorsement from the executive, staff held a workshop with Councillors on Monday 3 August 2015 to gauge support for the idea of purchasing the truck for engagement and community education purposes. Following endorsement from Councillors, staff attended the auction of the former RRL truck.
Ordinary Meeting of Council - Monday 26 February 2018
Page 69
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Council was successful in purchasing the truck on Wednesday August 5 2015 within the allocated budget. The internals of the truck were then renovated to remove the bookshelves, carpets, desk spaces and fitted out to its current layout. The outer skin of the truck was updated to reflect Council’s adopted Community Engagement Strategy branding and Charlie was officially launched in December 2015. Costs There were several upfront costs associated with the purchase and refit in the 2015/16 budget year. To minimise some of these costs Council sought sponsorship from local businesses to help reduce the cost of the refit. Item Purchase of truck Plumbing & Electrical works Signwriting and outer skin Service desk and joinery TV Furniture and accessories Flooring In kind works / sponsorship (estimate) TOTAL including in kind works/sponsorship Total initial net cost to Council
Cost (GST exclusive) $47,291 (plant reserve) $905 $8,624 $3,416 $1,091 $2,566 $2,800 $5,900 $72,593 $66,693
In kind works were estimated at $5,900, with sponsors given advertising on the rear of the truck and on Council’s Charlie webpage. The running cost for the truck is currently $1,373 per month, which is transferred to the Plant Reserve. Staffing and associated costs Staffing Council’s Marketing and Communications Team are responsible for the delivery of community engagement to the suburbs and villages. Two members of the Marketing and Communications Team are licenced to drive the truck and take turns in attending the visits as part of their normal working week. Charlie visits are a three-hour duration on site, with travel time to and from the location. Additionally, the relevant officer spends about four hours as part of their working week preparing for each visit. This includes collation of information from across each of the relevant areas, coordination of advertising materials, social media promotion and follow up of customer requests from each visit. Depending on the visit location and current Council events or projects in the area at the time, other members of staff are encouraged to attend to provide their expertise. During 2017, a member of the Planning Department attended the visits to discuss planning matters with residents, which was well utilised by the community.
Ordinary Meeting of Council - Monday 26 February 2018
Page 70
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Due to staff maternity leave in the latter part of 2017 a casual driver has been utilised (at $23 p/h) for some visits to cover the resource gap during the maternity leave period. To date this expense has totalled $1,103 which includes on-costs. Advertising Village visits are advertised in coordination with the local progress association, via school newsletters, community newsletters, direct mail into PO boxes via the local post office (at an average cost of approximately $80), via social media boosted posts ($20 per event), on Council’s website and in Council News. In 2017, suburb visits were advertised through Council News, posters in the local area, social media posts and in local school newsletters. Summary of 2017 Charlie visits Between 31 January and 12 December 2017 Charlie made a total of 40 visits across the Local Government Area (LGA). Charlie visited each village twice and generally went to each suburb once. Attendance In the 2017 calendar year, 685 community members visited Charlie as part of the scheduled village and suburb visits. Suburbs The annual total of visitors to Charlie across the suburb schedule was 489. Figure 1 below demonstrates the number of attendees at each suburb visit. The visit to Ashmont had the highest number of attendees. At the Ashmont visit, members of the City Strategy team attended and held a free barbecue to launch the Recreation and Open Space and Community (ROSC) and Activation strategies consultation. The high level of attendees suggests the reach of Charlie visits can be extended through further collaboration with other Council teams who need to consult and the provision of a free barbecue to attract community members.
Ordinary Meeting of Council - Monday 26 February 2018
Page 71
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Figure 1 - Suburb visits attendance numbers
Villages The annual total of visitors to Charlie across the village schedule was 196. As shown below in Figure 2, most villages had higher attendance numbers at their first visit. Anecdotally, attendees at second village visits said people did not have as many issues to raise at the second visit due the first visit being relatively recent. The average number of attendees at each village visit was 11.
Figure2 - Village visits attendance numbers
Ordinary Meeting of Council - Monday 26 February 2018
Page 72
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Customer requests In 2017, 139* customer requests were recorded from Charlie visits. The most commonly received requests were regarding: 1. 2. 3. 4.
Roads Pathways Trees Traffic
*Note: this is not the total number of requests as some requests were recorded against a different source within Council’s corporate system. There were also a large number of requests that did not require a formal customer request to be lodged. Feedback Satisfaction with Charlie Feedback forms were available at all Charlie visits to give participants an opportunity to rate their satisfaction with Charlie and make any comments or suggestions on Council’s approach to community engagement. A total of 48 feedback forms were completed throughout the year. As shown below in Figure 3, the vast majority of participants were either ‘Very satisfied’ or ‘Satisfied’ with the service they received in Charlie.
Figure 3 - Satisfaction with experience in Charlie 1
The majority of comments made on feedback forms were positive regarding Council's approach to community engagement. Indicative responses include: "This is an excellent initiative and I commend Council to continue using Charlie around Wagga Wagga, especially outlying villages. Thank you." "Great idea, better than night meeting" "I think the community truck is a better way for the community because it’s more one on one basis when talking about problems in the area". Ordinary Meeting of Council - Monday 26 February 2018
Page 73
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Some participants requested that community engagement continue on a regular basis, for example: "Continue support on a more regular basis. Open conversation keeps people informed and happy". At the second round of village visits, a simplified feedback mechanism was introduced where participants placed a magnet under a smiley, neutral or sad face to indicate their satisfaction Charlie. A total of 26 attendees utilised this feedback mechanism. As shown below in Figure 4, the majority of participants selected a smiley face indicating they were satisfied with the service.
Figure 4 - Satisfaction with experience in Charlie 2
Review Promotion of Charlie Charlie visits were scheduled for nearly every week outside of school holidays, which meant mass promotion was too costly, as it would have had to run all-year round. Promotion was targeted however, due to budget constraints, the approach was not as effective as it could be; eg cost undertake flyer drops for each suburb. Cold weather and short days in the winter months also proved to be a barrier for people coming in to the truck, even in high profile locations. To counter some of these issues it is proposed to cluster village visits for 2018 in March/April and November each year, with additional visits to 10 locations. Delivery of Charlie The introduction of Charlie as a community engagement tool has been very well received by the community and staff alike. Charlie is not only a resource for community engagement, but also a resource for all Council business units to utilise to help them proactively connect with our community.
Ordinary Meeting of Council - Monday 26 February 2018
Page 74
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Over 2016 and 2017 Charlie has travelled more than 3000 kilometres across the Local Government Area conducting community engagement sessions in villages and local suburbs, attending events, visiting staff for work health and safety information sessions and utilised as a mobile site office. Other visits included:
Wagga Wagga Integrated Transport Strategy consultation Australia Day CSU Market Day New residents welcome Regional Events Conference Wagga View Community Strategic Plan roadshow Northern Sporting precinct consultation Harris Park masterplan consultation Lake Run and Ride Careers Expo
Council has recognised the importance of having a resource like Charlie and the truck now forms part of Council’s Business Continuity Plan and is listed as a critical asset as part of the plan. Council has received several calls from other councils (Mount Gambier and Wodonga) and stakeholders (Charles Sturt University) who have been interested in adopting something similar for their community and business needs. Proposed 2018 schedule It is proposed to cluster village visits for 2018 in March/April and November each year, with additional visits to 10 suburban locations - chosen for their high profile nature and central location, or due to the strong sense of community and connection to the previous Neighbourhood Meeting schedule. The following schedule is proposed: March 5-22: Visits to all nine villages over three weeks, between 4-7pm (selected days between Monday and Friday) 27 March- 11 April: Visits to Apex Park, Ashmont, Jubilee Park, Botanic Gardens and Harris Park over three weeks, between 3-6pm (selected days between Monday and Friday) October: Visits to Forest Hill, North Wagga, northern suburbs (Estella), Gumly Gumly and San Isidore over two weeks, between 3-6pm (selected days between Monday and Friday) November: Visits to the nine villages over three weeks, between 4-7pm (selected days between Monday and Friday).
Ordinary Meeting of Council - Monday 26 February 2018
Page 75
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-13
Free BBQ Marketing and Communications, in conjunction with City Strategy, has recently purchased a BBQ trailer for use at engagement and Council events. By reducing the number of suburb visits, it will be possible to resource a free sausage sizzle for the suburb visits in 2018. This has proven to be a drawcard for the community when it has been undertaken previously. Marketing The approach to promotion in villages, which primarily consists of flyer drops in letterboxes and through local contacts and primary schools will not change, as these methods have proven very successful in the past. However, a new approach for the suburb visits will include the following: Late March – early April: as all these locations are considered central to the city as a whole and a high level approach to marketing will be undertaken including; radio and TV adverts, social media promotion, media opportunities as well as publication in school newsletters (where possible). October: This marketing approach will be more targeted and involve flyer drops, social media and school newsletters. Financial Implications The total initial net cost to Council for the purchase of the Charlie Truck was $66,693. The ongoing running costs to the organisation is currently $1,373 per month which is transferred back into the plant reserve. Policy and Legislation Wagga Wagga City Council Community Engagement Strategy Link to Strategic Plan Community Leadership and Collaboration Objective: We are informed and involved in decision making Outcome: Everyone in our community feels they have been heard and understood Risk Management Issues for Council Social and reputational – if Council does not act on feedback and requests from the community people may become increasingly disengaged from Council and civic engagement. Internal / External Consultation Feedback was received as part of the 2017 community engagement visits to all nine villages as well as the suburbs visits across the Wagga Wagga Local Government Area. The 2017 engagement schedule was promoted with a media launch, media release and Council News story, print advertising, website and social media. Ordinary Meeting of Council - Monday 26 February 2018
Page 76
Consult Involve Collaborate
Ordinary Meeting of Council - Monday 26 February 2018
Page 77
Digital advertising
Website
TIER Email newsletters
Community Engagement Social media
Surveys and feedback forms
Drop-in sessions
Stakeholder workshops
Community meetings
Your Say website
Media One-on-one meetings
TV/radio advertising
Print advertising
Media releases
Mail Council news
Letterbox drop
Direct mail
Rates notices insert
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018. RP-13
Digital
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-14
RP-14
AUDIT, RISK AND IMPROVEMENT COMMITTEE CHARTER
Author: General Manager:
Carolyn Rosetta-Walsh Peter Thompson
Analysis:
The Audit, Risk and Improvement Committee has considered Council’s feedback on the Audit, Risk and Improvement Committee Charter and has made further amendments to the Charter in response. The Committee recommends Council adopts the revisions.
Recommendation That Council adopts the revised Audit, Risk and Improvement Committee Charter. Report The Audit, Risk and Improvement Committee is an Advisory Committee to Council pursuant to and in accordance with provisions contained in Section 355 of the Local Government Act 1993 (the Act). The Committee was initially established by Council Resolution No 07/008.5 on 26 February 2007. The Committee was reconfirmed by the following Council Resolutions: No 12/304 on 22 October 2012; and No 16/276 on 31 October 2016. Following Council’s consideration of the Committee’s Charter at its Ordinary Council meeting held 29 January 2018, the following amendment was moved: “That Council adopts the revised Audit, Risk and Improvement Committee Charter with the following amendments: (i)
revert the Charter to maintain the current practice of the committee voting on the chair and deputy chair rather than them being recommended by an Assessment Panel
(ii)
remove the wording “and review and concur in the appointment, replacement and dismissal of the Chief Audit Executive” on page 9
(iii)
remove the dot point “At least once per year, review the performance of the Chief Audit Executive.” on page 9
(iv) re-insert the dot point “Periodically review the performance of Internal Audit” on page 10” Following debate, it was resolved (Res No 18/019) following a further amendment: “That Council: a
defer adoption of the Audit, Risk and Improvement Committee Charter
b
refer alternate resolution back to the Committee for consideration
c
receive a further amended charter for further consideration”
Ordinary Meeting of Council - Monday 26 February 2018
Page 78
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-14
The Committee reviewed the feedback provided by Council at its meeting held 9 February 2018. Following discussion, the Committee made amendments in relation to the Committee’s role in the appointment, replacement, dismissal and performance of the Chief Audit Executive and the selection process for the Committee’s Chairperson and Deputy Chairperson. The Committee’s recommendation includes suggested amendments to POL 117 Appointment of Organisation Community and Individual Citizen Members to Council Committees Policy to clarify the recruitment process for independent members going forward. A review of POL 117 has now commenced. In addition to the matters outlined above, the amendments to the Charter include: An introduction to the purpose of Audit, Risk and Improvement Committees Updates to the responsibilities of the Committee to further conformance with the Institute of Internal Auditors (IIA) International Professional Practices Framework (IPPF) Refine the meeting requirements of the Committee Confirm the attendance requirements of the Chief Audit Executive and other staff at Committee meetings Review the assessment of the Committee’s performance to occur annually rather than every two years General updates to the Charter as a result of the appointment of the Chief Audit Executive The Audit, Risk and Improvement Committee recommends the Charter with amendments attached to Council for adoption. Financial Implications N/A Policy Audit, Risk and Improvement Committee Charter Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council No specific issues identified. Internal / External Consultation Audit, Risk and Improvement Committee Attachments 1. Draft Audit, Risk and Improvement Committee Charter - February 2018 Ordinary Meeting of Council - Monday 26 February 2018
Page 79
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Ordinary Meeting of Council - Monday 26 February 2018
RP-14
Page 80
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 81
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 82
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 83
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 84
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 85
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 86
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 87
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 88
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 89
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 90
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 91
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 92
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 93
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft Audit, Risk and Improvement Committee Charter - February 2018
RP-14
Page 94
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-15
RP-15
REQUEST FOR SPONSORSHIP FOR REGIONAL INNOVATION AND SMALL BUSINESS CONFERENCE IN WAGGA WAGGA
Author: Director:
Andrew Stockman Natalie Te Pohe
Analysis:
This report considers a request for sponsorship for a proposed conference, which will be held in Wagga Wagga from 21 to 23 August 2018. A total of $10,000 is being sought from Council by the organiser 8 Point 8. Sponsorship will be for a breakfast event with 200 local and regional business attendees, which will help promote regional innovation and entrepreneurship.
Recommendation That Council: a
approve $10,000 of sponsorship funding for the breakfast event at the 8 point 8 conference being held 23 August 2018
b
collaborate with the event organisers on the agenda for the breakfast with the aim of signalling Council’s support for building economic links and innovation between regional Australia and larger cities
c
approve the budget variation/s as detailed in the budget section of the report
Report Following the successful Regional Pitchfest event held last year, and in response to feedback received from businesses, local company 8 Point 8 is proposing to hold a follow-up event in Wagga Wagga from 21 to 23 August 2018, focussing on the economic opportunities from our growing small business community. Conference organisers are requesting sponsorship for the event (see more detailed proposal in Attachment 1). The aim of the event is to bring together 200 attendees in Wagga Wagga from private, public and education sectors, alongside prospective investors, to work together and learn about and progress opportunities from innovative activities in Regional Australia. These sectors are likely to be significant drivers of future economic and employment growth, and support is needed to ensure that local innovative firms are working with larger hubs to ensure ideas and knowledge is transferred into new products and new services sold into existing and new markets. Significant economic activity will be generated by the event if it is able to attract 200 attendees (boost to accommodation, retail, food and drink, transport and other sectors). Further details of the proposal are contained in the attachment to this report. Financial Implications It is proposed to fund this $10,000 financial sponsorship from within Council’s 2018/19 operating budget for Economic Development.
Ordinary Meeting of Council - Monday 26 February 2018
Page 95
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-15
Policy and Legislation Compliance with the provision of Section 356 of the Local Government Act. Link to Strategic Plan Growing Economy Objective: We are a Regional Capital Outcome: We attract and support local businesses and industry Risk Management Issues for Council If the proposal is approved, financial and reputational risks could be mitigated by requesting Council officers sit on the organisation committee. If the proposal is rejected the event could be held elsewhere with loss of economic activity to another regional city. Internal / External Consultation Internal consultation has been held with the Strategic, Tourism and Events and Finance teams across Council. Attachments 1. Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
Ordinary Meeting of Council - Monday 26 February 2018
Page 96
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 97
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 98
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 99
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 100
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 101
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 102
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 103
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 104
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Proposal for sponsorship for Regional Innovation and Small Business conference in Wagga
RP-15
Page 105
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-16
RP-16
POL 046 PROCESSING DEVELOPMENT APPLICATIONS LODGED BY COUNCILLORS, STAFF AND INDIVIDUALS OF WHICH A CONFLICT OF INTEREST MAY ARISE, OR ON COUNCIL OWNED LAND POLICY
Author: General Manager:
Paul O'Brien Peter Thompson
Analysis:
The POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy is presented to Council for adoption following placement on public exhibition.
Recommendation That Council: a
note that there were no submissions received during the exhibition period for POL 046 Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
b
adopt POL 046 Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
Report Council, at its meeting on 27 November 2017, resolved: That Council: a
endorse the draft POL 046 Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy, that is to be placed on public exhibition from 28 November 2017 to 29 January 2018 and invites public submissions on the draft policy
b
receive a further report following the public exhibition and submission period: i
addressing any submissions made in respect of the proposed POL 046 Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
ii
proposing adoption of the Policy unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period
The Policy was placed on public exhibition for an extended period from 28 November 2017 to 29 January 2018. The exhibition period concluded on 29 January 2018 with no submissions being received. It is recommended to Council that this Policy be adopted as exhibited.
Financial Implications Ordinary Meeting of Council - Monday 26 February 2018
Page 106
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-16
N/A Policy and Legislation POL 046 Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy. Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council Council has a responsibility to ensure that there are clear and transparent guidelines for applications involving Individuals of which a Conflict of Interest may arise, or on Council Owned Land. Internal / External Consultation Council has consulted with the Corporate Review Committee and the Executive Team in the update of this policy. Attachments 1. POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
Ordinary Meeting of Council - Monday 26 February 2018
Page 107
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 108
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 109
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 110
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 111
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 112
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 113
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 114
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 115
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 046 - Processing Development Applications Lodged by Councillors, Staff and Individuals of which a Conflict of Interest may arise, or on Council Owned Land Policy
RP-16
Page 116
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-17
POL 048 STREET TREE POLICY
Author: Director:
Stephen Jewell Caroline Angel
Analysis:
RP-17
Amendments to POL 048 Street Tree Policy are presented to Council for adoption following placement on public exhibition.
Recommendation That Council: a
note that there was one submission received during the exhibition period for POL 048 Street Tree Policy
b
adopt POL 048 Street Tree Policy with the single amendment noted
Key Reasons Draft POL 048 Street Policy was placed on Public Exhibition from 28 November 2017 until 29 January 2018. During this period, Council received one submission. The contents of the submission related to planting of trees within the Lloyd low groundwater recharge areas. The submission refers mainly to low-level operational arrangements such as watering of trees and to the planting trees inside properties, which is outside the scope of the policy. A response has been provided directly to the person who lodged the submission. In regards to the general concerns raised, section 2.7 of the draft Policy states: 2.7 Consultation Council will consult with affected stakeholders during the planning stages of specific streetscape replanting programs. This section allows for concerns such as those raised in the submission to be addressed at an early stage. A single change is recommended to the Policy as publicly displayed. Section 2.6 of the draft Policy states, in part: 2.6 Street Tree Removal Council will consider removing a street tree where: the tree is dead the tree is in a state of decline to the point that survival is unlikely the tree is causing significant damage to infrastructure or services, as well as presenting an unacceptable level of risk to surrounding infrastructure if retention of the tree is not possible due to an approved development.
Ordinary Meeting of Council - Monday 26 February 2018
Page 117
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-17
A fifth dot point is recommended, reflecting discussion at a recent Council forum. The recommended addition is: 
the tree is identified by a suitably qualified person as representing a significant safety hazard
This amendment is not deemed to be significant and as such the Policy does not require a further public exhibition period. Therefore, it is recommended to Council that this Policy be adopted as exhibited with the single amendment noted. Financial Implications N/A Policy and Legislation POL 048 Street Tree Policy Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council No specific issues identified. Internal / External Consultation N/A Attachments 1. POL 048 Street Tree Policy
Ordinary Meeting of Council - Monday 26 February 2018
Page 118
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 119
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 120
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 121
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 122
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 123
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 048 Street Tree Policy
RP-17
Page 124
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-18
POL 075 INVESTMENT POLICY
Author: Director:
Carolyn Rodney Natalie Te Pohe
Analysis:
RP-18
Amendments to POL 075 Investment Policy are presented to Council for adoption following placement on public exhibition.
Recommendation That Council: a
notes that there were no submissions received during the exhibition period for POL 075 Investment Policy
b
adopts POL 075 Investment Policy
Key Reasons Council, at its meeting of 18 December 2017, resolved: That Council: c
endorse the draft POL 075 Investment Policy, that is to be placed on public exhibition from 19 December 2017 to 29 January 2018 and invite public submissions on the draft policy in this period
d
receive a further report following the public exhibition and submission period: i
addressing any submissions made in respect of the proposed POL 075 Investment Policy
ii
proposing adoption of the Policy unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period
This Policy was placed on public exhibition from 28 November 2017 until 29 January 2018 with no submissions received. Accordingly, it is recommended to Council that this Policy be adopted as exhibited. Financial Implications The content contained within Council’s Investment Policy determines the types of investment products that Council may invest in, which has an impact on the level of investment return that Council is able to achieve. Policy and Legislation POL 075 Investment Policy Local Government Act 1993, Section 8B and Section 625 Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Ordinary Meeting of Council - Monday 26 February 2018
Page 125
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-18
Risk Management Issues for Council The Investment Policy attempts to mitigate the potential loss of investment income or capital resulting from ongoing management of investments, especially during difficult economic times. Council officers report monthly to Council on the monthly investment portfolio performance and position. Internal / External Consultation Council’s independent financial advisor, Imperium Markets (previously CPG) have reviewed the Policy and have provided adjustments where necessary. Based on Council’s Community Engagement Strategy and the community engagement matrix, officers invited submissions through the following mechanisms:
TIER Consult
Digital advertising
Website
Email newsletters
Digital Social media
Surveys and feedback forms
Drop-in sessions
Stakeholder workshops
Community meetings
Your Say website
One-on-one meetings
TV/radio advertising
Community Engagement Print advertising
Media release
Council News
Letterbox drop
Media Direct mail
Rates notices insert
Attachments 1. POL 075 Investment Policy
Ordinary Meeting of Council - Monday 26 February 2018
Page 126
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 127
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 128
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 129
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 130
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 131
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 132
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 133
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 134
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 135
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 136
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 137
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 138
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 139
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 140
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 141
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 142
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 143
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: POL 075 Investment Policy
RP-18
Page 144
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-19
RP-19
POL 079 RISK MANAGEMENT POLICY
Author: General Manager:
Nicole Johnson Peter Thompson
Analysis:
Amendments to POL 079 Risk Management Policy are presented to Council for adoption following placement on public exhibition.
Recommendation That Council: a
notes that there were no submissions received during the exhibition period for POL 079 Risk Management Policy
b
adopts POL 079 Risk Management Policy
Key Reasons Council, at its meeting of 27 November 2017, resolved: That Council: a
endorse the draft POL 079 Risk Management Policy, that is to be placed on public exhibition from 28 November to 29 January 2018 and invites public submissions on the draft Policy
b
receive a further report following the exhibition and submission period: i
addressing any submissions made in respect of the proposed POL 079 Risk Management Policy
ii
proposing adoption of the Policy unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period
This Policy was placed on public exhibition from 28 November 2017 until 29 January 2018 with no submissions received. Accordingly, it is recommended to Council that this Policy be adopted as exhibited. Financial Implications N/A Policy and Legislation POL 079 Risk Management Policy Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Ordinary Meeting of Council - Monday 26 February 2018
Page 145
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-19
Risk Management Issues for Council No specific issues identified. Internal / External Consultation N/A Attachments 1. Draft POL 079 Risk Management Policy
Ordinary Meeting of Council - Monday 26 February 2018
Page 146
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 147
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 148
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 149
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 150
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 151
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 152
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 153
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Draft POL 079 Risk Management Policy
RP-19
Page 154
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-20
HARRIS PARK MASTER PLAN - STAGE 1 DEVELOPMENT
Author: Director:
Peter Cook Natalie Te Pohe
Analysis:
RP-20
In 2017 Council adopted a Master Plan for the upgrade of Harris Park that included the removal of the existing perimeter fencing and the development of junior fields. Council has recently received grant funding from Department of Housing to compliment funding previously allocated by Council to undertake Stage One of the Master Plan. Wagga Rugby League (WRL) have requested that they be appointed to deliver the project in order to maximise the number of Master Plan elements that can be completed in Stage One.
Recommendation That Council: a
in accordance with s55(3)(i) of the Local Government Act 1993, not invite tenders for a proposed project delivery contract for the upgrade of Harris Park
b
note the reason for not a calling tenders is on the grounds that Council is satisfied that inviting tenders would not achieve a satisfactory result due to the unavailability of competitive tenderers as Wagga Rugby League will utilise significant in-kind and volunteer contributions to deliver the project
c
authorise the General Manager or their delegate to enter into a contract with Wagga Wagga Rugby League for the development of Harris Park in the lump sum amount of $216,559 excluding GST
d
authorise the affixing of Council’s common seal to documents as required
Report In September 2015, Council resolved to develop a Master Plan to determine the future requirements for Harris Park. Following stakeholder and community consultation a draft Master Plan was developed. The Master Plan was adopted at the June 2017, Ordinary Meeting of Council. There is funding of $216,559 allocated in the 2017/18 financial year to complete items contained within the Master Plan. This amount is inclusive of grant funds of $45,455 received from NSW Department of Housing. The grant submission for Stage One of the Harris Park development submitted to Department of Housing identified Master Plan elements that were to be included within Stage 1. These included:
Remove existing boundary fence and hedge Disposal at Gregadoo Tip Removal of trees for new fields Junior Fields - Earthworks / profile establishment Junior Fields - Growing media establishment
Ordinary Meeting of Council - Monday 26 February 2018
Page 155
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-20
Junior Fields - Subsoil drainage Junior Fields - Irrigation installation Boundary Fence chain mesh 1.8m high Junior Fields - Grass establishment Junior Fields - Wet weather shelter
In order to obtain best value for the project and to ensure that the maximum amount of volunteer contributions can be realised, WRL has requested that it be permitted to manage the overall project in partnership with Council. WRL state that by managing the project that they will be able to add significant value through the completion of additional items from the Harris Park Master Plan that are not currently in the scope for this Stage. This would include the extension of the internal perimeter road with an estimated cost of $98,020. This project delivery model would be achieved through Council entering into a contract with WRL for the delivery of Stage 1 in its entirety. The proposed contract would have clauses that outline both parties’ obligations during the planning, construction and defect liability phases of the project. All newly constructed facilities will become Council assets. Council has entered into similar agreements previously with WRL including the installation of drainage at Harris Park and various McDonalds Park developments. These projects have delivered excellent value with the Council funding and have produced highly utilised venues post development. Financial Implications Council has a total budget of $217,048 for the implementation of the Harris Park Master Plan. To date, $498 has been expended, leaving $216,550 budget remaining. WRL will be responsible for construction of Stage 1 of the Harris Park Master Plan whereby the assets would transfer to the Council upon completion. Policy and Legislation Harris Park Master Plan Draft Recreation Open Space and Community Strategy Local Government Act 1993 55 What are the requirements for tendering? (3) This section does not apply to the following contracts: (i) a contract where, because of extenuating circumstances, remoteness of locality or the unavailability of competitive or reliable tenderers, a council decides by resolution (which states the reasons for the decision) that a satisfactory result would not be achieved by inviting tenders
Ordinary Meeting of Council - Monday 26 February 2018
Page 156
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-20
Link to Strategic Plan Safe and Healthy Community Objective: We promote a healthy lifestyle Outcome: We promote participation across a variety of sports and recreation Risk Management Issues for Council The risks associated with implementing this Master Plan relate to process, cost, environmental, WHS and contractor performance. These risks will be addressed as part of the Council’s project management and contractor performance management systems. Internal / External Consultation Internal consultation has been undertaken with the City Strategy, Parks Operations and Social Planning divisions. External consultation has been undertaken with Wagga Rugby League and South City Bulls Attachments 1. Wagga Rugby League Letter 2. Harris Park Master Plan 3. Harris Park Implementation Plan
Ordinary Meeting of Council - Monday 26 February 2018
Page 157
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Wagga Rugby League Letter
RP-20
Page 158
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Wagga Rugby League Letter
RP-20
Page 159
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 2: Harris Park Master Plan
RP-20
Page 160
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 3: Harris Park Implementation Plan
RP-20
Page 161
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-21
RP-21
AUDIT, RISK AND IMPROVEMENT COMMITTEE INDEPENDENT MEMBER REMUNERATION
Author: General Manager:
Nicole Johnson Peter Thompson
Analysis:
It is proposed that Council review the fees payable to the independent members of Council’s Audit, Risk and Improvement Committee.
Recommendation That Council approve: a
the payment of $1,200 per meeting to the Chairperson and $1,000 per meeting to each independent member for attendance at Council’s Audit, Risk and Improvement Committee meetings effective from 1 July 2018
b
that the above fees remain exclusive of GST and inclusive of all travel, accommodation, preparation and on costs
c
a future annual adjustment of the fees paid to the Chairperson and independent members in line with the rate pegging index
d
the inclusion of any change in cost in the Long Term Financial Plan
Report In March 2011, Council resolved the fee structure for the independent members of the Audit and Risk Committee (at the time), based on qualifications, skills and time commitment required. The fees were determined to be: Role Chairperson Independent Committee Member
Payment per meeting attended $500 $400
The above fees exclude GST and are inclusive of all preparation costs, travel and oncosts. In February 2015, a recommendation was made to Council to review the remuneration of independent members of the Audit and Risk Committee in line with research conducted at that time (to $600 for the Chair and $500 for Committee members). Council resolved (Res No 15/039): “That Council endorse that remuneration fees for independent external members of Councils (sic) Audit and Risk Committee remain unaltered for the term of this Council.” In March 2017, given the term of Council referenced above ended in September 2016, Council again resolved that remuneration fees for independent external members remain unaltered (Res No 17/071). However, it was noted within the report to Council that a review of the Committee’s remuneration was expected over the current term and that the recommendation to Council to continue the current level of remuneration was short term.
Ordinary Meeting of Council - Monday 26 February 2018
Page 162
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-21
As such, it would appear that the fees to independent members of the Audit and Risk Committee have remained unchanged since March 2011. Following is a table of results of research conducted of 19 NSW councils.
Whilst there is still a varying range of fees across councils, movement is towards the $1,000 to $1,999 range. Of the eight councils researched within the $1,000 to $1,999 range, the average fees were:  Chair - $1,293  Members - $989 The following chart provides an analysis of the shift in Audit Committee Remuneration based on research conducted by Wagga Wagga City Council Internal Audit staff.
* Sample size 2013 = 22 and 2017 = 19 Ordinary Meeting of Council - Monday 26 February 2018
Page 163
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-21
Whilst the Department (now Office) of Local Government’s Internal Audit Guidelines acknowledge the skill set required of independent Committee members, and recommends that fees be payable to such members, there is no guidance on the appropriate level of remuneration. In July 2016, NSW Treasury and the NSW Department of Finance, Services Innovation released Scheme Conditions for its Prequalification Scheme: Audit and Risk Committee Independent Chairs and Members Scheme. The rates applicable within the Scheme Conditions as at 1 February 2011 (ex GST) are noted below (recognising Wagga Wagga City Council would fall into the Medium Agency size category):
It is recommended that Council:
review the fees paid to independent members of the Audit, Risk and Improvement Committee, to: $1,200 per meeting to the Chairperson and $1,000 per meeting to each independent member for attendance at Audit, Risk and Improvement Committee meetings effective from 1 July 2018 maintain the fees are exclusive of GST and inclusive of all travel, accommodation, preparation and on costs provides for future increases in such fees through an annual adjustment in line with the rate pegging index confirm that the increase in cost be included in the Long Term Financial Plan
Independent membership of the Committee currently consists of the Chairperson and three independent members. Financial Implications The 2017/18 budget for Audit, Risk and Improvement Committee Services is $11,600 which is based on an estimate of seven meetings per year.
Ordinary Meeting of Council - Monday 26 February 2018
Page 164
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-21
The most recent review of the ARIC Charter confirms that the number of meetings held each year will reduce to five per year. As a result, the above recommendation would require budget of $21,000 in the first year. The current 2018/19 long term financial plan process currently being undertaken is considering an increase in budget to $20,000. Policy and Legislation N/A Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council The Audit, Risk and Improvement Committee assists Council by monitoring its risk exposure and determining if management systems have appropriate risk management processes in place. The risk to Council is the ability to attract and retain adequately qualified and dedicated Committee members to meet their responsibilities in support of Council. Internal / External Consultation N/A
Ordinary Meeting of Council - Monday 26 February 2018
Page 165
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-22
RP-22
RESPONSES TO QUESTIONS/BUSINESS WITH NOTICE
Author: General Manager:
Scott Gray Peter Thompson
Analysis:
The following is a Response to Questions/Business with Notice arising from the Ordinary Council Meetings held on 29 January 2018.
Recommendation That Council receive and note this report. Report 1.
Councillor V Keenan requested an update on what actions Council have implemented on River Safety after her Notice of Motion at the January 2017 Ordinary Council Meeting and the subsequent report at the December 2017 Ordinary Council Meeting. She would also like to pass on her condolences to the family and friends regarding the recent drowning at the Wagga Wagga Beach.
Response provided by City Strategy
The web domain name www.wagga.nsw.gov.au/riversafety was launched in December 2017 with content in English. Early this year Council will be looking to add multi-lingual content in the form of downloadable brochures to the site.
Sponsored Facebook posts and Twitter posts ran over the holiday period promoting River Safety. These linked to Royal Lifesaving Information as well as Council’s own river safety web page. (Total reach 34,774 Views)
A story in the Council news promoting River safety ran just prior to Christmas.
The sign for The Rocks were designed and installed prior to Christmas. Due to the short time frame following the Council report this was prioritised as The Rocks area was identified in the Royal Lifesaving report as being higher risk. This has a multi-lingual warning in six languages.
The Wagga Beach signs were installed in the week beginning 5 February 2018. These also have a multi-lingual warning in six languages.
The signs at both The Rocks and the Wagga Beach are replacing existing signage with larger more prominent versions that have a multi-lingual warning.
Preliminary work has commenced on the Inland Water Safety Management Plan. This will involve significant consultation with agencies such as Police, SES and Royal Lifesaving. It is anticipated that a draft will be completed in 10-12 weeks.
Ordinary Meeting of Council - Monday 26 February 2018
Page 166
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
RP-22
Contact has been made with Orange City Council regarding the Bush Nippers program. We are awaiting further information from them as to how this program operates.
Discussions have been held with Royal Lifesaving NSW and Surf Lifesaving NSW regarding the implementation of a bush nippers program. Royal Lifesaving have indicated that they aren’t resourced to coordinate such a program. We are awaiting further information from Surf Lifesaving about the programs that they run.
Discussions have been held with the SES about partnering with them in a program that they are undertaking in conjunction with Royal Lifesaving NSW. This program will see the SES produce a series of ads/interviews promoting water safety with a focus on the river. These ads will be providing advice as to how people can better protect themselves when using the river.
Financial Implications N/A Policy and Legislation Code of Meeting Practice Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We have leaders that represent us Risk Management Issues for Council No specific issues identified. Internal / External Consultation N/A
Ordinary Meeting of Council - Monday 26 February 2018
Page 167
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
M-1
COMMITTEE MINUTES M-1
AUDIT, RISK AND IMPROVEMENT COMMITTEE MINUTES - 9 FEBRUARY 2018
Author: General Manager:
Carolyn Rosetta-Walsh Peter Thompson
Recommendation That Council endorses the recommendations contained in the minutes of the Audit, Risk and Improvement Committee Meeting held on 9 February 2018. Report Report from the Chairperson The unconfirmed minutes of the Audit, Risk and Improvement Committee meeting of 9 February are attached for the information of Councillors. The Committee welcomed the new General Manager and appreciated his positive approach to governance issues. An important issue for the Committee was the review of the Audit, Risk and Improvement Committee Charter as requested by Council. The Council resolution sponsored by Councillors Hayes and Keenan was comprehensively debated and changes were made to the document originally proposed. There were inevitable compromises but the resulting document emerged with strong consensus support from members and is recommended for adoption by Council. As part of a series of presentations by senior Council managers about the functions of their areas and how risks are identified and addressed, the Committee heard from David Butterfield, the Manager Procurement Services. On the basis of the presentation and the answers given to questions from the Committee, members formed the view that this area of the Council’s operations is professionally managed and that the inherent risks involved in procurement are subject to effective controls. This is an ongoing challenge. In the absence of the General Manager and Council staff, the Committee considered a submission to the consultants charged with drafting Key Performance Indicators for the new General Manager. The Committee’s object is to ensure that governance issues are not just taken for granted as part of the General Manager’s remit but, rather, are clearly identified, valued and measured. This initiative is thought to be the first time a Council audit committee in NSW has sought to express its expectations of the CEO. The Committee also received a presentation from the NSW Audit Office and reviewed the planning document for the external audit. The Audit Office is in its second year as the Council’s auditor and the exercise is proceeding well. Finally, the minutes indicate the Committee’s determination to hold management to account in relation to agreed improvements arising from internal and external audits. Ordinary Meeting of Council - Monday 26 February 2018
Page 168
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
M-1
The Committee is generally pleased with the approach taken by management over the past year to clear up the implementation backlog and welcomes the support of the new General Manager in this regard. I would be happy to respond to any member of Council on these matters or on any issue covered by the Committee’s Charter. I may be contacted at brycemcnair@gmail.com. Bryce McNair BEc LLB Independent Chairperson Audit, Risk and Improvement Committee Financial Implications Council has granted certain authorities to the Audit, Risk and Improvement Committee within the scope of its role and responsibilities, as defined within its Charter. As an advisory committee to Council, the Audit, Risk and Improvement Committee has no authority to action items that may have a budget and/or resource implication outside of this authority unless Council resolves to adopt the recommendations. There are no budgetary implications associated with the minutes of the 9 February 2018 Audit, Risk and Improvement Committee meeting. Policy and Legislation Audit, Risk and Improvement Committee Charter Link to Strategic Plan Community Leadership and Collaboration Objective: We have strong leadership Outcome: We are accountable and transparent Risk Management Issues for Council The Audit, Risk and Improvement Committee assists Council by monitoring its risk exposure and determining if management systems have appropriate risk management processes in place. Internal / External Consultation N/A Attachments 1. Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
Ordinary Meeting of Council - Monday 26 February 2018
Page 169
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 170
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 171
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 172
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 173
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 174
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 175
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 176
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
Attachment 1: Minutes - Audit, Risk and Improvement Committee Meeting - 9 February 2018
M-1
Page 177
Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018.
QUESTIONS/BUSINESS WITH NOTICE
Ordinary Meeting of Council - Monday 26 February 2018
Page 178
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-1
CONFIDENTIAL REPORTS CONF-1
APPOINTMENT OF COMMUNITY MEMBERS TO THE FLOODPLAIN RISK MANAGEMENT ADVISORY COMMITTEE
Director:
Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (a)
personnel matters concerning particular individuals.
Confidential Meeting of Council - Monday 26 February 2018
Page 179
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-2
CONF-2
PROPOSED AIRPORT SUB-LEASE RENEWAL TO BP AUSTRALIA PTY LIMITED
Author: Director:
Darryl Woods Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (c)
information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.
Confidential Meeting of Council - Monday 26 February 2018
Page 180
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-3
CONF-3
PROPOSED CREATION OF AN EASEMENT FOR LEVEE BANK LOT 10 DP 1085031 AT MOORONG STREET, MOORONG
Author: Director:
Darryl Woods Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (c)
information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.
Confidential Meeting of Council - Monday 26 February 2018
Page 181
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-4
VARIATION OF LEASE - CARBON MATE PTY LTD
Author: Director:
Darryl Woods Caroline Angel
CONF-4
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (ii) commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.
Confidential Meeting of Council - Monday 26 February 2018
Page 182
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-5
CONF-5
PROPOSED EASEMENT FOR DRAINAGE - 51 SPRING STREET, WAGGA WAGGA
Author: Director:
David Butterfield Natalie Te Pohe
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (ii) commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.
Confidential Meeting of Council - Monday 26 February 2018
Page 183
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-6
CONF-6
PROPOSED CLOSURE AND SALE OF PART OF A ROAD RESERVE - WEBB STREET, BOMEN
Author: Director:
David Butterfield Natalie Te Pohe
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (i)
commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.
Confidential Meeting of Council - Monday 26 February 2018
Page 184
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-7
CONF-7
PURCHASE OF THE AUSTRALIAN GAS LIGHT LANDFILL GAS ASSETS AT GREGADOO WASTE MANAGEMENT CENTRE
Author: Director:
Darryl Woods Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (ii) commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.
Confidential Meeting of Council - Monday 26 February 2018
Page 185
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-8
CONF-8
SUPPLY OF NATURAL GAS FOR THE OASIS REGIONAL AQUATIC CENTRE
Author: Director:
Darryl Woods Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (ii) commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.
Confidential Meeting of Council - Monday 26 February 2018
Page 186
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
CONF-9
CONF-9
RFT 2018-14 FOOD AND GARDEN ORGANICS ACCEPTANCE AND PROCESSING SERVICE
Author: Director:
Shaula Siregar Caroline Angel
This report is CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (d) (i)
commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.
Confidential Meeting of Council - Monday 26 February 2018
Page 187
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
PRESENT The Mayor, Councillor Greg Conkey OAM Councillor Yvonne Braid OAM Councillor Paul Funnell Councillor Dan Hayes Councillor Vanessa Keenan Councillor Rod Kendall Councillor Kerry Pascoe Councillor Dallas Tout IN ATTENDANCE General Manager Director Finance Director Community Director Commercial Operations Manager Audit, Risk & Governance Manager Finance Manager Community Services Manager City Strategy Manager Project Operations Senior Project Officer Manager City Strategy Manager Executive Support Manager City Development Chief Audit Executive Gregadoo Waste Management Facility Manager Risk & Assurance Coordinator Visitor Economy & Events Coordinator Youth Development Officer Communications & Engagement Officer Governance Officer
(Mr P Thompson) (Mrs N Te Pohe) (Mrs J Summerhayes) (Ms C Angel) (Mrs N Johnson) (Mrs C Rodney) (Ms M Scully) (Mr T Kell) (Mr B Sheridan) (Mr D Woods) (Mr T Kell) (Mr S Gray) (Mr P O’Brien) (Mrs C Rosetta-Walsh) (Mr G Pym) (Mrs J Watkins) (Mr F Hamilton) (Ms S Lehman) (Mrs R Kell) (Ms B King)
PRAYER Almighty God, Help protect our Mayor, elected Councillors and staff. Help Councillors to govern with justice, integrity, and respect for equality, to preserve rights and liberties, to be guided by wisdom when making decisions and settling priorities, and not least of all to preserve harmony. Amen.
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 188
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
ACKNOWLEDGEMENT OF COUNTRY I would like to acknowledge the Wiradjuri people who are the Traditional Custodians of this Land. I would also like to pay respect to the Elders both past and present of the Wiradjuri Nation and extend that respect to other Community members present. APOLOGIES An apology for non-attendance was received and accepted for Councillors T Koschel on the Motion of Councillors K Pascoe and D Tout. CARRIED CONFIRMATION OF MINUTES CM-1
ORDINARY COUNCIL MEETING - 18 DECEMBER 2017
18/001
RESOLVED: On the Motion of Councillors K Pascoe and V Keenan
That the Minutes of the proceedings of the Ordinary Council Meeting held on 18 December 2017 be confirmed as a true and accurate record. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
DECLARATIONS OF INTEREST Councillor K Pascoe declared a Pecuniary Interest in CONF-2 MAJOR EVENTS, FESTIVALS AND FILMS SPONSORSHIP APPLICATIONS the reason being that he owns and runs an accommodation establishment and he could benefit from Events financially and vacated the chamber during its consideration. Councillor K Pascoe declared a Pecuniary Interest in RP-2 ANOMALIES PLANNING PROPOSAL (PP2017/1) TO AMEND WAGGA WAGGA LOCAL ENVIRONMENTAL PLAN 2010 the reason being that he has a construction job for ACTA in Copland Street and am not sure who owns the property in the area which may benefit ACTA and vacated the chamber during its consideration.
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 189
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
Councillor P Funnell declared a Pecuniary Interest in RP-2 ANOMALIES PLANNING PROPOSAL (PP2017/1) TO AMEND WAGGA WAGGA LOCAL ENVIRONMENTAL PLAN 2010 the reason being that his wife and family own land in Copland Street which could potentially receive value improvement with this report being carried and vacated the chamber during its consideration. PUBLIC DISCUSSION FORUM RP-9
REINSTATEMENT OF AIRPORT FEES AND CHARGES
Mr Geoff Breust, Wagga City Aero Club – Speaking against the report Mr Ben Morgan, Aircraft Owners and Pilots Association of Australia (AOPA) – Speaking against the report
RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS
Mr Geoff Breust, Wagga City Aero Club – spoke about works completed to the apron and was critical of the work
PROCEDURAL MOTION - CHANGE OF STANDING ORDERS
18/002
RESOLVED: On the Motion of Councillors P Funnell and V Keenan
That Council bring forward consideration of the following matters to follow the public discussion forum:
RP-9 REINSTATEMENT OF AIRPORT FEES AND CHARGES RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 190
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-9
REINSTATEMENT OF AIRPORT FEES AND CHARGES
18/003
RESOLVED: On the Motion of Councillors P Funnell and R Kendall
That Council: a
notes and has considered the public submissions received in relation to the proposed reinstatement of fees and charges for 2017/18 and the new fees and charges that were proposed
b
approves the reinstatement of the following fees and charges for 2017/18 from 1 July 2017:
Fee and Charge Description
Pricing Policy ID
Basis
2017/18 Fee (exclusive of GST)
GST
2017/18 Fee (inclusive of GST)
Annual permits apply to, and are valid for, the financial year commencing 1 July. Resident Freight aircraft annual landing permit
D*
Private Aircraft landing permit
annual
D*
Resident Commercial & Training aircraft annual landing permit
D*
Per tonne per annum (manufacturer s MTOW) Per tonne per annum (manufacturer s MTOW) Per tonne per annum (manufacturer s MTOW)
$151.09
$15.11
$166.20
$150.00
$15.00
$165.00
$300.00
$30.00
$330.00
Landing charges apply to non-resident aircraft landing at Wagga Wagga Airport, but excludes RPT aircraft and operators exempted by Council. Landing charge – fixed wing aircraft (non RPT)
D*
Landing charge – rotary wing aircraft (non RPT)
D*
Per tonne per landing (manufacturer s MTOW) Per tonne per landing (manufacturer s MTOW) Each
$12.36
$1.24
$13.60
$6.18
$0.62
$6.80
Replacement for lost D* $50.00 $5.00 $55.00 parking permit * As per the Pricing Policy, these items are priced to cover the cost of the item plus normal commercial mark-ups.
c
notes that the fees outlined above do not incorporate the annual increase of 3%
d
receive and note the late petition from private aircraft operators as per POL 086 – Petitions Management Policy
e
refer the proposal for parking fees for consultation and input from the Airport Advisory Committee as part of the terms of reference of that Committee adopted by a previous resolution of Council
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 191
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
f
note that in consultation with the Airport Advisory Committee it is proposed to undertake a full review of the management operation and improvement of the Airport facilities together with its financial performance budgets and long term financial objectives CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
RP-10
AIRPORT BAY 4 EMERGENCY REPAIRS
18/004
RESOLVED: On the Motion of Councillors P Funnell and D Hayes
That Council: a
notes the historic factors that have contributed towards the structural deterioration of Bay 4
b
notes the interim repairs undertaken on this bay in order to maintain operational functionality and prolong its life
c
acknowledges the available budget shortfall of $164,557.81 to effect permanent repairs
d
retrospectively authorises the budget variation of $164,557.81 funded from the Airport Reserve CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
MAYORAL MINUTE Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 192
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
MM-1
MAYORAL MINUTE - COUNCIL MEETING STRUCTURE
A Motion was moved by The Mayor, Councillor G Conkey OAM That Council: a
endorse holding two Ordinary Council Meetings per month for the period April 2018 to December 2018
b
endorse the attached Draft Code of Meeting Practice and place it on public exhibition for a period of 28 days from 30 January 2018 until 26 February 2018 and invite public submissions until 12 March 2018
c
receive a further report following the public exhibition and submission period i
addressing any submissions made in respect of the proposed code
ii
proposing adoption of the new code unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period
An AMENDMENT was moved by Councillor V Keenan and seconded by Councillor P Funnell That Council defer consideration of the Council Meeting Structure until the February 2018 Ordinary Council meeting. For the AMENDMENT Y Braid OAM P Funnell D Hayes V Keenan K Pascoe
Against the AMENDMENT G Conkey OAM R Kendall D Tout
The AMENDMENT on being put to the meeting was CARRIED and became the Motion. 18/005
RESOLVED: On the Motion of Councillors V Keenan and P Funnell
That Council defer consideration of the Council Meeting Structure until the February 2018 Ordinary Council Meeting. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM P Funnell D Hayes V Keenan K Pascoe D Tout
Against the Motion G Conkey OAM R Kendall
PROCEDURAL MOTION - ENGLOBO Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 193
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
18/006
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That the standing orders be varied for the meeting as set out hereunder:
Items where councillors wish to speak
Items where no councillors wish to speak
Confidential
Matter of urgency
Closure of Meeting
That RP-3, RP-6 to RP-8, RP-11, RP-13, M-1 to M-3 be adopted as recommended in the business papers. CARRIED CLOSED COUNCIL 18/007
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That the Council now resolve itself into a Closed Council, the time being 7.08pm. CARRIED AT THIS STAGE OF THE MEETING THE PRESS AND PUBLIC GALLERY RETIRED FROM THE COUNCIL MEETING. Councillor P Funnell vacated the chamber, the time being 7.08pm. PROCEDURAL MOTION - CONFIDENTIAL ENGLOBO 18/008
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That the standing orders be varied for the meeting as set out hereunder:
Items where councillors wish to speak
Items where no councillors wish to speak
Confidential
Matter of urgency
Closure of Meeting
That CONF-6 be adopted as recommended in the business papers. CARRIED Councillor P Funnell re-entered the chamber, the time being 7.09pm.
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 194
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
REVERSION TO OPEN COUNCIL
18/009
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That this meeting of the Closed Council revert to an Open meeting of Council, the time being 7.12pm. CARRIED REPORTS FROM STAFF RP-1
DA17/0595 DEMOLITION OF EXISTING DWELLING, CONSTRUCTION OF MULTI DWELLING HOUSING AND COMMUNITY TITLE SUBDIVISION, 19 COCHRANE STREET KOORINGAL, LOT 134 DP 38519
18/010
RESOLVED: On the Motion of Councillors D Hayes and D Tout
That Council approve DA17/0595 for Demolition of Existing Dwelling, Construction of Multi Dwelling Housing and Community Title Subdivision at 19 Cochrane Street, KOORINGAL NSW 2650 subject to the conditions outlined in the Section 79C Assessment Report for DA17/0595. CARRIED RECORD OF VOTING ON DEVELOPMENT OR PLANNING MATTERS - SECTION 375A(3) LOCAL GOVERNMENT ACT 1993 For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 195
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-2
ANOMALIES PLANNING PROPOSAL (PP2017/1) TO AMEND WAGGA WAGGA LOCAL ENVIRONMENTAL PLAN 2010
Councillor K Pascoe declared a Pecuniary Interest and vacated the chamber, the time being 7:17pm. Councillor P Funnell declared a Pecuniary Interest and vacated the chamber, the time being 7:17pm. 18/011
RESOLVED: On the Motion of Councillors D Hayes and R Kendall
That Council: a
receive and note the submissions made during the exhibition of the Planning Proposal
b
support minor amendments to the original Planning Proposal as a result of the submissions received and as outlined in the report
c
re-submit the Planning Proposal to the Department of Planning and Environment for Gateway Determination
d
adopt the Planning Proposal to amend the Wagga Wagga Local Environmental Plan 2010 if no submissions are received during the second round of public consultation and use Council’s delegated authority to gazette the plan and notify the Department of Planning and Environment accordingly
e
receive a further report if any submissions are received during the second round of public consultation CARRIED
RECORD OF VOTING ON DEVELOPMENT OR PLANNING MATTERS - SECTION 375A(3) LOCAL GOVERNMENT ACT 1993 For the Motion Y Braid OAM G Conkey OAM D Hayes V Keenan R Kendall D Tout
Against the Motion
Councillor P Funnell re-entered the chamber, the time being 7:24pm. Councillor K Pascoe re-entered the chamber, the time being 7:24pm.
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 196
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-3
FINANCIAL PERFORMANCE REPORT AS AT 31 DECEMBER 2017
18/012
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council: a
approve the proposed 2017/18 budget variations for the month ended 30 December 2017 and note the surplus budget position as presented in this report
b
note the Responsible Accounting Officer’s reports, in accordance with the Local Government (General) Regulation 2005 (Part 9 Division 3: Clause 203) that the financial position of Council is satisfactory having regard to the original estimates of income and expenditure and the recommendations made above
c
note details of the external investments as at 31 December 2017 in accordance with section 625 of the Local Government Act CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 197
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-4
2018 AUSTRALIAN LOCAL GOVERNMENT WOMEN'S ASSOCIATION ANNUAL CONFERENCE
18/013
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That Council: a
consider Council representation at the 2018 Annual Australian Local Government Women’s Association (ALGWA) Conference to be held from Thursday 15 March to Saturday 17 March 2018 in Gundagai
b
appoint one Councillor as Council’s delegate to attend the ALGWA Conference CARRIED
Councillor V Keenan nominated Councillor Y Braid. Councillor Y Braid accepted the nomination. Councillor Y Braid was duly elected to be Council’s delegate to attend the Annual Australian Local Government Women’s Association ALGWA Conference. RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 198
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-5
YOUTH ENGAGEMENT CONSULTATION REPORT
18/014
RESOLVED: On the Motion of Councillors D Hayes and D Tout
That Council: a
note the findings and recommendations of the youth engagement consultation
b
support in principle the establishment of a consultative framework with young people through the development of a suite of social media and digital youth platforms as referenced in the body of this report and subject to the 2018/19 business planning process
c
consider the implementation costs of b above as part of the 2018/19 business planning and LTFP budget process
d
support in principle the establishment of a new category in the annual grants program of $15,000 for youth run initiatives across the city and consider this new funding category as part of the 2018/19 business planning and LTFP budget process
e
continue the Mayoral school leaders breakfast meetings twice per calendar year CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 199
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-6
RESPONSE TO NOTICE OF MOTION - LIVESTOCK MARKETING CENTRE AND HEAVY VEHICLE ACCESS
18/015
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council: a
note that the Wagga Wagga Livestock Marketing Centre (LMC) has the capability to accommodate back-in loading for B-triple combinations on several of the LMC site ramps
b
note that the LMC Strategic Master and Asset Management Plans remain current and up to date
c
approve the installation of additional signage on ramps which are suitable for B-triple combination vehicles, funded from within the LMC’s existing operational budget CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 200
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-7
POLICY 029 - ASBESTOS POLICY
18/016
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council: a
endorse the draft POL 029 Asbestos Policy, for public exhibition for a period of 28 days from 30 January 2018 to 26 February 2018 and invites public submissions on the draft Policy until 12 March 2018
b
receive a further report following the public exhibition and submission period i
addressing any submissions made in respect of the proposed policy
ii
proposing adoption of the new policy unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
RP-8
POL 053 CORPORATE PURCHASE CARD POLICY
18/017
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council: a
note that there were no submissions received during the exhibition period for POL 053 Corporate Purchase Card Policy
b
adopts the POL 053 Corporate Purchase Card Policy including the minor amendments as outlined CARRIED
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 201
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
RP-9 REINSTATEMENT OF AIRPORT FEES AND CHARGES was moved forward for the public discussion forum. RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS was moved forward for the public discussion forum.
RP-11
RENEWAL OF AGREEMENTS
COMMUNITY,
CULTURAL
18/018
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
AND
SPORTING
That Council: a
agree to delegate authority to the General Manager or their delegate to negotiate renewal of the community, cultural or sporting association lease and licence agreements as detailed in the body of this report
b
delegate authority to the General Manager or their delegate to execute the agreements on behalf of the Council CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 202
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
RP-12
AUDIT, RISK AND IMPROVEMENT COMMITTEE CHARTER
A Motion was moved by Councillors D Tout and R Kendall That Council adopts the revised Audit, Risk and Improvement Committee Charter. An AMENDMENT was moved by Councillor D Hayes and seconded by Councillor V Keenan That Council adopts the revised Audit, Risk and Improvement Committee Charter with the following amendments: (i)
revert the Charter to maintain the current practice of the committee voting on the chair and deputy chair rather than them being recommended by an Assessment Panel (ii) remove the wording “and review and concur in the appointment, replacement and dismissal of the Chief Audit Executive” on page 9 (iii) remove the dot point “At least once per year, review the performance of the Chief Audit Executive.” on page 9 (iv) re-insert the dot point “Periodically review the performance of Internal Audit” on page 10 Councillor D Tout signalled a FORSHADOWED AMENDMENT to the Mayor For the AMENDMENT G Conkey OAM D Hayes V Keenan R Kendall
Against the AMENDMENT Y Braid OAM P Funnell K Pascoe D Tout
With the votes tied four votes each The Mayor, Councillor G Conkey OAM used his casting vote for the AMENDMENT, which was CARRIED and became the MOTION. An AMENDMENT was moved by Councillor D Tout and seconded by Councillor P Funnell That Council: a
defer adoption of the Audit, Risk and Improvement Committee Charter
b
refer alternate resolution back to the Committee for consideration
c
receive a further amended charter for further consideration
For the AMENDMENT Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the AMENDMENT
The AMENDMENT on being put to the Meeting was CARRIED and became the Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 203
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
Motion. 18/019
RESOLVED: On the Motion of Councillors D Tout and P Funnell
That Council: a
defer adoption of the Audit, Risk and Improvement Committee Charter
b
refer alternate resolution back to the Committee for consideration
c
receive a further amended charter for further consideration CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
RP-13
RESPONSES TO QUESTIONS/BUSINESS WITH NOTICE
18/020
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council receive and note this report. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 204
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
COMMITTEE MINUTES M-1
RIVERINA REGIONAL LIBRARY ADVISORY COMMITTEE MEETING - 8 NOVEMBER 2017
18/021
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council receive the minutes of the Riverina Regional Library Advisory Committee Meeting held on 8 November 2017. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
M-2
FLOODPLAIN RISK MANAGEMENT MINUTES - 12 DECEMBER 2017
ADVISORY
18/022
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
COMMITTEE
That Council receive the minutes of the Floodplain Risk Management Advisory Committee Meeting held on 12 December 2017. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 205
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
M-3
AUDIT, RISK AND IMPROVEMENT COMMITTEE MINUTES - 14 DECEMBER 2017
18/023
RESOLVED: On the Motion of Councillors R Kendall and D Hayes
That Council endorses the recommendations contained in the minutes of the Audit, Risk and Improvement Committee Meeting held on 14 December 2017. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
CLOSED COUNCIL Recommendation That the Council now resolve itself into a Closed Council, the time being 7.59pm. AT THIS STAGE OF THE MEETING THE PRESS AND PUBLIC GALLERY RETIRED FROM THE COUNCIL MEETING. At this stage of the Meeting, all staff, excluding the minute takers vacated the chamber, the time being 8.02pm.
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 206
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
CONFIDENTIAL MAYORAL MINUTE CONFMM-1 18/024
CONFIDENTIAL MAYORAL MINUTE – GENERAL MANAGER’S PERFORMANCE REVIEW PROCESS
RESOLVED: On the Motion of Councillors V Keenan and P Funnell
That Council: a
appoint the Mayor, Deputy Mayor, three Councillors and an alternate Councillor to the General Manager’s Performance Review Committee (GMPRC)
b
endorse that all members of the GMPRC undertake training and offer training to all Councillors in line with the Guidelines for the Appointment and Oversight of General Managers from the Office of Local Government (OLG)
c
appoint Terrey Kiss (through Blackadder Associates) to facilitate the General Manager’s performance review process and conduct the necessary training outlined in part (b) of this resolution CARRIED
Councillors V Keenan, Y Braid and R Kendall were duly elected to the General Manager’s Performance Review Committee and Councillor D Hayes as the Alternate member to the General Manager’s Performance Review Committee. RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
All staff re-entered the chamber, the time being 8.14pm
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 207
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
CONFIDENTIAL REPORTS CONF-1
CODE OF CONDUCT - CONDUCT REVIEW PANEL
18/025
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That Council call for Expression of Interest for membership on Council’s Panel of Conduct Reviewers. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout CONF-2
MAJOR EVENTS, APPLICATIONS
Against the Motion
FESTIVALS
AND
FILMS
SPONSORSHIP
Councillor K Pascoe declared a Pecuniary Interest and vacated the chamber, the time being 8:17pm. 18/026
RESOLVED: On the Motion of Councillors V Keenan and D Hayes
That Council: a
authorise the General Manager or their delegate to enter into an agreement to sponsor Food I Am’s event (Let’s Eat event) to the amount of $15,000 to be committed from the 2017/18 Major Events Sponsorship budget
b
hold a strategic workshop with Councillors to explore the priorities of Tourism and Events CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 208
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
Councillor K Pascoe re-entered the chamber, the time being 8:30pm. CONF-3
RFT2018/13 FOOTPATH CONSTRUCTION CONNECTIVITY
18/027
RESOLVED: On the Motion of Councillors P Funnell and D Hayes
That Council: a
accept the tender of S & K Kenyon Pty Ltd (ABN: 61 001 592 909) for the construction of footpaths in the lump sum amount of $402,691 excluding GST
b
authorise the General Manager or their delegate to enter into a contract with S & K Kenyon Pty Ltd (ABN: 61 001 592 909) for the construction of footpaths
c
authorise the affixing of Council’s Common Seal to all relevant documents as required CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 209
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
CONF-4
RFT2018/02 CONSTRUCTION OF A CAR PARK AND AMENITIES FACILITY LIVESTOCK MARKETING CENTRE (LMC)
18/028
RESOLVED: On the Motion of Councillors P Funnell and R Kendall
That Council: a
accept the tender of BMD Constructions Pty Limited (ABN: 59 010 126 100) for the construction of a carpark and toilet facility at the LMC in the lump sum amount of $887,794.15 excluding GST
b
authorise the General Manager or their delegate to enter into a contract with BMD Constructions Pty Limited (ABN: 59 010 126 100) for the construction of a of a carpark and toilet facility at the LMC
c
authorise the affixing of Council’s Common Seal to all relevant documents as required CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 210
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
CONF-5
RFT2018/15 OASIS TILE REMEDIATION
18/029
RESOLVED: On the Motion of Councillors D Hayes and D Tout
That Council: a
in accordance with clause 178(1)(b) of the Local Government (General) Regulation 2005 (LG Regulation), decline to accept any of the tenders submitted in response to the RFT
b
in accordance with 178(3)(e) of the Local Government Regulation, authorise the General Manager or their delegate to enter into direct negotiations with any person with a view to entering into a contract in relation to the subject matter of the RFT
c
note that the reason for declining to invite fresh tenders or applications is that it is not expected that further market testing will provide a more satisfactory result
d
note that the reason for entering into negotiations is that the evaluation identified both submissions to be non-conforming tenders
e
authorise the General Manager or their delegate subject to successful negotiations to enter into contracts in relation to the subject matter of the RFT CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 211
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
CONF-6
RFQ2018/516 SUPPLY OF TWO 4WD TRACTORS WITH LOADER AND 4-IN1 BUCKET
18/030
RESOLVED: On the Motion of Councillors D Hayes and V Keenan
That Council: a
accept the offer of Massey Ferguson/Iseki/Fendt Agco Australia Pty Ltd for the amount of $232,000 excluding GST
b
authorise the General Manager or their delegate to enter into a contract with Massey Ferguson/Iseki/Fendt Agco Australia Pty Ltd for the supply of two 4WD Tractors with Loader and 4-in-1 Bucket.
c
authorise the affixing of Council’s Common seal to all relevant documents as required CARRIED
RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Against the Motion
CONF-7
RFQ2018/517 SUPPLY OF THREE 4WD TRACTORS
18/031
RESOLVED: On the Motion of Councillors P Funnell and D Tout
That Council defer consideration of RFQ2018/517 SUPPLY OF THREE 4WD TRACTORS to the February 2018 Council meeting. CARRIED RECORD OF VOTING ON THE MOTION For the Motion Y Braid OAM G Conkey OAM P Funnell D Hayes V Keenan R Kendall K Pascoe D Tout
Attachment 1: Council Meeting - Minutes - 29 January 2018
Against the Motion
Page 212
Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.
MINUTES of the ORDINARY MEETING OF COUNCIL held on Monday 29 January 2018.
Reversion to open COUNCIL 18/032
RESOLVED: On the Motion of Councillors K Pascoe and D Hayes
That this meeting of the Closed Council revert to an open meeting of the Council, the time being 9.11pm. CARRIED QUESTIONS/BUSINESS WITH NOTICE The following Question/Business with Notice will be addressed in the next available Business paper. 1.
Councillor V Keenan requested an update on what actions Council have implemented on River Safety after her Notice of Motion at the January 2017 Ordinary Council Meeting and the subsequent report at the December 2017 Ordinary Council Meeting. She would also like to pass on her condolences to the family and friends regarding the recent drowning at the Wagga Wagga Beach.
The following statements were addressed at the meeting. 2.
Councillor R Kendall thanked the Audit, Risk and Improvement Committee for his Leave of Absence for the Committee meeting to be held in February 2018.
3.
The Mayor, Councillor G Conkey OAM wished everyone a Happy New Year
4.
Councillor P Funnell thanked staff for work relating to report on Livestock Marketing Centre and heavy vehicle access.
THIS COMPLETED THE BUSINESS OF THE COUNCIL MEETING WHICH ROSE AT 9.21pm. ………………………………………………….. MAYOR
Attachment 1: Council Meeting - Minutes - 29 January 2018
Page 213