AGENDA AND BUSINESS PAPER

 

 

Ordinary Meeting of Council

 

 

 

 

To be held on
Tuesday

29 March 2016

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 Tuesday 29 March 2016 at 6.00pm.

 

 

 

Mr Alan Eldridge

General Manager

 


WAGGA WAGGA CITY COUNCILLORS

 

 

Mayor

Councillor Rod Kendall

Deputy Mayor

Councillor Dallas Tout

Councillor Yvonne Braid

Councillor Alan Brown

Councillor Greg Conkey OAM

Councillor Paul Funnell

Councillor Gary Hiscock

Councillor Julian McLaren

Councillor Andrew Negline

Councillor Kerry Pascoe

Councillor Kevin Poynter

 

 

 

 

 

 

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 Tuesday 29 March 2016.

Ordinary Meeting of Council AGENDA AND BUSINESS PAPER

Tuesday 29 March 2016

ORDER OF BUSINESS:

CLAUSE               PRECIS                                                                                            PAGE

PRAYER                                                                                                                          2

ACKNOWLEDGEMENT OF COUNTRY                                                                            2

APOLOGIES                                                                                                                    2

CONFIRMATIONS OF MINUTES

CM-1           SUPPLEMENTARY COUNCIL MEETING - 14 MARCH 2016                          2

DECLARATIONS OF INTEREST                                                                                      2

Reports from Policy and Strategy Committee

PS-1            POLICY AND STRATEGY COMMITTEE MEETING - 8 FEBRUARY 2016       3  

Reports from Staff

RP-1            RESPONSES TO QUESTIONS/BUSINESS WITH NOTICE                           53

RP-2            VILLAGE SEWER PROPOSALS - OURA AND SAN ISIDORE                      57

RP-3            TRADE WASTE - HEALTHSHARE LINEN SERVICES                                 66

RP-4            NEW POLICY - POL 029 ASBESTOS POLICY                                             85

RP-5            NATIONAL GENERAL ASSEMBLY OF LOCAL GOVERNMENT ANNUAL CONFERENCE                                                                                           88

RP-6            AUDIT AND RISK COMMITTEE CHARTER                                               116

RP-7            KURRAJONG EARLY CHILDHOOD INTERVENTION SERVICE                 129

RP-8            PLANNING ADVISORY COMMITTEE                                                        132  

Committee Minutes

M-1              AUDIT AND RISK COMMITTEE MINUTES - 25 FEBRUARY 2016              134

M-2              FLOODPLAIN RISK MANAGEMENT ADVISORY COMMITTEE MINUTES  146  

Confidential Reports

CONF-1       RFT2016-006 RRL ADMINISTRATION CENTRE RELOCATION REFURBISHMENT PROJECT                                                                                                 153  

QUESTIONS/BUSINESS WITH NOTICE                                                                       154

 


PRAYER

 

 

ACKNOWLEDGEMENT OF COUNTRY

 

 

APOLOGIES

 

 

Confirmation of Minutes

CM-1              SUPPLEMENTARY COUNCIL MEETING - 14 MARCH 2016       

 

Recommendation

That the Minutes of the proceedings of the Supplementary Council Meeting held on 14 March 2016 be confirmed as a true and accurate record.

 

 

Attachments  

1.

Minutes - Supplementary Council Meeting - 14 March 2016

155

 

 

  

 

 

DECLARATIONS OF INTEREST


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                          PS-1

 

Reports from Policy and Strategy Committee

PS-1               POLICY AND STRATEGY COMMITTEE MEETING - 8 FEBRUARY 2016

Recommendation

That the Minutes of the Policy and Strategy Committee Meeting held on 14 March 2016 be confirmed and recommendations numbered PSCM-1, PSRP-1 to PSM-13 and PSM-1 contained therein be adopted.

 

 

Attachments  

1.

Minutes - Policy and Strategy Committee Meeting - 14 March 2016

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                PS-1

 
















































 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-1

 

Reports from Staff

RP-1               RESPONSES TO QUESTIONS/BUSINESS WITH NOTICE

Director:       Richardson, Craig          

 

Recommendation

That Council receive and note the report outlining responses to Questions/Business with Notice.

 

Report

The following Questions with Notice were raised to be addressed in the next available Business Paper:

 

1.      Councillor G Conkey OAM requested if the system used to project onto Council’s building be utilised for events such as the Food and Wine Festival and Twilight by the Lagoon.

 

Response provided by Environment and Community Services

 

For the past three (3) years, since the installation of the public art digital projection infrastructure within the Wollundry Lagoon precinct, staff have worked with the Food and Wine Festival organisers each March for access to the projection system in order to allow the festival to provide a live feed of the artistic performances on the festival’s main stage.

 

Artistic projections have been scheduled as part of multiple city festivals and events including FUSION 13, 14 and 15 (up to 10,000 festival goers), ANZAC Commemoration in 2015, Christmas season celebrations and the upcoming 70th Birthday of the Wagga Wagga City Library.

 

Conservative estimates suggest 2,000 people view the projections on a nightly basis, based on the traffic of Baylis/Fitzmaurice/Tarcutta Streets, audiences at the Civic Theatre etc. Projectors can only be utilised during evening events as the system requires darkness for the projections to be viewed.

 

The next public art projection project is by local artist Jase Evans who participated in the Craig Walsh Masterclass (NightLights) in August 2015, working with local car clubs. Cars of Wagga will be screened nightly from 17 March – 6 April, followed by a collaboration by two (2) local artists James Farley and Andrew Hagan who have created a projection in conjunction with the Land Dialogue conference at Charles Sturt University. This projection project was funded by the 2015/16 Annual Grant Program (Arts and Culture category) and will be screened from 14 April – 4 May (inclusive).


2.      Councillor P Funnell requested an update on line marking changes leading up to roundabouts recommended by the Traffic Committee ie Morgan Street.

 

Response provided by Infrastructure Services

 

A review of 40 roundabouts in Wagga Wagga was undertaken in early 2015 with a subsequent report presented to Traffic Committee in March 2015. The principals involved in the review of the roundabout treatments included the size of the roundabouts along with a review of the number of turning movements in each direction.

 

The review revealed that many of the roundabouts had control devices in addition to the standard roundabout signs and hold lines (broken lines). Many of those roundabouts had controls in the form of arrow markings on the sealed surface that were unnecessary.

 

Roundabouts that were included in the recommendation to Council by Traffic Committee were those that either:

 

·        Had additional arrows that are/were not required

·        Had additional arrows that should be maintained, or

·        Had additional arrow controls that needed to be established to manage improved traffic safety and flow

 

The purpose of the recommendation to Council was to enable the management of risks that have been identified as being the most predominant cause of crashes on roundabouts. While the resulting crashes are generally very minor in nature, there is a collective cost to the community.

 

The Traffic Committee consists of a representative from Council, NSW Police, Roads and Maritime Services and the Member for Wagga Wagga’s Office. The recommendations of Traffic Committee were adopted by Council in May 2015.

 

The individual installation tasks are being undertaken as part of the normal maintenance schedule for each location. Those tasks include a change to the alignment of the continuity line where that is appropriate, e.g. Red Hill Road on the west bound approach to Bourke Street. In this example the continuity line is moved over so that it originates from the centre line rather than the edge line.

 

In response to concerns that have been raised by the public, road marking arrows at three (3) locations are to be supported by additional signs, indicating that ‘RIGHT LANE MUST TURN RIGHT’ or ‘LEFT LANE MUST TURN LEFT’.

 

Following is a diagram of the Red Hill Road/Bourke Street intersection that depicts the change to the continuity line and the additional signage.

 

 

Traffic movements at the Morgan Street/Peter Street roundabout were observed as part of the investigation for the 2015 Traffic Committee report. The most significant issue at this roundabout is that it is too small and too narrow to safely carry two (2) adjacent lanes of traffic. The indicator dots that were used to mark the roundabout are not lane lines. They do not carry the weight of lane lines, at law. 

 

The purpose of the initiative was to reduce the incidence of side-swipe type crashes which are prevalent on roundabouts that are not big enough for the purpose that they have been used for. This has apparently not suited some users while others agree that they feel much safer not having another vehicle beside them as they traverse the roundabout.

 

A review of the configuration at this location is planned to confirm that the correct turning movements are indicated by the arrows on the east and west approaches.

 

Generally if there is only one (1) lane on the approach to the roundabout and/or one (1) lane on the departure, having multiple lanes on a roundabout only encourages overtaking manoeuvres in a place that was not designed for that purpose.

 

Consideration can be given to a two (2) lane roundabout; however it is not viewed as the safest option for this location as current traffic volumes do not warrant the need for a larger two (2) lane roundabout and there is no room for expansion.

Budget

N/A

Policy

N/A

Impact on Public Utilities

N/A

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

N/A

N/A

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

Questions with Notice are addressed in accordance with the provisions contained within Council’s adopted Code of Meeting Practice.

N/A

Risk Management and Work Health and Safety Issues for Council

No specific issues identified.

Internal / External Consultation

N/A

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-2

 

RP-2               VILLAGE SEWER PROPOSALS - OURA AND SAN ISIDORE

Author:                        Veneris, Geoff

General Manager:    Eldridge, Alan          

 

Recommendation

That Council:

a       decline offers of funding through the Restart NSW Regional Water and Waste Water Backlog scheme noting the impacts any new village sewer projects have on the financial viability of the overall sewer business

b       not proceed with the proposed village sewer schemes for Oura and San Isidore at this time noting the financial and scenario information provided within the report

c       communicate the outcome of Council’s decision to residents of San Isidore and Oura

 

Executive Summary

The key points associated with this report are as follows:

 

·        Council made a funding application under the Restart NSW Regional Waste Water Backlog Scheme for the villages of Oura and San Isidore.

·        The application for Oura was not successful

·        The application for San Isidore has resulted in an invitation to submit a detailed application containing additional project information

·        Council has included the Oura Scheme in the current Long Term Financial Plan (LTFP) for delivery in the 2017/8 financial year although this is currently under review. The San Isidore Scheme is not included in the LTFP.

·        It is an appropriate time for Council to now formally consider its future plans in relation to the construction of Sewer Schemes for these two villages

·        This decision needs to be made in the context of achieving a sustainable long term financial plan for the overall sewer business and the extent of cross-subsidy required from other residential customers. The needs and expectations of residents in Oura and San Isidore are also very important considerations.

·        Following the consideration of the financial analysis, it is recommended that Council not proceed with village sewer schemes for Oura and San Isidore noting that the Oura scheme will add a further $20 and San Isidore $8 to the annual residential charge for all sewer residential customers across the Local Government area

 


Restart NSW Regional Water and Waste Water Backlog scheme

 

Council officers submitted two (2) submissions as part of the scheme in August 2015. The submissions were for both Oura and San Isidore villages. If successful Council may have been able to claim up to 50% of the capital costs for the project which was estimated at around $1.9m for both villages.

 

Council has been recently notified that Oura was declined to move to the second round of the funding process; however San Isidore has been successful in moving to the second stage. San Isidore was successful due to the fact that DPI Water had recognised this village as a priority to Council in 1996 which is no longer current.

 

San Isidore is currently not within Council’s LTFP and is estimated to cost around $4m to deliver in 2019/20. Ongoing operational costs are expected to be around $26,000 per year as the system will only require pumping stations and direct connection to Councils existing network.  

 

Oura is estimated to cost around $4m in capital for the delivery of a reticulated network and a new treatment facility. The submission price under the scheme was based upon a simple gravity network and treatment ponds system; however noting that no available land outside of the flood plain will require Council to consider a tertiary treatment system such as a packaged Membrane Bioreactor (MBR) with direct discharge to river. This type of treatment system will increase operational costs from around $26,000 to $190,000 per annum and the system will also require Council to obtain an additional resource in order to maintain the facility. Income from San Isidore at full development is estimated to achieve $55,000 per annum where Oura is expected to return around $32,000 per annum.

 

Financial Analysis

 

The Wagga Wagga Sewerage business is a restricted fund of Wagga Wagga City Council. In addition to the normal regulatory arrangements for Council, the Sewerage business is also under the regulatory oversight of Department Primary Industries (DPI) Water.

 

DPI Water requires that:

 

1.      Sewerage services are priced on a full cost recovery basis without cross-subsidies between residential and non-residential customers.

2.      Customer prices are kept as stable as possible, to achieve inter-generational equity.

3.      Sustainability is demonstrated through the use of 30 year financial modelling.

 

The Sewerage business currently has borrowings in the order of $33 million, associated with the renewal of its major sewage treatment plants in 2010, resulting in the business carrying a debt servicing ratio of about 18%. The cash reserves are approximately $20 million. The business achieved an operating deficit of $2.6 million before capital grants and contributions in the 2014/15 year and Council plans to achieve at least a break-even result by 30 June 2020.

 


The business plans to construct a series of new and upgraded assets from 2017 to address growth and strategic priorities, include:

 

1.      A reconfiguration of the Forest Hill Sewage Treatment Plant to cater for growth in the Forest Hill (civilian) catchment.

2.      The construction of several sewage pumping stations to allow for development in new catchments.

3.      Reconstruction of a number of existing pumping stations to address capacity and condition issues.

4.      Potentially, the construction of the San Isidore Sewerage Scheme part funded by government grant.

5.      The construction of the Oura Sewerage Scheme, part of Council’s long term strategy to provide sewerage services to villages in the Local Government Area.

 

The table below details the estimated operating costs and income for Oura and San Isidore along with the estimated construction costs. The table also reveals the subsidy required from each residential customer which will translate to a higher annual charge for all residential customers if Council proceeds with these schemes.

 

 

The following tables provide a summary of the Long Term Financial Plan for scenarios both with and without Oura and San Isidore. The tables also include modelling of the proposed Annual Charge for residential customers.

 


Long Term Financial Plan – without Oura and San Isidore

 

 

Long Term Financial Plan – with Oura and San Isidore

 

 

Based on the financial information provided above and the subsidy required from all residential customers, it is recommended that Council not proceed any further with village sewer projects for Oura and San Isidore.

Budget

The budgetary impacts of the proposals are detailed above.

 

Council’s sewer business currently meets best practice but does not fully cost recover when depreciation is taken into account. It is expected that the proposed LTFP recommendation and long term tariff structure will allow Council to achieve this by 2021/21. 

Policy

POL 036 Sewer Policy.

POL 013 Return on Investment Policy – Council Businesses (Draft).

Impact on Public Utilities

Recommendations will maintain Council’s best practice standard, achieve long term appropriate price paths for the community and implement an appropriate priority delivery plan for the upcoming LTFP.

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

Affordable living within a vibrant community.

Urban sewer services will not be supplied within the short to medium term.

Environmental

No change to existing situation.

Improved effluent capture, transport and treatment infrastructure will not be supplied within the short to medium term.

Economic

Significant improvement to the LTFP and maintain a very appropriate Typical Residential Bill to all customers for sewer services.

N/A

Governance

Council makes effective decisions on the utilisation of the community’s resources.

N/A

Risk Management and Work Health and Safety Issues for Council

The recommendations provided above will reduce the financial risk to Council’s sewer business and the Typical Residential Bills applied to the community.

Internal / External Consultation

Internal consultation across finance and infrastructure directorates has occurred. External specialist review and advice on Council’s sewer financial position has been obtained and provided as part of the information with the above report.

 

Council has previously undertaken consultation with the San Isidore community including a survey of residents. The resident update from September 2015 is attached to this report.

 

Council has also undertaken formal consultation with Oura residents who have been seeking certainty on the issue in order for them to guide decision making on septic tank replacements. The resident update from April 2015 is attached to this report.

 

Attachments  

1.

San Isidore Sewer - Resident Update - September 2015

 

2.

Oura Neighbourhood Meeting Minutes - 15 April 2015

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                RP-2

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                RP-2

 



Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-3

 

RP-3               TRADE WASTE - HEALTHSHARE LINEN SERVICES

Author:                        Veneris, Geoff

General Manager:    Eldridge, Alan          

 

Recommendation

That Council authorise the affixing of Council’s Common Seal to all relevant documents as required in relation to the Healthshare Linen Services Liquid Trade Waste Services Agreement and Approval.

 

Report

Healthshare Linen Services have applied for a Liquid Trade Waste Approval and Agreement to discharge liquid trade waste to sewer from their Hospital Laundry at 204 Fernleigh Rd, Ashmont.

 

This operation is classified as a Category C discharger, meaning it discharges greater than 20 kilolitres per day and it is of an industrial nature that requires mandatory concurrence from the New South Wales Department of Primary Industries Office of Water (DPI Water).

 

Council officers have developed the conditions of Approval and Agreement and submitted them to DPI Water. Concurrence has now been granted.

 

The finalisation of the Trade Waste Services Agreement requires the Mayor and General Manager’s signature and the application of Council’s Seal on both copies of the amended agreement as per attached. The requirement for Council’s common seal is identified within Councils Liquid Trade Waste Policy POL 006 and is only required for Large Category C discharges. Healthshare Linen Services will be the third Approval and Agreement Council will have issued under these requirements. 

Budget

Council charge usage charges of $1.80/kl for Liquid Trade Waste and $2.00/kl for Non-residential Sewer Charges.

Policy

POL 006 - Liquid Trade Waste Policy.

Impact on Public Utilities

Improved sewerage treatment, protection of sewerage infrastructure, protection of public health, staff worker health and safety and the protection of the environment.

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

Reduction in failures of sewerage assets which can impact on social aspects of the community.

N/A

Environmental

Improved sewerage treatment, protection of sewerage infrastructure, protection of worker health and safety and protection of the environment.

N/A

Economic

Protection of sewerage infrastructure and reduce recurrent sewerage asset maintenance.

N/A

Governance

Compliance with best practice management of trade waste discharges to Council’s sewer system.

N/A

Risk Management and Work Health and Safety Issues for Council

The Agreement assists in reducing risks to Council’s sewerage infrastructure and the environment.

Internal / External Consultation

Council staff and Healthshare Linen Services staff consult with each other throughout the year regarding their trade waste discharges. Further consultation with DPI Water is required on an ongoing basis.

 

Attachments  

1.

Healthshare Linen Services - Liquid Trade Waste Agreement

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                   RP-3

 


















Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-4

 

RP-4               NEW POLICY - POL 029 ASBESTOS POLICY

Author:                        Veneris, Geoff

General Manager:    Eldridge, Alan          

 

Recommendation

That Council:

a       endorse the draft POL 029 Asbestos Policy and place on public exhibition for a period of 28 days and invite public submissions on the draft policy

b       receive a further report following the public exhibition period:

(i)         addressing any submissions made in respect of the proposed policy

(ii)     proposing adoption of the policy unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period

 

Report

The attached POL 029 - Asbestos Policy, has been developed in response to Division of Local Government (DLG) requirements:

 

In 2010 the NSW Ombudsman issued a report, ‘Responding to the Asbestos Problem: The need for significant reform in NSW’. The NSW Government responded to the Ombudsman's Report (in August 2011) committing to:

 

·           Communication strategies for public awareness and education particularly for local communities and councils, and

 

·           Issue a model asbestos policy to all councils from the Division of Local Government for adoption. The Policy is to assist NSW councils to formulate an asbestos policy and to promote a consistent approach to asbestos management which will provide important information and guidance to local communities.

 

The draft Policy has been developed based upon a majority of the State Government’s Model Policy. The departures from the model policy are due to the provisions of specific details of Council’s current actual roles and responsibilities in regards to the handling of Asbestos materials. Additional departures from the model policy relate to natural occurring asbestos which the Wagga Wagga Local Government Area does not have.

 

The introduction of a new policy regarding asbestos was thought to strengthen Council’s compliance with requirements set out in the Work Health and Safety Act 2011.

 

At the request of the Audit and Risk Committee, a further report will be provided to Councillors prior to the Policy being considered for final adoption.


Budget

N/A

Policy

POL 029 Draft Asbestos Policy.

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

Clear direction to the community regarding roles and responsibilities of handling asbestos materials.

N/A

Environmental

Clear direction to the community regarding roles and responsibilities of handling asbestos materials.

N/A

Economic

N/A

N/A

Governance

Clear direction to the community regarding roles and responsibilities of handling asbestos materials.

N/A

Risk Management and Work Health and Safety Issues for Council

The introduction of a new policy regarding asbestos was thought to strengthen Council’s compliance with requirements set out in the Work Health and Safety Act 2011.

Internal / External Consultation

Internal and external consultation was required to develop to be undertaken in order to identify key roles and responsibilities of asbestos materials.

 

Attachments  

1.

POL 029 - Draft Asbestos Policy - provided under separate cover

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-5

 

RP-5               NATIONAL GENERAL ASSEMBLY OF LOCAL GOVERNMENT ANNUAL CONFERENCE

Author:          Priest, Christine

Director:       Richardson, Craig          

 

Recommendation

That Council:

a       endorse submitting a motion to the National General Assembly of Local Government Annual Conference on 19 to 22 June 2016

b       endorse the Mayor’s attendance at the conference

 

Report

The National General Assembly (NGA) will be held in Canberra at the National Convention Centre from 19 to 22 June 2016.

 

A copy of the draft program for the conference is attached for Councillors’ reference.

 

The Australian Local Government Association (ALGA) Board is calling for motions for the 2016 NGA under this year’s theme, “Partners in an Innovative and Prosperous Future.”

 

This report provides an opportunity for Councillors to consider any motions for submission to the ALGA. To be eligible for inclusion in the ALGA business papers, motions must follow the following principles:

 

1.      Be relevant to the work of local government nationally

2.      Be consistent with the themes of the Assembly

3.      Complement or build on the policy objectives of our state local government association

4.      Propose a clear action and outcome, and

5.      Not be advanced on behalf of external third parties which may seek to use the NGA to apply pressure to Board members, to gain national political exposure for positions that are not directly relevant to the work of, or in the interests of local government

 

To assist Council in preparing motions, a discussion paper has been prepared by the ALGA. This paper provides background information on the theme and is designed to assist Councils in developing motions. Motions must be received by the ALGA by 11:59pm on Friday, 22 April 2016 via the online form on the NGA website.

 

Motion

 

That the Commonwealth contribute partnership funding to match NSW State and Local Government funding which will enable Councils to deliver levee upgrade and other flood mitigation projects which will protect local residents and businesses from the devastating effects of major flooding and reduce insurance premiums for property owners in areas subject to flooding.

 


Background:

 

The traditional funding formula for flood mitigation projects has seen Commonwealth, State and Local Government contributing equally to the cost of flood mitigation projects. In NSW, these funds are administered through the NSW Office of Environment and Heritage (OEH). Wagga Wagga City Council has recently been advised by OEH that the Commonwealth are no longer contributing to the funding of flood mitigation projects in NSW and the total pool of funds available for floodplain management grants is just $7.5 million in 2015/16 which consists entirely of State funds. The estimated cost to upgrade the levee bank system in Wagga Wagga is $23.3 million and the City of Wagga Wagga is competing for state funds with 29 other Councils in the 2015/16 financial year.

 

Councillors may wish to consider submitting additional motions which align the conference themes.

 

Council is provided with one (1) vote. Therefore it recommended that the Mayor represent Council at the 2016 National General Assembly.

Budget

The estimated cost of the conference is $2,500, including conference registration, two (2) conference dinners, three (3) nights’ accommodation and associated out of pocket expenses. The conference will be funded from the Councillors’ Conference budget which has $17,094 available.

 

Project Name & Component

Existing Budget

Expenditure to Date

Proposed Budget Variation

Effect on LTFP

 

National General Assembly

$30,000

$12,906

Nil

No

TOTALS

$30,000

$12,906

Nil

No

 

Policy

POL 025 – Payment of Expenses and Provision of Facilities to Councillors Policy.

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 


QBL Analysis

 

Positive

Negative

Social

N/A

N/A

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

Attendance at this conference will enable the sharing of contemporary issues and innovation in local government.  Submitting a motion(s) affords Council with an opportunity to contribute to debate and discussion on matters affecting the local government industry.

N/A

Risk Management and Work Health and Safety Issues for Council

No specific issues identified.

Internal / External Consultation

N/A

 

Attachments  

1.

2016 National General Assembly Discussion Paper

 

2.

2016 National General Assembly Program

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                RP-5

 










Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                RP-5

 

















Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-6

 

RP-6               AUDIT AND RISK COMMITTEE CHARTER

Author:                        Priest, Christine

General Manager:    Eldridge, Alan          

 

Recommendation

That Council adopts the revised Audit and Risk Committee Charter.

 

Report

The Audit and Risk 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 Committee was established by Council Resolution No 07/008.5 on 26 February 2007 and reconfirmed by Council Resolution No 12/304 on 22 October 2012.

 

The Audit and Risk Committee has reviewed its Charter as part of its regular internal self-assessment and in response to recommendations from the Prosperity Audit Report – Loan to Douglas Aerospace Pty Ltd. 

 

The following changes were endorsed by the Audit and Risk Committee at its meeting of 25 February 2016 and are recommended to Council for adoption:

 

·        To remove the Director Corporate Services as a required attendee (non voting) at Audit and Risk Committee meetings, noting that it is likely the Director Corporate Services would be invited to attend for specific reports

 

·        To amend the section of the charter pertaining to risk management to further define the Committee’s role in the review of the approach to risk management within major projects, in line with the recommendations of the Prosperity Report

Budget

N/A

Policy

N/A

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 


QBL Analysis

 

Positive

Negative

Social

N/A

N/A

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

The Audit and Risk Committee is an essential part of a Good Governance framework to provide independent oversight of Council’s operations.

N/A

Risk Management and Work Health and Safety Issues for Council

The Audit and Risk Committee assists Council by monitoring its risk exposure and determining if management systems have appropriate risk management processes in place.

Internal / External Consultation

Audit and Risk Committee.

 

Attachments  

1.

Draft Audit and Risk Committee Charter

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                RP-6

 












Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-7

 

RP-7               KURRAJONG EARLY CHILDHOOD INTERVENTION SERVICE

Author:          Katsoolis, Craig

Director:       Richardson, Craig          

 

Recommendation

That Council donate up to $300.00 to the Kurrajong Early Childhood Intervention Service as detailed in the report under Section 356 of the Local Government Act 1993.

 

Report

Melissa McKinnon, the current Miss Wagga Wagga has requested in her attached letter for Council’s consideration the donation of the Livestock Marketing Centre (LMC) fees and charges associated with a “Sheep Drive” Charity fund raising event to be held on Thursday 31 March 2016.

 

Melissa is a Speech Pathologist with Kurrajong Early Childhood Intervention Service which assists local children with delayed development issues.

 

Melissa has asked that Council waive the Livestock Market Centre fees for the sale of donated sheep as part of fund raising event for the Kurrajong Early Childhood Intervention Service.

 

The cost of the fee waiver is approximately $1.49 per sheep. Melissa was not able to confirm the number of sheep that may be donated on the day of the sale however it is likely to be in the vicinity of approximately 25 to 50 sheep.

 

It is suggested that a donation of up to say $300 be provided which would equate to approximately 200 sheep being donated on the sale day. 

Budget

If the above donation to the Kurrajong Early Childhood Intervention Service request of up to $300.00 is approved by Council it will leave $2,860.10 uncommitted for the remainder of the 2015/2016 financial year.

 

Project Name & Component

Existing Budget

Expenditure to Date

Effect on LTFP

 

S356 Donations

$42,900

$39,739.90

Nil

 

Policy

POL 078 – Donations under Section 356 of the Local Government Act 1993.

Impact on Public Utilities

N/A

 

Link to Strategic Plan

2. We are a safe and healthy community

2.2 We have an active and healthy community

 

QBL Analysis

 

Positive

Negative

Social

Provides assistance to a local community health service to provide services to local children.

Council has limited funds and the waiving of fees and charges means that Council has fewer funds to carry out its services and maintain its community facilities.

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

N/A

N/A

Risk Management and Work Health and Safety Issues for Council

No specific issues identified.

Internal / External Consultation

Relevant internal stakeholders were consulted with for assessment.

 

Attachments  

1.

Section 356 donation - Kurrajong Early Childhood Intervention Service

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                 RP-7

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                         RP-8

 

RP-8               PLANNING ADVISORY COMMITTEE

General Manager:    Eldridge, Alan         

 

Recommendation

That Council:

a       dissolve the Planning Advisory Committee

b       instigate a less formal alternative for engaging with industry stakeholders on strategic planning, development and building matters within the Wagga Wagga LGA

 

Executive Summary

·        The Planning Advisory Committee (PAC) has been running since February 2012

 

·        The aim of the committee was to facilitate communication between Council and the development community as a direct response to industry feedback

 

·        It is recommended that Council dissolve the current formal committee and instigate a less formal alternative to engaging with industry stakeholders in the future

Report

In July 2011 Council resolved to establish a Planning Advisory Committee (PAC) as a direct response to industry feedback at the time. The key aim of the committee was to provide advice to Council on matters concerning planning and development policy and to facilitate communication between Council and the development community concerning strategic planning, development and building within the Wagga Wagga LGA.

 

The committee has met on a quarterly basis since February 2012 and membership of the committee included industry representation from the following areas:

 

-        Real Estate

-        Planning Industry

-        Home Industry Association

-        Master Builders Association

-        Building Designing and Architectural Industry

-        Builders

-        Developers

-        Engineers

 

It is recommended that Council dissolve the current formal committee structure and replace it with a less formal alternative solution. The formality of the existing structure restricts topics for discussion due to potential conflicts of interest and minimises the ability to engage with a broader cross section of the community.

 

Council staff remain committed to building and improving existing relationships with industry stakeholders and will ensure that any replacement will provide ongoing opportunity for strategic input. Representatives from the current committee will still be engaged as key stakeholders over the coming months as the Planning Taskforce prepares to revise Council’s strategic plans and documents.

Budget

N/A

Policy

N/A

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

N/A

N/A

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

Effective and transparent leadership and promotion of community input in policy and decision making.

N/A

Risk Management and Work Health and Safety Issues for Council

No specific issues identified.

Internal / External Consultation

Consultation has occurred with Councillors and Planning Advisory Committee members.

 

  

 

   


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                           M-1

 

Committee Minutes

M-1                 AUDIT AND RISK COMMITTEE MINUTES - 25 FEBRUARY 2016

Author:                        Priest, Christine

General Manager:    Eldridge, Alan          

 

Recommendation

That the Council receive and note the minutes of the Audit and Risk Committee Meeting held on 25 February 2016 and endorse the recommendations contained therein.

 

 

Report

The Audit and Risk Committee Meeting was held on 25 February 2016.  Minutes of the meeting are attached.

 

Council has granted certain authorities to the Audit and Risk Committee within the scope of its role and responsibilities, as defined within its Charter.  As an advisory committee to Council, the Audit and Risk 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.

 

At this meeting the Committee made no recommendations that if endorsed by Council would result in significant budget and/or resource implications outside the Committee’s authority.

Budget

There are no budgetary implications associated with the minutes of the 25 February 2016 Audit and Risk Committee meeting.

Policy

POL 098 – Internal Audit Policy

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 


QBL Analysis

 

Positive

Negative

Social

N/A

N/A

Environmental

N/A

N/A

Economic

N/A

N/A

Governance

The Audit and Risk Committee is an essential part of a Good Governance framework to provide independent oversight of Council’s operations.

N/A

Risk Management and Work Health and Safety Issues for Council

The Audit and Risk 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.

Audit and Risk Committee Meeting - Minutes - 25 February 2016

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                  M-1

 











Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                           M-2

 

M-2                 FLOODPLAIN RISK MANAGEMENT ADVISORY COMMITTEE MINUTES

Author:                        Fenwick, Alex

General Manager:    Eldridge, Alan          

 

Recommendation 

That Council:

a       receive and note the minutes of the Floodplain Risk Management Meeting held on 23 February 2016

b       amend the staging of the Main City Levee construction project to commence downstream of the North Wagga Levee system

 

Report

The Floodplain Risk Management Advisory Committee met on 23 February 2016.

 

The business paper and the minutes of the meeting are attached for Councillors' reference.

 

In response to the Floodplain Management Committee report RP- 2 PROJECT UPDATES, the following recommendation was made by the committee:

 

That the committee

a       receive and note the report

b       make formal recommendation to Council for Council to consider the staging of the Main City Levee construction project to allow formal decisions to be made about the North Wagga levee that may affect the construction of the Main City levee.

At the time that the construction staging was originally determined and application made for funding through the NSW Floodplain Management Program, staff proceeded on the basis that the level of protection for North Wagga would be determined and endorsed by Council at the completion of the detailed design project. This did not occur, with the final position on the level of protection for North Wagga likely to be determined and endorsed as part of the current review of the Floodplain Risk Management Study and Plan.

 

In the absence of any uncertainty around the level of protection to be provided to North Wagga, the logical place to commence construction is the upstream end of the levee, due to the greater difference between current levee height and new design height.

 

However, due to the upstream impacts of implementing one option or another for North Wagga, and lack of support from OEH for funding the provision of additional levee height required to accommodate a levee system for North Wagga that provides greater than 1 in 20 year level of protection, the logical place to commence construction is now downstream of the North Wagga levee system.


Budget

N/A

Policy

N/A

Impact on Public Utilities

N/A

 

Link to Strategic Plan

1. We are an engaged and involved community

1.1 We are a community that is informed and involved in decisions impacting us

 

QBL Analysis

 

Positive

Negative

Social

Protection of the community against flooding, providing an environment safe from flooding.

N/A

Environmental

Protection against flooding, informed decisions made about activities occurring on the floodplain.

N/A

Economic

Protection of the urban area from flooding and the potential loss of property and associated damages.

N/A

Governance

Delivering the action items as contained in the adopted Floodplain Risk Management Plan.

N/A

Risk Management and Work Health and Safety Issues for Council

No specific issues identified.

Internal / External Consultation

The committee is represented by Councillors, Community, State agencies and Council staff.

 

Attachments  

1.

Floodplain Risk Management Advisory Committee Meeting - Business Paper - 23 February 2016 - Provided under separate cover

 

2.

Floodplain Risk Management Advisory Committee Meeting - Minutes - 23 February 2016

 

 

 


Report submitted to the Ordinary Meeting of Council on Tuesday 29 March 2016.                                                                                  M-2

 



  


Report submitted to the Confidential Meeting of Council on Tuesday 29 March 2016.                                              CONF-1

 

Confidential Reports

CONF-1         RFT2016-006 RRL ADMINISTRATION CENTRE RELOCATION REFURBISHMENT PROJECT

Author:          Knight, Robert

Director:       Summerhayes, Janice         

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.

 

 

 


Report submitted to the Confidential Meeting of Council on Tuesday 29 March 2016.

 

QUESTIONS/BUSINESS WITH NOTICE

 

  


Reports submitted to the Ordinary Meeting of Council to be held on Tuesday 29 March 2016.