Ordinary Meeting of
Council
To be held on
Monday
25 September 2017
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 25 September 2017 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 James Bolton
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 |
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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 25 September 2017.
Ordinary Meeting of Council AGENDA AND BUSINESS PAPER
Monday 25 September 2017
ORDER OF BUSINESS:
CLAUSE PRECIS PAGE
PRAYER 2
ACKNOWLEDGEMENT OF COUNTRY 2
APOLOGIES 2
CONFIRMATIONS OF MINUTES
CM-1 Ordinary Council Meeting - 28 August 2017 2
DECLARATIONS OF INTEREST 2
Motions Of Which Due Notice Has Been Given
NOM-1 NOTICE OF MOTION - HOSPITAL DEVELOPMENT 2
NOM-2 Notice of Motion - Landscaping Council-managed Roundabouts and Verges 2
NOM-3 Notice of Motion: Minimum Community Engagement for Public Exhibition of Council Documents 2
Notices of Motions of Rescission
NOR-1 Notice of Recission - RFT 2017/27 Food and Garden Organics Acceptance and Processing Service 2
Councillor Report
CR-1 COUNCILLOR REPORT - WAIVER OF FEES 2
Reports from Staff
RP-1 Code of Conduct and Procedures for the Administration of the Model Code of Conduct 2
RP-2 GENERAL INSURANCE SERVICES 2
RP-3 POL 097 - PUBLIC INTEREST DISCLOSURES POLICY 2
RP-4 2017 Local Government NSW Annual Conference - Election of Delegates 2
RP-5 AUDIT AND RISK COMMITTEE ANNUAL REPORT 2
RP-6 Financial Performance Report as at 31 August 2017 2
RP-7 Memorandum of Understanding (MoU) between Charles Sturt University, TAFE NSW and the City of Wagga Wagga 2
RP-8 Crime Prevention Plan and Graffiti Management Plan 2
RP-9 POL 087 Major Events, Festivals and Films Sponsorship Policy 2
RP-10 ROAD CLOSURE FOR LIVESTOCK MOVEMENTS 2
RP-11 Integrated Planning and Reporting - Quarterly Performance Report - Quarter 4 April -June 2017 2
RP-12 Proposed Financial Assistance Program - Oura Village Septic System Upgrade 2
RP-13 Wagga Wagga Rescue Squad (VRA) - Request for Financial Assistance 2
RP-14 Related Party Disclosure Policy - Adoption of New Policy 2
RP-15 Reinstatement of Airport Fees and Charges 2
RP-16 Response to Questions with Notice 2
Committee Minutes
M-1 Audit, Risk and Improvement Committee Minutes - 10 August 2017 2
QUESTIONS/BUSINESS WITH NOTICE 2
Confidential Reports
CONF-1 RFT2017/31 PLANT MAINTENANCE SERVICES OASIS 2
CONF-2 RFT2018/03 ROADSIDE VEGETATION & GROUNDS MAINTENANCE 2
Confirmation of Minutes
CM-1 Ordinary Council Meeting - 28 August 2017
That the Minutes of the proceedings of the Ordinary Council Meeting held on 28 August 2017 be confirmed as a true and accurate record.
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1⇩. |
Ordinary Council Meeting - 28 August 2017 |
2 |
Motions Of Which Due Notice Has Been Given
NOM-1 NOTICE OF MOTION - HOSPITAL DEVELOPMENT
Author: Councillor Paul Funnell
Analysis: |
Notice of Motion bought by Councillor Paul Funnell. |
That Council: a receive a report highlighting the affects and impacts upon Council's delivery of strategic plans by current decisions of NSW Health, Murrumbidgee Local Health District (MLHD) and State Government b receive an update of exactly where service provision are at within the region, the demolition of the old hospital and what and when Stage Three will be undertaken c investigate a process whereby MLHD include Council as part of their future (MLHD) planning service provisions d investigate the opportunity to create a Council-Health Services Provision Advisory Committee |
Report
Notice of Motion bought by Councillor Paul Funnell.
Financial Implications
N/A
Policy and Legislation
N/A
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
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. NOM-2
NOM-2 Notice of Motion - Landscaping Council-managed Roundabouts and Verges
Author: Councillor Vanessa Keenan
Analysis: |
Council builds and renews roundabouts and verges across the local government area. This Notice of Motion aims to investigate opportunities to include landscaping and other treatments into these capital works where feasible to do so. |
That a report be presented at the next available Ordinary Meeting of Council outlining: a Audit of existing roundabouts and traffic islands across the Local Government Area identifying which have landscaping b List of planned renewals and new construction of roundabouts and traffic islands c Feasibility of including landscaping or other treatment to improve visual amenity of future new and renewed council roundabouts and traffic islands |
Report
The majority of roundabouts and verges across the city are concrete. This report seeks to encourage investigation of improving the visual amenity of the City and suburbs through landscaping new and renewed roundabouts where feasible.
Reducing concrete in urban environments not only improves amenity but also contributes to the reduction in urban stormwater runoff, traffic noise and radiant temperatures built up through an urban heat island effect.
Financial Implications
N/A
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
No specific issues identified.
Internal / External Consultation
N/A
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. NOM-3
NOM-3 Notice of Motion: Minimum Community Engagement for Public Exhibition of Council Documents
Author: Councillor Vanessa Keenan
Analysis: |
Council places items on public exhibition so the community can provide feedback and input into different plans, projects, strategies and policies. This Notice of Motion is intended to raise the benchmark for minimum actions undertaken by Council when seeking public feedback on relevant documents.
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That a report be presented to the next meeting of Ordinary Meeting of Council outlining a minimum standard for community engagement activities for the public exhibition of all council documents that are above the what is required under the Local Government Act 1993 (NSW). |
Report
Council places a number of documents, plans and strategies on public exhibition throughout the year. A variety of engagement is undertaken depending on the document. The Local Government Act requires public exhibition to be advertised via public notices in the local newspaper and the documented be available online and at customer service.
Often when Council meets the compliance requirements only, no comments are received from the community. When further engagement strategies are employed, community input appears to be comparable with the resources applied.
This report seeks to request staff develop a minimum standard of engagement undertaken for all documents exhibited that exceeds the requirements of the Local Government Act with the intention to increase community responses.
Financial Implications
N/A
Policy and Legislation
The Local Government Act 1993 (NSW) sets out requirements for a council to exhibit documents in accordance with its public notice.
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
No specific issues identified.
Internal / External Consultation
Placing certain documents on public exhibition is an important step in developing policy and plans and engaging with the community and key stakeholders.
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. NOR-1
Notice of Motions of Rescission
NOR-1 Notice of Recission - RFT 2017/27 Food and Garden Organics Acceptance and Processing Service
Councillor: Councillor Greg Conkey OAM
Councillor Dallas Tout
Councillor Rod Kendall
Analysis: |
This Report recommends that Council rescind Resolution No. 17/269. |
That Council: a rescind Resolution No. 17/269 Food and Garden Organics Acceptance and Processing Service, which reads as follows: 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 LG Regulation, authorise the General Manager or their delegate to enter into direct negotiations with any persons with a view to entering into a contract in relation to the subject matter of the RFT following a Councillor workshop to be held 7 August 2017 c receive a further report and recommendation on the outcomes of the negotiations in relation to the subject matter of the RFT d 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 b 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 RFT 2017-27 c pursuant to clause 178(3)(b) of the LG Regulation invite fresh tenders based on the same or different details d receive a further report and recommendation at the completion of the tendering process |
Report
At the Confidential Meeting of Council held 24 July 2017, Council resolved to:
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 LG Regulation, authorise the General Manager or their delegate to enter into direct negotiations with any persons with a view to entering into a contract in relation to the subject matter of the RFT following a Councillor workshop to be held 7 August 2017
c receive a further report and recommendation on the outcomes of the negotiations in relation to the subject matter of the RFT
d 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
A Councillor Workshop was held on 14 August 2017. Following that session, it is proposed that the resolution above be rescinded and the following be resolved to enable staff to move forward with inviting fresh tenders:
That Council:
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 RFT 2017-27
pursuant to clause 178(3)(b) of the LG Regulation invite fresh tenders based on the same or different details
receive a further report and recommendation at the completion of the tendering process
As detailed at the Councillor Workshop on 14 August 2017, it is considered that inviting fresh tenders to a new Request for Tender (RFT) for Food and Garden Organics Acceptance and Processing Services is the best approach. The new RFT will clarify concerns from the original RFT and further encourage competition.
Financial Implications
The financial implications of this report are the costs associated with reissuing a tender such as advertising, probity, legals and staff costs.
Policy and Legislation
Section 372 Local Government Act 1993 (NSW), in relation to rescinding or altering resolutions.
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
Discussions with General Manager and relevant staff including Councillor Workshop held 14 August 2017 and attended by Councillor Greg Conkey, Councillor Dallas Tout, Councillor Kerry Pascoe, Councillor Yvonne Braid, Councillor Daniel Hayes, Councillor Paul Funnell and Councillor Tim Koschel.
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. CR-1
CR-1 COUNCILLOR REPORT - WAIVER OF FEES
Author: Councillor Paul Funnell
That Council donate $90 to the Rotary Club of Wollundry Wagga Wagga under section 356 of the Local Government Act 1993. |
Report
I have been approached by a number of community members regarding the impounding of signs for the Sprout and About Markets. I present this Councillor Report for Council to waiver the $90 fee for impounding the signs.
Financial Implications
I am proposing that this be funded from the budget applicable to the collection of revenue for the impounding of signs.
Policy and Legislation
· Council Policy POL 078 Donations is relevant.
· Section 356 of the Local Government Act 1993
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
No specific issues identified.
Internal / External Consultation
N/A
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-1
RP-1 Code of Conduct and Procedures for the Administration of the Model Code of Conduct
Author: Ingrid Hensley
General Manager: James Bolton
Analysis: |
Adopt Council’s Code of Conduct in accordance with Section 440 (7) of the Local Government Act 1993. |
That Council: a adopt the Code of Conduct b adopt the Procedures for the Administration of the Model Code of Conduct c receive a further report following the release of the Model Code of Conduct and Procedures for the Administration of the Model Code of Conduct by the Office of Local Government |
Report
The Office of Local Government (OLG) have been undertaking a review of its Model Code of Conduct and Procedures for the Administration of the Model Code of Conduct over the past 12 months.
This review has included an ongoing extensive engagement and consultation process across all Councils in NSW and forms part of the Phased Amendments to the Local Government Act 1993 (The Act).
OLG have advised that amendments to the Model Code of Conduct will see the pecuniary interest provisions of the Act and the Local Government (General) Regulation 2005 incorporated into the Model Code of Conduct for Local Councils in NSW (the Model Code).
It was anticipated that the Model Code of Conduct and Procedures for the Administration of the Model Code of Conduct would be available within the first 12 months of the term of this Council. Unfortunately, the timeframe for release of these documents has been revised with OLG advising that further consultation will occur in the coming months, leading to the release of the finalised documents in due course.
As a result, it is recommended that Council adopt its current Code of Conduct and Procedures for the Administration of the Model Code of Conduct as attached in accordance with Section 440 of the Local Government Act 1993, noting that Council’s current Code and Procedures are based on the existing OLG Model.
A further report will be presented to Council for consideration, following the release of the Model Code of Conduct and Administration of the Model Code of Conduct by the Office of Local Government, and when a full review is undertaken by Council.
Financial Implications
N/A
Policy and Legislation
Code of Conduct
Procedures for the Administration of the Model Code of Conduct
Local Government Act 1993 – Section 440
Link to Strategic Plan
Community Leadership and Collaboration
Objective: We have strong leadership
Outcome: We are accountable and transparent
Risk Management Issues for Council
Adoption of the Code of Conduct in accordance with Section 440 of the Local Government Act 1993.
Internal / External Consultation
Office of Local Government
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Code of Conduct |
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Procedures for the Administration of the Model Code of Conduct |
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RP-2 GENERAL INSURANCE SERVICES
Author: Ingrid Hensley
General Manager: James Bolton
Analysis: |
Provide advice to Council on tender process for General Insurance Services. |
That Council: a proceed to tender for General Insurance Services b receive a further report following completion of the tender process for determination of General Insurance Services for Council |
Report
Council at its meeting held 26 June 2017 resolved as follows:
That Council:
a authorise the General Manager or their delegate to write to Statewide Mutual providing them with 12 months’ notice of Council’s intent to test the market for the provision of General Insurance
b receive a further report from staff before commencing any formal proceedings
Council conducted an extensive review in 2016 of Council’s Insurance Services, including examination of alternate insurance options, professional risk management in local government, analysis of the current market and benchmarking of other Council’s with Council adopting the Audit and Risk Committee recommendation to remain with Statewide Mutual in June 2016.
Following the resolution above, Council have written to Statewide Mutual advising of Council’s intent to test the market for General Insurance Services during the next 12 months.
As a result Council is proceeding to tender, over the coming months to test the market through an open transparent and accountable process. By proceeding to tender Council will be promoting competition and fairness to obtain the best value for Council.
Following completion of the tender process a report will be presented to Council for determination.
Financial Implications
Council’s Long Term Financial Plan includes annual budgets for insurance costs.
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
No specific issues identified.
Internal / External Consultation
· Statewide Mutual
· NSW Council’s
· Procurement Officers
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-3
RP-3 POL 097 - PUBLIC INTEREST DISCLOSURES POLICY
Author: Ingrid Hensley
General Manager: James Bolton
Analysis: |
Amendments to POL 097 Public Interest Disclosure Policy are presented to Council for adoption following placement on public exhibition. |
That Council: a notes that there were no submissions received during the exhibition period for POL 097 Public Interest Disclosure Policy b adopts POL 097 Public Interest Disclosure Policy |
Report
Council, at its meeting of 24 July 2017 resolved as follows:
That Council:
a receive the draft POL 097 – Public Interest Disclosures Policy
b endorse the draft POL 097 – Public Interest Disclosures Policy and place on public exhibition for a period of 28 days from 25 July 2017 to 21 August 2017 and invites public submissions until 4 September 2017 on the draft Policy
c 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
This Policy was placed on public exhibition for a period of 28 days. This exhibition period concluded on 21 August 2017 and submission period concluded 4 September 2017 with no submissions being received. Accordingly, it is recommended to Council that this Policy be adopted as exhibited.
Financial Implications
N/A
Policy and Legislation
POL 097 - Public Interest Disclosures 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
1. |
Draft Public Interest Discloure Policy - Provided under separate cover |
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Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-4
RP-4 2017 Local Government NSW Annual Conference - Election of Delegates
Author: Ingrid Hensley
General Manager: James Bolton
Analysis: |
The Local Government NSW (LGNSW) Annual Conference will be held 4 to 6 December 2017. |
That Council: a endorse the Mayor and three Councillors to attend the Local Government NSW Annual Conference to be held in Sydney from Sunday 4 December to Wednesday 6 December 2017 b elect three Councillor delegates referred to in (a) above to attend the Local Government NSW Annual Conference c submit motions as detailed in this report to the 2017 Local Government Annual NSW Conference |
Report
The Local Government NSW (LGNSW) Annual Conference will commence the evening of Sunday 4 December 2017 and continue through to Wednesday 6 December 2017 at the Hyatt Regency, Sydney.
It is recommended that nominations be called for three Councillors to attend the annual conference with the Mayor, noting that the Mayor is Council’s voting delegate.
Council is therefore asked to elect the three additional delegates to accompany the Mayor to the LGNSW Conference.
The conference will be held at the Hyatt Regency Sydney. Accommodation has been secured at the Hyatt Regency, for three nights. Further information will be forwarded to the elected delegates closer to the date.
A copy of the Draft Program is attached.
Motions for inclusion at the 2017 Local Government NSW (LGNSW) Annual Conference are currently being called for, with a due date of 9 October 2017.
Provided below are proposed Motions from Councillors and staff for your consideration and submission.
1. That LGNSW lobby the NSW Government to give priority to creating special economic precincts in regional cities to facilitate economic development and growth in employment generating hubs
Note from Council
Wagga Wagga City Council has been working with many regional cities regarding the potential to create special economic precincts in regional cities. Support from LGNSW will further encourage the NSW Government to create policy that supports regional areas of NSW as well as alleviate congestion and growth issues in the larger cities.
2. That LGNSW lobby the NSW Government to give priority to decentralising government jobs to regional areas to drive growth and innovation
Note from Council
For its part, regional Australia now offers a diverse, highly motivated and skilled workforce who are already used to working collaboratively with modern technologies to leverage innovation and productivity gains across linked and wide knowledge networks. Relocating workers can access more affordable housing, encounter less congestion, and will be surrounded by a thriving education and skills sector, and a higher quality of life. The benefits of carefully targeted Government job decentralisation now far outweigh the costs of inaction, and we urge policy priority be given to this by the Government.
3. That LGNSW and member Council lobby the NSW Government to increase annual percentage of funding for public libraries
Note from Council
In 2016 at the LGNSW the then Premier Mike Baird was asked directly about increasing public library funding in which he responded that an announcement would be forthcoming in the next few months. No announcement was made, a new Premier was installed and no change in policy has occurred.
4. That LGNSW increase the number of online learning targeting module Councillors to meet the new competency framework being developed.
Note from Council
Currently LGNSW offers no online training modules aimed specifically at councillors and their development. Face to face training is often not available for councillors who are also working.
5. That LGNSW support the removal of the ‘minimum grant’ principle which disadvantages regional cities in the determination of Financial Assistance Grant allocations to Councils made by the NSW Grants Commission
Note from Council
The Financial Assistance Grant is Commonwealth funding which is directed to Councils via a grants commission which is established in each State. The role of the grants commission is to determine how the overall allocation received from the Commonwealth is apportioned between NSW Councils. The formula for calculating the apportionment is complex and includes a number of factors including population, area, local road length, total land values, revenue raising capacity and disability factors such as remoteness.
The ‘minimum grant’ principle is assessed on a population per capita basis which takes priority over the ‘relative need’ assessment. This results in many metropolitan Councils receiving more grants funding than they otherwise would if they were assessed on the same basis as other Councils. This problem will be exacerbated in the future as more and more Council’s reach the ‘minimum grant’ level.
The ‘minimum grant’ is a policy direction from the Commonwealth Grants Commission which the NSW Grants Commission would prefer to see changed but they are unwilling to lobby on this change without industry support from Local Government NSW (LGNSW).
6. That LGNSW and member Councils advocate that the NSW Government to stop charging local Councils commercial rates for crown land for Council purposes (eg: easements) where there is a significant benefit to the community
Note from Council
Often the State Government charges commercial rates for land that local Councils are developing for community assets.
7. That LGNSW and member Council’s advocate that mandatory planning panels are not extended to other Councils.
Note from Council
The mandatory planning panels have removed a key role from local Councils where they have implemented and remove the capacity for the community to hold elected officials responsible for decisions.
8. That LGNSW and member Councils advocate for the removal of the need for local Councils to match $1 for $1 Federal and State Government grants.
Note from Council
The ability for local Councils to generate funds is limited. The requirement for equal contribution of funds is inherently unfair and puts a substantial burden onto councils often at the expense of key Council operations and roles.
9. That LGNSW supports and advocates for an open and transparent examination into the funding of local Councils in NSW.
Note from Council
There are significant funding challenges for local Councils in NSW, especially in regional and rural areas. A thorough review will help to identify those challenges and inequities and identify possible solutions to funding problems.
10. That LGNSW and member Councils lobby the NSW State Government to ensure that 100% of the proceeds from the sale/nationalisation of the Snowy Hydro scheme be allocated to regional and rural NSW.
Note from Council
The Snowy Hydro scheme has been a long standing scheme with associated infrastructure located and connected in a rural and regional setting therefore, any sale proceeds ought to reflect this and be reallocated back into rural regional communities.
Financial Implications
Council Policy POL 025 - Payment of Expenses and Provision of Facilities to Councillors identifies the annual LGNSW Conference as one of four conferences where elected delegates may have their spouse/partner accompany them to the conference.
POL 025 specifies that Council will cover the cost of registration and official conference dinners of the delegate’s spouse/partner. There is no registration cost for spouses/partners for this year’s conference. However, all other expenses incurred by the accompanying person including optional tours, functions and activities shall be the responsibility of the individual Councillor.
Cost per delegate (all GST exclusive costs):
$ 817.27 - Early Bird registration (increases to $908.18 if register after 24/10/2017)
$ 927.27 – 3 nights Accommodation cost at the Hyatt Regency Sydney
$1,744.54 – total cost per delegate
$6,978.16 – Mayor and three Councillors registration and accommodation costs
The above cost, and any other allowable costs relating to Councillors attendance at the conference will be funded from the Councillors Conferences/Seminars budget - $25,000 budget; $965.22 expended to date.
Policy and Legislation
POL 025 - Payment of Expenses and Provision of Facilities to Councillors.
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
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Local Government NSW Annual Conference Draft Brochure |
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RP-5 AUDIT AND RISK COMMITTEE ANNUAL REPORT
Author: Ingrid Hensley
General Manager: James Bolton
Analysis: |
The Audit, Risk and Improvement Committee Annual Report is tabled to Council for its information. |
That Council receive and note the Audit, Risk and Improvement Committee’s Annual Report. |
Report
Council’s Audit, Risk and Improvement Committee Charter requires the Committee to report annually to Council on the management of risk and internal controls, including:
· A summary of the work the Committee performed to discharge its responsibilities during the preceding year
· Details of meetings, including the number of meetings held during the relevant period, and the number of meetings each member attended
The Audit, Risk and Improvement Committee tables the attached Annual Report to Council for noting.
Financial Implications
N/A
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
The Audit, Risk and Improvement Committee was consulted in the development of this Annual Report.
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Audit, Risk and Improvement Committee Annual Report 2016-2017 |
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Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-5
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-5
RP-6 Financial Performance Report as at 31 August 2017
Author: Carolyn Rodney
Director: 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 August 2017.
This report also includes Section 356 requests for financial assistance to be considered for adoption. |
That Council: a approve the proposed 2017/18 budget variations for the month ended 31 August 2017 and note the balanced 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: i) Legacy Club of Wagga Wagga $ 135.00 ii) Leukaemia Foundation $ 85.00 iii) Water Polo Australia $ 5,080.00 iv) Kurrajong Waratah Christmas Spectacular $ 2,774.50 v) Kidney Health Australia Fundraising Walk $ 85.00 d rescind resolution 17/252 being the donation of $85.00 to Wagga Veterans due to the cancellation of the October 2017 Veteran’s Health Week event e rescind resolution 17/255 being the donation of $850.00 to the Aboriginal Education Consultative Group due to the group no longer requiring the hire of the Civic Theatre for their November Awards event f note details of the external investments as at 31 August 2017 in accordance with section 625 of the Local Government Act 1993 |
Report
Wagga Wagga City Council (Council) forecasts an overall balanced budget position for August 2017. Proposed funded budget variations are detailed in this report for Council’s consideration and adoption.
Council has experienced a negative monthly investment performance for the month of August that is mainly attributable to Council’s Floating Rate Note (FRN) portfolio seeing a slight decrease for the period. It should be noted that many of these investments continue to trade at a premium. Council also continues to have a higher than anticipated investment portfolio balance and continued strong portfolio returns.
Financial Implications
OPERATING INCOME
Total operating income is 16% of approved budget, which is tracking to budget for the end of August (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 63%.
OPERATING EXPENSES
Total operating expenditure is 17% of approved budget and is tracking to budget for the full financial year.
CAPITAL INCOME
Total capital income is 14% 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 43% of approved budget. This is due to commitments being raised for larger projects including the Multi Purpose Stadium ($7,748K), RIFL ($6,380K) and the Main City Levee ($2,390K).
WAGGA WAGGA CITY COUNCIL |
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CONSOLIDATED STATEMENT |
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ORIGINAL |
BUDGET ADJ |
APPROVED BUDGET |
YTD ACTUAL EXCL COMMT'S 2017/18 |
COMMT'S 2017/18 |
YTD ACTUAL + COMMT'S |
YTD % OF BUD |
Revenue
|
|||||||
Rates & Annual Charges |
(63,090,002) |
0 |
(63,090,002) |
(11,727,280) |
0 |
(11,727,280) |
19% |
User Charges & Fees |
(25,947,798) |
45,469 |
(25,902,329) |
(2,822,047) |
28,810 |
(2,793,237) |
11% |
Interest & Investment Revenue |
(3,154,163) |
0 |
(3,154,163) |
(615,409) |
0 |
(615,409) |
20% |
Other Revenues |
(2,984,954) |
(46,005) |
(2,990,959) |
(321,109) |
0 |
(321,109) |
11% |
Operating Grants & Contributions |
(13,910,429) |
(777,628) |
(14,220,829) |
(2,081,682) |
0 |
(2,081,682) |
15% |
Capital Grants & Contributions |
(13,704,984) |
(21,864,777) |
(14,086,179) |
(1,436,518) |
0 |
(1,436,518) |
10% |
Total Revenue |
(122,792,330) |
(22,642,942) |
(123,444,461) |
(19,004,044) |
28,810 |
(18,975,234) |
15% |
|
|||||||
Expenses
|
|||||||
Employee Benefits & On-Costs |
42,477,309 |
(5,000) |
42,472,309 |
6,245,005 |
62,325 |
6,307,330 |
15% |
Borrowing Costs |
3,591,092 |
0 |
3,591,092 |
(59,895) |
0 |
(59,895) |
-2% |
Materials & Contracts |
6,536,776 |
465,270 |
6,654,883 |
1,020,846 |
749,664 |
1,770,510 |
27% |
Depreciation & Amortisation |
34,477,729 |
0 |
34,477,729 |
5,746,288 |
0 |
5,746,288 |
17% |
Other Expenses |
32,731,532 |
3,045,330 |
33,271,006 |
5,422,270 |
1,165,301 |
6,587,570 |
20% |
Total Expenses |
119,814,437 |
3,505,599 |
120,467,018 |
18,374,514 |
1,977,289 |
20,351,803 |
17% |
|
|
||||||
Net Operating (Profit)/Loss |
(2,977,893) |
(19,137,342) |
(2,977,443) |
(629,530) |
2,006,099 |
1,376,569 |
|
|
|||||||
Net Operating (Profit)/Loss before Capital Grants & Contributions |
10,727,091 |
2,727,435 |
11,108,736 |
806,987 |
2,006,099 |
2,813,087 |
|
|
|||||||
Cap/Reserve Movements |
|||||||
Capital Exp - Renewals |
24,845,121 |
26,155,168 |
25,437,501 |
1,274,929 |
13,525,220 |
14,800,150 |
58% |
Capital Exp - New Projects |
16,688,302 |
15,928,703 |
17,263,876 |
2,180,164 |
6,892,768 |
9,072,932 |
53% |
Capital Exp - Project Concepts |
11,800,337 |
5,822,883 |
11,800,337 |
30,235 |
66,269 |
96,504 |
1% |
Loan Repayments |
2,474,343 |
0 |
2,474,343 |
412,391 |
0 |
412,391 |
17% |
New Loan Borrowings |
(7,215,980) |
(4,059,170) |
(7,215,980) |
0 |
0 |
0 |
0% |
Sale of Assets |
(4,678,401) |
(1,371,761) |
(4,678,401) |
(117,373) |
0 |
(117,373) |
3% |
Net Movements Reserves |
(6,458,101) |
(23,338,480) |
(7,626,505) |
0 |
0 |
0 |
0% |
Total Cap/Res Movements |
37,455,621 |
19,137,342 |
37,455,171 |
3,780,346 |
20,484,258 |
24,264,603 |
65% |
|
|||||||
Net Result after Depreciation |
34,477,728 |
0 |
34,477,728 |
3,150,816 |
22,490,357 |
25,641,172 |
|
|
|||||||
Add back Depreciation Expense |
34,477,729 |
0 |
34,477,729 |
5,746,288 |
0 |
5,746,288 |
|
|
|||||||
Cash Budget (Surplus)/Deficit |
0 |
0 |
0 |
(2,595,472) |
22,490,357 |
19,894,884 |
|
Revised Budget Result - Surplus/(Deficit) |
$’000s |
Original 2017/18 Budget Result as adopted by Council Total Budget Variations approved to date Budget variations for August 2017 |
$0 $0 $0 |
Proposed revised budget result for 31 August 2017 |
$0 |
The proposed Budget Variations to 31 August 2017 are listed below:
Budget Variation |
Amount |
Funding Source |
Net Impact Fav/ (Unfav) |
|
1 – Community Leadership and Collaboration |
||||
Section 356 Donations |
$10K |
Section 603 Income ($10K) |
Nil |
|
To facilitate the consideration of Section 356 donation requests detailed in this report, it is proposed to process a budget variation of $10K funded from an additional revenue forecast from the issue of Section 603 Certificates for the remainder of this financial year. |
||||
2 – Safe and Healthy Community |
||||
Borambola RFS Toilet Facility Installation |
$30K |
Rural Fire Service Contribution ($30K) |
Nil |
|
The Rural Fire Service (RFS) have requested that Council create a budget for the Toilet Facility Installation at Borambola Rural Fire Station. RFS will manage the project with the expenditure incurred by Council to be reimbursed by Rural Fire Service. |
||||
5 – The Environment |
||||
Beckwith & Gurwood St Intersection Upgrade |
$61K |
RMS Grant ($61K) |
Nil |
|
Council has been successful in securing RMS funding under the 2017/18 NSW Safer Roads Program for the upgrade of the Beckwith Street and Gurwood Street Intersection. The works are proposed to reduce crash incidents and increase pedestrian safety. |
||||
GWMC Weighbridge Computer & Software Upgrade |
$63K |
Solid Waste Reserve ($63K) |
Nil |
|
The Gregadoo Waste Management Centre (GWMC) weighbridge required an urgent hardware and software upgrade that resulted in one of the two weighbridges failing. The new software also allows linking to EFTPOS facilities, daily offsite back up, ability to include multiple items on one docket and the capability to search for camera images by transaction ID. It is proposed to fund this variation from the Solid Waste Reserve. |
||||
Village Floodplain Risk Management Study & Plan |
$198K |
Floodplain Risk Management Study Grant ($132K) MOFFS Hot Spot Mitigation ($66K) |
Nil |
|
Council has successfully secured $132K in funding from the Office of Environment & Heritage under the 2016/17 Floodplain Management Program. The funding allows Council to undertake Stage 2 of the village plans for mitigating and managing the effects of existing, future & continuing flood risk. The villages included in the study are Tarcutta, Ladysmith and Uranquinty. The funding ratio is 2:1 and it is proposed to fund Council’s share from existing Stormwater Major Overland Flow Flood Study (MOFFS) budgets. |
||||
Tarcutta Drainage and Levee |
$419K |
RMS Contribution Income ($419K) |
Nil |
|
Council has received funds from RMS to assist with drainage and flooding issues in Tarcutta. The works require the completion of the Villages Floodplain Risk Management Study that includes Tarcutta, which is currently due for completion in September 2019. As a result, it is requested by staff that the RMS funding be placed in the Concepts List until the completion of the study. Following this time, designs will be finalised and the project will be presented to Council along with any additional Council funding that may be required. |
||||
SURPLUS/(DEFICIT) |
|
|
Nil |
|
Current Restrictions
Due to the finalisation of the 2016/17 financial year statements, Reserve balances have not been included in this report and will be presented in September’s Finance report that is presented to the 23 October 2017 Council Meeting.
Section 356 Financial Assistance Requests
Section 356 Financial Assistance Budget available:
The Section 356 financial assistance budget for the 2017/18 financial year is $45,064, of which $40,826 is already committed in the adopted Delivery and Operational Plan 2017/18 along with $1,800.86 approved up to the 28 August 2017 Council meeting.
Council officers have received advice that two events that have recently received Council approval for fee waivers are now no longer required:
· The Veteran’s Health Week event scheduled during October 2017 has now been cancelled. At the 24 July 2017 Council meeting, it was resolved to provide an $85.00 fee waiver for this event.
· The Aboriginal Education Consultative Group Awards event scheduled at the Civic Theatre on 23 November 2017 now no longer requires this hire, as the group has decided to hold their event at another location. At the 24 July 2017 Council meeting, it was resolved to provide an $850.00 fee waiver for this event.
Adding these two fee waivers back into the available Section 356 financial assistance budget now leaves $3,372.14 available for additional fee waiver requests received for the remainder of the 2017/18 financial year.
Financial Assistance Requests Received:
· Legacy Club of Wagga Wagga Inc. - $135.00
The Legacy Club of Wagga Wagga Wagga Inc. has requested the waiver of the of banner fees for the Wagga Legacy Appeals Week 26 August 2017 to 1 September 2017 - the banner fees are $135.00.
Legacy is a charity providing services to Australian families suffering financially and socially after the death of a spouse or parent, during or after their defence force service.
· Leukaemia Foundation - $85.00
The Leukaemia Foundation has requested the donation of the hire fees of $85.00 for Victory Memorial Gardens for their “Light the Night” event to be held on 7 October 2017.
The “Light the Night” event brings together the blood cancer community to remember and reflect during their ceremony.
· Water Polo Australia - $5,080.00
Water Polo Australia has requested the waiver of the event hire fees and participant entry fees for the use of the Oasis Regional Aquatic Centre over the 2018 Australia Day long weekend for the 2018 Australian 12 and under Male and Female National Championships. The event is estimated to attract 400 players and over 800 spectators held over the 4 day event. It is proposed to waiver the hire fees only as this fee waiver will allow Water Polo to charge more reasonable entry fees for participants.
· Kurrajong Waratah Christmas Spectacular Event - $4,974.50
Kurrajong Waratah has requested the waiver of the event hire fees and associated Council staff time for the use of the Botanic Gardens Music Bowl for their Christmas Spectacular event held in December 2017. Council’s DP/OP included an approved fee waiver of $2,200.00. A review has been undertaken to determine Council’s total costs (fee waiver and in-kind support), and the actual estimated cost for Council providing assistance for this event is $4,974.50. Therefore, an additional proposed donation of $2,774.50 is required to reflect the full cost of Council support.
· Kidney Health Australia Fundraising Walk - $85.00
A local resident has requested a fee waiver the booking fee for a fundraising walk for Kidney Health Australia, “Big Red Walk”. The event is to be held at Apex Park on 1 October 2017.
A summary of the available Section 356 budget and this month’s fee waiver requests is provided below:
Section 356 financial assistance available budget |
$3,372.14 |
Mayoral Minute MM-2 - Samoa Vs NSW Country Rugby League World Cup October 2017 – 24 April 2017 Council Meeting, Resolution 17/110 |
($2,240.00) |
Proposed additional funding to be allocated to the Section 356 Financial Assistance Budget |
$10,000.00
|
Proposed revised Section 356 financial assistance available budget |
$11,132.14 |
Wagga Wagga Legacy Club Appeals Week |
($135.00) |
Leukaemia Foundation Night the Light event |
($85.00) |
Water Polo Australia Under 12 National Championships |
($5,080.00) |
Kurrajong Waratah Christmas Spectacular event ($4,974.50 less $2,200.00 approved in DP/OP) |
($2,774.50) |
Kidney Health Australia Fundraising Walk |
($85.00) |
Total Section 356 Financial Assistance Requests – 25 September 2017 Council Meeting |
($8,159.50) |
Proposed Adjusted balance of Section 356 financial assistance budget – available for requests received for the remainder of this financial year |
$2,972.64 |
Investment Summary as at 31 August 2017
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 |
Closing Balance |
August |
August |
Investment |
Maturity |
Term |
Short Term Deposits |
|
|
|
|
|
|
|
|
Police Credit Union |
NR |
1,000,000 |
1,000,000 |
2.87% |
0.82% |
6/12/2016 |
6/12/2017 |
12 |
Banana Coast CU |
NR |
1,000,000 |
1,000,000 |
2.80% |
0.82% |
2/06/2017 |
1/06/2018 |
12 |
AMP |
A |
2,000,000 |
2,000,000 |
2.80% |
1.64% |
2/06/2017 |
1/06/2018 |
12 |
Bank of Sydney |
NR |
2,000,000 |
2,000,000 |
2.75% |
1.64% |
30/09/2016 |
29/09/2017 |
12 |
CUA |
BBB |
1,000,000 |
1,000,000 |
2.80% |
0.82% |
9/02/2017 |
5/01/2018 |
11 |
AMP |
A |
2,000,000 |
2,000,000 |
2.60% |
1.64% |
2/08/2017 |
2/08/2018 |
12 |
ME Bank |
BBB |
2,000,000 |
2,000,000 |
2.80% |
1.64% |
16/12/2016 |
16/10/2017 |
10 |
CUA |
BBB |
1,000,000 |
1,000,000 |
2.75% |
0.82% |
3/03/2017 |
2/03/2018 |
12 |
Suncorp-Metway |
A+ |
2,000,000 |
2,000,000 |
2.60% |
1.64% |
7/06/2017 |
3/01/2018 |
7 |
NAB |
AA- |
2,000,000 |
2,000,000 |
2.49% |
1.64% |
9/06/2017 |
8/09/2017 |
3 |
Suncorp-Metway |
A+ |
2,000,000 |
2,000,000 |
2.50% |
1.64% |
9/06/2017 |
9/10/2017 |
4 |
Suncorp-Metway |
A+ |
2,000,000 |
2,000,000 |
2.55% |
1.64% |
9/06/2017 |
6/11/2017 |
5 |
ME Bank |
BBB |
0 |
2,000,000 |
2.60% |
1.64% |
22/08/2017 |
19/04/2018 |
8 |
Total Short Term Deposits |
|
20,000,000 |
22,000,000 |
2.66% |
18.06% |
|
|
|
At Call Accounts |
|
|
|
|
|
|
|
|
NAB |
AA- |
1,672,964 |
3,179,390 |
1.50% |
2.61% |
N/A |
N/A |
N/A |
NAB |
AA- |
11,492,716 |
19,516,493 |
2.19% |
16.02% |
N/A |
N/A |
N/A |
AMP |
A |
181,833 |
182,165 |
2.15% |
0.15% |
N/A |
N/A |
N/A |
Beyond Bank |
BBB+ |
148,401 |
148,552 |
1.00% |
0.12% |
N/A |
N/A |
N/A |
CBA |
AA- |
44,649 |
51,677 |
1.35% |
0.04% |
N/A |
N/A |
N/A |
Total At Call Accounts |
|
13,540,563 |
23,078,276 |
2.09% |
18.95% |
|
|
|
Medium Term Deposits |
|
|
|
|
|
|
|
|
RaboBank |
A+ |
1,000,000 |
1,000,000 |
3.16% |
0.82% |
5/06/2017 |
6/06/2022 |
60 |
BOQ |
BBB+ |
1,000,000 |
0 |
0.00% |
0.00% |
22/08/2012 |
22/08/2017 |
60 |
ING Bank |
A |
3,000,000 |
3,000,000 |
2.75% |
2.46% |
24/08/2017 |
26/08/2019 |
24 |
Hume Building Society |
NR |
1,009,123 |
0 |
0.00% |
0.00% |
21/08/2014 |
21/08/2017 |
36 |
ME Bank |
BBB |
2,000,000 |
2,000,000 |
4.28% |
1.64% |
2/09/2014 |
2/09/2019 |
60 |
Rabobank |
A+ |
1,000,000 |
1,000,000 |
4.10% |
0.82% |
5/12/2014 |
5/12/2019 |
60 |
Beyond Bank |
BBB+ |
990,000 |
990,000 |
3.70% |
0.81% |
4/03/2015 |
4/03/2018 |
36 |
Beyond Bank |
BBB+ |
990,000 |
990,000 |
3.70% |
0.81% |
11/03/2015 |
11/03/2018 |
36 |
BOQ |
BBB+ |
2,000,000 |
2,000,000 |
3.10% |
1.64% |
7/07/2017 |
7/07/2020 |
36 |
Newcastle Permanent |
BBB |
1,000,000 |
1,000,000 |
3.00% |
0.82% |
12/08/2016 |
12/08/2019 |
36 |
Rabobank |
A+ |
1,000,000 |
1,000,000 |
3.20% |
0.82% |
25/08/2016 |
25/08/2021 |
60 |
Newcastle Permanent |
BBB |
1,000,000 |
1,000,000 |
3.00% |
0.82% |
31/08/2016 |
30/08/2019 |
36 |
Police Credit Union |
NR |
1,000,000 |
1,000,000 |
2.90% |
0.82% |
8/09/2016 |
10/09/2018 |
24 |
Newcastle Permanent |
BBB |
2,000,000 |
2,000,000 |
3.00% |
1.64% |
10/02/2017 |
11/02/2019 |
24 |
Westpac |
AA- |
3,000,000 |
3,000,000 |
3.10% |
2.46% |
10/03/2017 |
10/03/2022 |
60 |
Total Medium Term Deposits |
|
21,989,123 |
19,980,000 |
3.25% |
16.40% |
|
|
|
Institution |
Rating |
Closing Balance |
Closing Balance |
August |
August |
Investment |
Maturity |
Term |
Floating Rate Notes - Senior Debt |
|
|
|
|
|
|
|
|
Bendigo-Adelaide |
BBB+ |
1,003,940 |
1,007,254 |
BBSW + 93 |
0.83% |
17/09/2014 |
17/09/2019 |
60 |
BOQ |
BBB+ |
2,009,860 |
2,022,200 |
BBSW + 110 |
1.66% |
5/08/2014 |
24/06/2019 |
58 |
BOQ |
BBB+ |
1,009,740 |
1,006,415 |
BBSW + 107 |
0.83% |
6/11/2014 |
6/11/2019 |
60 |
BOQ |
BBB+ |
1,009,740 |
1,006,415 |
BBSW + 107 |
0.83% |
10/11/2014 |
6/11/2019 |
60 |
ME Bank |
BBB |
1,006,060 |
1,001,505 |
BBSW + 100 |
0.82% |
17/11/2014 |
17/11/2017 |
36 |
ME Bank |
BBB |
1,006,060 |
1,001,505 |
BBSW + 100 |
0.82% |
17/11/2014 |
17/11/2017 |
36 |
Teachers Mutual |
BBB |
1,005,360 |
1,007,600 |
BBSW + 105 |
0.83% |
4/12/2014 |
4/12/2017 |
36 |
Newcastle Permanent |
BBB |
1,005,790 |
1,001,805 |
BBSW + 110 |
0.82% |
27/02/2015 |
27/02/2018 |
36 |
Macquarie Bank |
A |
2,025,780 |
2,015,800 |
BBSW + 110 |
1.65% |
3/03/2015 |
3/03/2020 |
60 |
ANZ |
AA- |
756,030 |
757,961 |
BBSW + 82 |
0.62% |
17/04/2015 |
17/04/2020 |
60 |
Heritage Bank |
BBB+ |
999,990 |
1,003,615 |
BBSW + 115 |
0.82% |
7/05/2015 |
7/05/2018 |
36 |
NAB |
AA- |
1,010,290 |
1,006,700 |
BBSW + 80 |
0.83% |
3/06/2015 |
3/06/2020 |
60 |
Heritage Bank |
BBB+ |
999,990 |
1,003,615 |
BBSW + 115 |
0.82% |
9/06/2015 |
7/05/2018 |
35 |
CBA |
AA- |
1,010,310 |
1,012,214 |
BBSW + 90 |
0.83% |
17/07/2015 |
17/07/2020 |
60 |
Westpac |
AA- |
1,009,520 |
1,011,620 |
BBSW + 90 |
0.83% |
28/07/2015 |
28/07/2020 |
60 |
Bendigo-Adelaide |
BBB+ |
1,008,570 |
1,004,765 |
BBSW + 110 |
0.82% |
18/08/2015 |
18/08/2020 |
60 |
Credit Suisse |
A |
1,010,340 |
1,006,075 |
BBSW + 105 |
0.83% |
24/08/2015 |
24/08/2018 |
36 |
Bendigo-Adelaide |
BBB+ |
1,008,570 |
1,004,765 |
BBSW + 110 |
0.82% |
28/09/2015 |
18/08/2020 |
59 |
Westpac |
AA- |
2,019,040 |
2,023,240 |
BBSW + 90 |
1.66% |
30/09/2015 |
28/07/2020 |
58 |
Suncorp-Metway |
A+ |
1,014,740 |
1,018,563 |
BBSW + 125 |
0.84% |
20/10/2015 |
20/10/2020 |
60 |
Westpac |
AA- |
4,058,520 |
4,067,132 |
BBSW + 108 |
3.34% |
28/10/2015 |
28/10/2020 |
60 |
AMP |
A |
1,817,964 |
1,811,961 |
BBSW + 110 |
1.49% |
11/12/2015 |
11/06/2019 |
42 |
CBA |
AA- |
1,016,800 |
1,018,423 |
BBSW + 115 |
0.84% |
18/01/2016 |
18/01/2021 |
60 |
Rabobank |
A+ |
2,061,980 |
2,019,800 |
BBSW + 150 |
1.66% |
4/03/2016 |
4/03/2021 |
60 |
Newcastle Permanent |
BBB |
1,009,460 |
1,012,704 |
BBSW + 160 |
0.83% |
22/03/2016 |
22/03/2019 |
36 |
CUA |
BBB |
2,016,660 |
2,023,308 |
BBSW + 160 |
1.66% |
1/04/2016 |
1/04/2019 |
36 |
ANZ |
AA- |
1,019,850 |
1,021,792 |
BBSW + 118 |
0.84% |
7/04/2016 |
7/04/2021 |
60 |
Suncorp-Metway |
A+ |
1,020,380 |
1,023,922 |
BBSW + 138 |
0.84% |
21/04/2016 |
12/04/2021 |
60 |
AMP |
A |
1,020,600 |
1,017,973 |
BBSW + 135 |
0.84% |
24/05/2016 |
24/05/2021 |
60 |
Westpac |
AA- |
1,021,400 |
1,008,200 |
BBSW + 117 |
0.83% |
3/06/2016 |
3/06/2021 |
60 |
CBA |
AA- |
1,019,640 |
1,021,322 |
BBSW + 121 |
0.84% |
12/07/2016 |
12/07/2021 |
60 |
ANZ |
AA- |
2,042,960 |
2,032,766 |
BBSW + 113 |
1.67% |
16/08/2016 |
16/08/2021 |
60 |
BOQ |
BBB+ |
1,507,320 |
1,512,591 |
BBSW + 117 |
1.24% |
26/10/2016 |
26/10/2020 |
48 |
NAB |
AA- |
1,012,870 |
1,014,733 |
BBSW + 105 |
0.83% |
21/10/2016 |
21/10/2021 |
60 |
Teachers Mutual |
BBB |
1,501,455 |
1,506,173 |
BBSW + 140 |
1.24% |
28/10/2016 |
28/10/2019 |
36 |
Bendigo-Adelaide |
BBB+ |
1,008,130 |
1,004,545 |
BBSW + 110 |
0.82% |
21/11/2016 |
21/02/2020 |
39 |
Westpac |
AA- |
1,013,300 |
1,015,603 |
BBSW + 111 |
0.83% |
7/02/2017 |
7/02/2022 |
60 |
ANZ |
AA- |
1,013,240 |
1,008,464 |
BBSW + 100 |
0.83% |
7/03/2017 |
7/03/2022 |
60 |
CUA |
BBB |
751,628 |
754,181 |
BBSW + 130 |
0.62% |
20/03/2017 |
20/03/2020 |
36 |
Heritage Bank |
BBB+ |
599,694 |
601,587 |
BBSW + 130 |
0.49% |
4/05/2017 |
4/05/2020 |
36 |
Teachers Mutual |
BBB |
1,003,610 |
1,006,263 |
BBSW + 142 |
0.83% |
29/06/2017 |
29/06/2020 |
36 |
NAB |
AA- |
3,016,620 |
3,022,872 |
BBSW + 90 |
2.48% |
5/07/2017 |
5/07/2022 |
60 |
Suncorp-Metway |
A+ |
0 |
1,002,825 |
BBSW + 97 |
0.82% |
16/08/2017 |
16/08/2022 |
60 |
Total Floating Rate Notes - Senior Debt |
|
54,483,801 |
55,452,771 |
|
45.52% |
|
|
|
Managed Funds |
|
|
|
|
|
|
|
|
NSW Tcorp |
NR |
1,286,402 |
1,296,689 |
0.80% |
1.06% |
17/03/2014 |
1/08/2022 |
100 |
Total Managed Funds |
|
1,286,402 |
1,296,689 |
0.80% |
1.06% |
|
|
|
TOTAL
CASH ASSETS, CASH |
|
111,299,889 |
121,807,736 |
2.25% |
100.00% |
|
|
|
LESS: RIVERINA REGIONAL LIBRARY (RRL) CASH AT BANK |
|
3,479,103 |
3,268,510 |
|
|
|
|
|
TOTAL
WWCC CASH ASSETS, CASH |
|
107,820,787 |
118,539,226 |
|
|
|
|
|
Council’s portfolio is dominated by Floating Rate Notes (FRN’s) at approximately 46% across a broad range of counterparties. Cash equates to 19% of Council’s portfolio with Term Deposits around 34% 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 ADIs (BBB- or higher), with a smaller allocation to unrated ADIs.
All investments are well within the defined Policy limits, as outlined in the Rating Allocation chart below:
Investment Portfolio Balance
Council’s investment portfolio balance has increased from the previous month’s balance, up from $107.8M to $118.5M. This is reflective of the first rates instalment for 2017/18 being due at 31 August 2017.
MONTHLY INVESTMENT MOVEMENTS
Redemptions/Sales – Council redeemed the following investment securities during August 2017:
Institution and Type |
Amount |
Investment Term |
Interest Rate |
Comments |
Bank of Queensland Term Deposit |
$1M |
5 years |
6.30% |
This term deposit was redeemed due to poor reinvestment rates with BOQ. These funds were reinvested with ME Bank |
Hume Bank Term Deposit |
$1M |
3 years |
4.10% |
This term deposit was redeemed due to poor reinvestment rates with Hume Bank. These funds were reinvested with ME Bank |
New Investments – Council purchased the following investment securities during August 2017.
Institution and Type |
Amount |
Investment Term |
Interest Rate |
Comments |
ME Bank Term Deposit |
$2M |
8 months |
2.60% |
The ME Bank rate of 2.60% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within the portfolio. |
Suncorp Floating Rate Note |
$1M |
5 years |
BBSW + 97 |
Council’s independent Financial Advisor advised this Floating Rate Note represented fair value with a highly rated institution. |
Rollovers – Council rolled over the following investment securities during August 2017:
Institution and Type |
Amount |
Investment Term |
Interest Rate |
Comments |
AMP Term Deposit |
$2M |
1 year |
2.60% |
This term deposit was a 1 year investment at 3.00% and was rolled at maturity into a 1 year term deposit at 2.60%. |
ING Term Deposit |
$3M |
2 years |
2.75% |
This term deposit was a 5 year investment at 6.00% and was rolled at maturity into a 2 year term deposit at 2.75%. |
MONTHLY PERFORMANCE
Interest/growth/capital gains for the month totaled $233,268, which compares unfavourably with the budget for the period of $235,087, underperforming budget for August by $1,819. This is mainly attributable to Council’s Floating Rate Note (FRN) portfolio seeing a slight decrease for the August period. It should be noted that many of these investments 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, 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 2017/18 financial year the portfolio balance will reduce with the construction of major projects.
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 its Independent Financial Advisor will continue to look for opportunities to lock in higher yielding investments as they become available.
In comparison to the AusBond Bank Bill Index* (+1.76%pa), Council’s investment portfolio in total returned 2.25% for August. Short-term deposits returned 2.66%. 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.
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, noting that a revised Investment Policy was adopted by Council on 28 August 2017.
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
Risk Management Issues for Council
This report is a control mechanism that assists in addressing the following potential risks to Council:
Item Number |
Risk Description |
F4 |
Loss of investment income or capital resulting from ongoing management of investments, especially during difficult economic times |
CR26 |
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.
1⇩. |
Section 356 Donation Request - Legacy Club of Wagga Wagga |
|
2⇩. |
Section 356 Donation Request - Leukaemia Foundation Light the Night Event |
|
3⇩. |
Section 356 Donation Request - Water Polo Association |
|
4⇩. |
Section 356 Donation Request - Kurrajong Christmas Spectacular 2017 |
|
5⇩. |
Section 356 Donation Request - Kidney Health Australia Fundraising Walk |
|
RP-7 Memorandum of Understanding (MoU) between Charles Sturt University, TAFE NSW and the City of Wagga Wagga
Director: Janice Summerhayes
Analysis: |
Relevant officers from all three organisations have reviewed the current 2012 Memorandum of Understanding (MoU) between Charles Sturt University (CSU), TAFE NSW and Wagga Wagga City Council. To strengthen how the three organisations will work together a revised MoU has been developed with the intent to have a five-year review period. Both CSU and TAFE NSW have agreed with the content of the MoU and support the presentation of the MoU to Council for adoption. Once adopted a signing event with official representatives from each organisation will be organised. This will signify the importance of the collaborative relationship between the three organisations. |
That Council: a adopt the 2017 memorandum of understanding (MoU) between Charles Sturt University, TAFE NSW and the City of Wagga Wagga which will supersede the 2012 MoU b authorise the Mayor and General Manager to sign the MoU on behalf of Council |
Report
There is an existing 2012 memorandum of understanding (MoU) between Charles Sturt University, TAFE NSW and Wagga Wagga City Council. To capture how the three organisations will work together over the next five years, each organisation has reviewed and agreed on a revised 2017 MoU. This will replace the existing 2012 document. This review also provided an opportunity to reflect on each organisations recently adopted strategic plans.
The revised MoU 2017 has been endorsed by Charles Sturt University and TAFE NSW with the view for this document to now be adopted by Council. Once Council adopts the MoU the three organisations will co-promote the intent of the MoU and apply the key objectives to each organisation.
In summary, the MoU covers a statement of intent as follows:
Wagga Wagga City Council (WWCC), Charles Sturt University (CSU) and TAFE NSW agree to actively cooperate to enhance the city’s position as a regional city for sustainable business, balanced living and as a leader in education, training and research for regional Australia.
Under the MoU statement of intent, there are key objectives listed. These objectives are detailed in the attached MoU itself, and provide the implementation context for each organisation.
To progress a collaborative and progressive three-way partnership between Charles Sturt University, TAFE NSW and Wagga Wagga City Council it is recommended that Council adopt the MoU for signing by the Mayor and General Manager. Once adopted Council staff will organise an opportunity for the MoU to be signed by the Mayor and General Manager with official representatives from Charles Sturt University and TAFE NSW.
Financial Implications
N/A
Policy and Legislation
N/A
Link to Strategic Plan
Community Place and Identity
Objective: We are proud of where we live and our identity
Outcome: We have a strong sense of place
Risk Management Issues for Council
Each organisation will be responsible for their risk management against the MoU objectives. The development of this MoU provides an additional control around the following potential risks to Council:
Item Number |
Risk Description |
CR41 |
Planning strategies not resourced and developed in a timely manner leading to delayed or inappropriate (ad hoc) development, out of sync development and poor provision of infrastructure and poor reputation for Council, and poor community, liveability and environmental outcomes |
S46 |
Inability to maintain / increase employment base of the LGA leading to adverse socio / economic consequences |
S47 |
Economic Development Strategy inadequate to enable the city to grow |
Internal / External Consultation
External consultation has occurred with Charles Sturt University and TAFE NSW. Internal consultation has also taken place with the Executive team and the Governance team.
1⇩. |
MoU WWCC-CSU-TAFE signed copy 24 August 2012 |
|
2⇩. |
Draft - MoU - WWCC, CSU, TAFE |
|
RP-8 Crime Prevention Plan and Graffiti Management Plan
Director: Janice Summerhayes
Analysis: |
In response to Council’s Community Strategic Plan – Wagga View 2040 a revised Crime Prevention Plan 2021(CPP) has been completed. Staff now seek to place the document on public exhibition to seek further feedback prior to presenting the document to Council for adoption. Linked to the CPP has been the development of a new Council Graffiti Management Plan (GMP). The relationship is that the GMP is an internal sub plan as part of the staff delivery program. The GMP will be publically available on line so that the community can understand the roles and responses that Council can provide in the management of Graffiti, alongside other useful community and other government information. The GMP is presented for Council’s awareness and to receive and note the development and delivery of this plan. |
That Council: a receives the revised Crime Prevention Plan 2021 and the Graffiti Management Plan 2017-2021 b places the revised Crime Prevention Plan 2021 on public exhibition for a minimum of 28 days from 29 September to 27 October and invite public submissions on the plan c receive a further report following the public exhibition and submission period: i addressing any submission made in respect of the revised Crime Prevention Plan 2021 ii proposing adoption of the revised Crime Prevention Plan 2021 unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period |
Report
The Crime Prevention Plan (CPP) was due for revision and updating in response to an identified action in Council’s Community Strategic Plan – Wagga View 2040 and the elapsed period of the prior plan.
Linked to the CPP has been the development of a new council Graffiti Management Plan (GMP). The relationship is that the GMP is an identified action within the Crime Prevention Plan. This was developed also in response to community expectations on clearer roles and information on the management of Graffiti in our community. The GMP is regarded as an internal sub management plan and is to be integrated in Council’s delivery and operational plans for implementation. The plan will be available publically on line for transparency to the community of roles and responses for graffiti management, alongside useful community and other government information.
The 2007-2009 Crime Prevention Plan document had lapsed and the revised Crime Prevention Plan 2021 has been developed with an entirely new format, data and statistics through the best practice guidance of NSW Department of Justice. There has been a review of current data and statistics in order to reflect the local climate related to crime incidences and crime types.
The revised CPP is also a community document reliant on external stakeholders so there was a need to conduct extensive consultation with key community services and stakeholders, in order to compile a locally relevant action plan. The collaborative planning approach allows for stakeholders to work with Council in meeting Council’s Community Strategic Plan – Wagga View 2040 objective “We create safe spaces and places”.
The CPP document is in a draft format, it is not graphically designed at this stage. Council’s media and communications team will design the CPP post public exhibition to take account of any appropriate amendments. The CPP once back from public exhibition will be further reported to Council taking account of any submissions received before an implementation period. Placing the revised Crime Prevention Plan 2021 on public exhibition provides a final opportunity for community members, including businesses and services to review the plan and to provide submissions. To allow community feedback on the plan, it is recommended that the plan be placed on public exhibition for a period of 28 days with the public invited to provide submissions during this time.
The GMP will be implemented according to its four-year action plan, noting all actions have been flagged to be embedded in the organisations Operational and Delivery Plan reporting framework.
Financial Implications
Adoption of the final Crime Prevention Plan will require resources to implement actions identified in the action plan of both external stakeholders and where listed for Council. Council identified actions will either be funded within existing resource allocations or will be identified during the 2018/19 budget process. Where grant funding or alternative sources are identified, staff will actively support other stakeholders to seek those funds.
Policy and Legislation
Graffiti Control Act 2008 (NSW)
NSW Crimes Act 1900
Link to Strategic Plan
Safe and Healthy Community
Objective: We are safe
Outcome: We create safe spaces and places
Risk Management Issues for Council
The development of this Policy provides an additional control around the following potential risks to Council:
Item Number |
Risk Description |
CR41 |
Planning strategies not resourced and developed in a timely manner leading to delayed or inappropriate (ad hoc) development, out of sync development and poor provision of infrastructure and poor reputation for Council, and poor community, liveability and environmental outcomes |
S51 |
Integration of long term strategic planning, a focus is required to demonstrate how the Community Strategic Plan drives the Delivery Program and Operational Plan and all other related plans. The need for strategic planning for long term forward work plan so that works can be designed in advance and completed in line with our published delivery plans. |
Internal / External Consultation
Extensive community, internal and agency consultation has occurred to inform the revised Crime Prevention Plan 2021. Along with cross organisational internal consultation for the development of the Graffiti Management Plan. Both plans were presented to the executive team and supported for tabling at Council.
Consultation occurred with Councillors and external stakeholders. These include but are not limited to: Wagga Wagga Police Local Area Command, Department of Justice, Department of Education, Department of Family and Community Services, PCYC, Anglicare, COMPACT, Relationships Australia.
Feedback from the community via other Council consultation forums e.g. social and community development programs, recreation and community services planning, the community strategic planning processes, direct customer contact and Local Member feedback has also been taken account of in the development of both plans.
1. |
Draft - Crime Prevention Plan - Provided under separate cover |
|
2. |
Draft - Graffiti Management Plan - Provided under separate cover |
|
Report submitted to the Ordinary Meeting of Council on Monday 25 September 2017. RP-9
RP-9 POL 087 Major Events, Festivals and Films Sponsorship Policy
Author: Madeleine Scully
Director: Janice Summerhayes
Analysis: |
The draft Major Events, Festivals and Films Sponsorship Policy was placed on public exhibition for 28 days on 27 June 2017 with public submissions invited until 8 August 2017. During the period, feedback was received from three organisations, this feedback has been considered resulting in one change to the Policy and refinements to the associated guidelines. |
That Council: a note submissions received during the exhibition period for POL 087 Major Events, Festivals and Films Sponsorship Policy b adopt the amended Major Events, Festivals and Films Sponsorship Policy c call for Expressions of Interest for three Industry representatives to join the Major Events Advisory Panel for the Term of the Council to be selected as per POL 117 Appointment of Organisation Community and Individual Citizen Members to Council committees policy |
Report
The draft POL 087 was placed on public exhibition for 28 days with a 42 day submission period which closed on 8 August 2017. During the submission period, Council staff received feedback from three event organisers, this feedback has been collated and is summarised below.
Summary of submissions:
· Council received a total of three submissions including endorsement from the Riverina Murray Destination Network.
Attached to this report is:
1. The amended POL 087 Major Events, Festivals and Films Sponsorship Policy
2. The amended Major Events, Festivals and Sponsorships Guidelines that reflect the intent of this policy
A detailed summary of the submissions received is outlined below:
Who |
Feedback |
Response |
Outcome |
Destination Network Riverina Murray (via email) |
The draft policy is very well structured and aligns well with the objectives of the current DNSW event funding programs.
|
N/A |
No change to policy |
|
Requested consideration of the DNSW Regional Flagship Events Program be highlighted to potential event holders in addition to the Council funding program. |
A link to this funding has been added to the guidelines document. |
No change to policy
Minor change to guidelines |
Gears and Beers (via face to face meeting) |
Staged payment The two staged payment meant funds are withheld until after the event completion, which makes it difficult to deliver.
|
A two-staged payment is standard practise to ensure that event organisers are accountable for fulfilling event obligations.
The event agreement to secure funding is determined on a case-by-case basis and terms of payment are negotiated based on event type and experience.
Current guidelines state: Depending on the nature of your event, additional conditions may be placed on your sponsorship with accompanying adjustments to the standard payment schedule. |
No change to policy
|
|
KPIs Are variable dependent on the type of event. |
KPI’s are agreed with the sponsorship recipient as part of the Sponsorship Agreement process. |
No change to policy
|
Riverina Event Solutions (via email) |
The guidelines are clear and will ensure event organisers have thoroughly planned before applying for funds. The dates make it clear as to when to apply and it is a fair process. |
N/A |
No change to policy |
|
Three consecutive years of funding Organisations cannot receive more than three consecutive years of sponsorship funding for their event from the Major Events, Festivals and Films Sponsorship Program. Is funding available for an additional 3 years after an event break?
|
Existing policy states: Any requests for funding in excess of three consecutive years from the Major Events, Festivals and Films Sponsorship streams will need to be independently reported to Council for determination.
|
Policy and guidelines amended to include: Council seeks to ensure the available funding is distributed as equitably as possible within the guidelines as stated. Organisations who have received funding for three consecutive years (commencing 2017/18) will be required to demonstrate new initiatives and continuous improvement in the delivery of the event to be eligible to apply for further annual funding. |
|
Event safety Raised the need for event organisers to ensure public safety at their event i.e. event organisers being responsible for attendees at their guests, lighting, bollards, temporary structures etc. |
No change to policy - consideration to event safety is made when defining the event KPI’s in the event agreement. |
No change to policy |
|
Proving economic benefit How can organisers prove the economic benefit to the town and exact attendee numbers if the event is free? |
No change to policy – examples to be provided in guidelines. |
No change to policy
Guidelines amended to include:
Please contact the Visitor Economy and Events Team if you have any questions regarding the Economic Impact of your event, and for assistance with calculating this value. |
Based on the submissions received the table below outlines the recommended changes to the policy.
Document
|
Section |
Amendment |
POL 087 Major Events, Festivals and Films Sponsorship Policy |
Section 2.2 Specific Provisions - Organisations cannot receive more than three consecutive years of sponsorship funding for their event.
|
Additional context to be added to policy: Council seeks to ensure the available funding is distributed as equitably as possible within the guidelines as stated. Organisations who have received funding for three consecutive years (commencing 2017/18) will be required to demonstrate new initiatives to be delivered within the scope of the event to be eligible to apply for further annual funding. |
Financial Implications
The Major Events Sponsorship budget has an annual allocation of $100,000. The Major Events, Festivals and Films Sponsorship Program has two sponsorship rounds each financial year - if the budget is exhausted in round one, this will be notified to the community and applications will be closed for round two.
Policy and Legislation
POL 087 Major Events Sponsorship Policy
Link to Strategic Plan
Community Leadership and Collaboration
Objective: City of Wagga Wagga services reflect the needs of the community
Outcome: We have access to the City of Wagga Wagga
Risk Management Issues for Council
The development of this Policy provides an additional control around the following potential risks to Council:
Item Number |
Risk Description |
F5 |
Corruption leading to loss of reputational and / or financial loss to Council |
G19 |
Appropriate procurement processes not undertaken leading to value for money issues and / or questions or probity |
CR26 |
Failure to demonstrate to the community that its funds are being expended in an efficient and effective manner |
066 |
Failure to adequately manage the performance and/or conduct of contractors leads to financial loss or non-delivery of expected contract outcomes |
067 |
Inadequate WHS systems exposing Council staff to risk of injury and Council (and Council staff) to prosecution for breach of the WHS legislation |
076 |
Misrepresentation of Council's corporate branding resulting in a poor professional image |
Internal / External Consultation
Council staff has consulted with event organisers, the Corporate Review Committee and Executive Team.
1⇩. |
POL 087 Major Events, Festivals and Films Sponsorship Policy |
|
2⇩. |
Major Events, Festivals and Films Sponsorship Guidelines |
|
Major Events, Festivals and Films Sponsorship Program Guidelines 2017-18
Introduction
Wagga Wagga City Council (Council) is committed to supporting events within the Wagga Wagga Local Government Area and recognises the value of events in driving visitation and generating economic benefits as well as showcasing our public spaces and enlivening the city.
The Major Events, Festivals and Films Sponsorship Program
The Major Events, Festivals and Films Sponsorship program offers financial and/or in-kind support to eligible events that activate the city and generate benefits for our community and businesses.
For the purposes of the program, sponsorship is defined as financial and/or in-kind support provided to an event organiser in return for tangible rights or benefits associated with the event. These benefits may include brand exposure, signage or speaking opportunities.
Sponsorship arrangements for annual or ongoing events and activities may be subject to multi-year agreements at Council’s discretion. Multi-year sponsorship is considered with a view to encouraging self-sufficiency for such events and activities, whilst at the same time maintaining a level of support which will guarantee their short term viability.
Organisations cannot receive more than three consecutive years of sponsorship funding for their event from the Major Events, Festivals and Films Sponsorship Program.
Council seeks to ensure the available funding is distributed as equitably as possible within the guidelines as stated. Organisations who have received funding for three consecutive years (commencing 2017/18) will be required to demonstrate new initiatives and continuous improvement in the delivery of the event to be eligible to apply for further annual funding.
Two Sponsorship Streams
Funding requests for this program are from $3,000 to $25,000 per event.
The Major Events, Festivals and Films Sponsorship Program provides cash and in-kind support for a diverse range of events that generate more than $350,000 in economic impact and provide substantial tourism outcomes to the city. The Sponsorship is segmented into the following two streams:
Stream |
Classification Criteria |
Funding Amount |
Tier 1 |
Major Events, Festivals or Films that generate : · Greater than $750,000 in economic impact · Substantial tourism outcomes (over 6000 event attendees) · Potential for significant state, national and/or international exposure likely to result in increased visitation for the City. |
$15,001 to $25,000 |
Tier 2 |
Major Events, Festivals or Films that generate : · Greater than $350,000 in economic impact · Substantial tourism outcomes (over 1000 event attendees) · Potential for significant state, national and/or international exposure likely to result in increased visitation for the city. |
$3,001 to $15,000 |
Eligibility Criteria
Council in partnership with event organisers aim to support and enable a vibrant events calendar that contributes to the economic and social outcomes of our community.
The Major Events, Festivals and Films Sponsorship Program is a tiered support model that focuses funding resources towards events delivering major economic and tourism outcomes. The Program aims to support events that:
· Generate economic and tourism outcomes in the Wagga Wagga Local Government Area.
· Enhance the profile and appeal of the Wagga Wagga region.
· Contribute to Wagga Wagga’s liveability and well-being.
Before reading further, please check your event meets the minimum program criteria. You must be able to meet all of the following criteria:
· Be a constituted body or legal entity, such as an incorporated association or auspiced by one (individuals are not eligible).
· Provide proof (certificate of currency) of public liability insurance cover (minimum $20m or as otherwise agreed) relevant to the activities undertaken and for the duration of the event.
· Be based within the Wagga Wagga Local Government area or be applying for funding to conduct an event that benefits the Wagga Wagga Local Government area.
· Demonstrate governance and management structures and a track record of successfully running events or demonstrate that the organisation has the capability to run a successful event.
· Demonstrate the event’s potential for long-term sustainability following Council’s support.
· Provide documentation and evidence to meet the funding category criteria.
· Be a public event, inclusive and accessible to everyone.
If you are uncertain about any of the questions above, please contact us for guidance.
Ineligible applications
You cannot apply for Major Events, Festivals and Films Sponsorship if:
· Your event is already receiving support through another Wagga Wagga City Council funding program.
· Your event has received another Tier level of support at the same time.
· Your event has received three (3) consecutive years of sponsorship funding from the Major Events, Festivals and Films Sponsorship (in either streams or across a combination of the Tier 1 and 2 streams).
· Your event has received funding once in this financial year.
· Your event is not within the eligible date range.
· Your event is a private event that is not broadly accessible to the wider community.
· You are requesting sponsorship in excess of 40% of your total event’s costs
· Your organisation has outstanding debts to Council, or has not previously acquitted a grant or sponsorship to the satisfaction of Council.
· You are an Individual.
· You are a political organisation, or your event has a political purpose.
· You are a religious group or religious event unless your event is non-denominational and demonstrates a broader benefit to the community.
· Your event excludes or may offend parts of the community.
· Your organisation has not previously complied with permits or other conditions of Council, or has failed to apply for required permits.
· Your event is a fundraising and/or charity event where the majority of funds raised go outside the region,
· Your event is in conflict with or accepts sponsorship from organisations not aligned to Council’s vision, mission and values.
· Your organisation wishes to fund capital works projects, facility maintenance or the purchase of capital equipment.
· Your event takes place on a regular basis such as monthly or weekly or quarterly.
· Your organisation intends to use the funding for feasibility studies or capital expenditure.
· Events that fail to demonstrate eligibility criteria outlined above.
You are encouraged to read the guidelines and discuss your event with the Visitor Economy and Events Team before starting an application.
For more information or to discuss your application please contact us on 1300 292 442 or email events@wagga.nsw.gov.au.
No late or incomplete applications will be accepted.
Application Dates
The Major Events, Festivals and Films Sponsorship Program has two sponsorship rounds a year. The Program has a long lead time to ensure applicants have notification of the funding outcome as well as receive the funds well in advance to allow for planning and promotional lead times.
The following timelines apply for both event streams:
Round |
Eligible Event Dates |
Open |
Close |
One |
1 January 2018 – 30 June 2018 |
3 October 2017 |
30 October 2017 |
Two |
1 July 2018 – 30 December 2018 |
February 2018 |
March 2018 |
Expected Outcomes from Major Events, Festivals and Films Sponsorship
The Major Events, Festivals and Films Sponsorship Program has been developed to align with the Community Strategic Plan, ‘Wagga View 2040 – Our Future in Focus’. This document was prepared with extensive consultation with the community and identifies the long term vision and strategic direction for the city.
Council has a vision that by 2040 Wagga Wagga will be a thriving, innovative, connected and inclusive city.
To achieve the vision the community came up with five strategic directions. The objective of the Major Events, Festivals and Films sponsorship is to partner with event organisers to work towards achieving objectives and outcomes under these five strategic directions:
1. Community Leadership and Collaboration
Wagga Wagga
will have strong leadership, active community members and an informed community
involved in decision making.
2. Safety and Health
Wagga Wagga
will be a safe and healthy community with services to support us to be the
healthiest we can be.
3. Growing Economy
Wagga Wagga
is a city of growing opportunities, we provide services and technology to
support businesses and create opportunities to develop Wagga Wagga as a tourist
destination.
4. Our Identity and Sense of Place
Wagga Wagga
will continue to develop spaces and places that encourage community members to
connect with others whether it be through sport, arts or culture.
5. Our Environment
Wagga Wagga will be committed to maintaining and enhancing our environment whilst planning for a growing community, creating a sustainable environment for future generations.
Applicants are encouraged to read ‘Wagga View’ and identify the key guiding strategy area/s that the event, festival or film relates to.
Application assessment
Information contained within your sponsorship application will be assessed using a set of weighted assessment criteria that align to Council’s strategic priorities. The assessment criteria focus on the strength of the application in demonstrating how your event will generate benefits for a variety of community sectors and how well those benefits align with Council’s vision and strategic directions, see above.
Applicants
for both Tier 1 and Tier 2 applications will be assessed on the following
basis:
· The quality and completeness of the information provided.
· The application’s ability to meet the assessment criteria.
· The merit of the event concept and whether it adds value to the annual calendar of events based on uniqueness, timing, location and audience.
· For returning events, the level of new programing and/or increased benefits to community sectors.
· The level of excellence in administration and the capacity of the organisation to deliver the event.
· The sponsorship benefits offered to Council in the form of speaking opportunities, brand exposure, signage, tickets and hospitality, and community engagement opportunities.
· The amount of sponsorship requested, and the total request for sponsorship by all events within the application round.
Detailed assessment criteria will be made available to applicants at time of application as stipulated in the Major Events, Festivals and Films Sponsorship Program Guidelines.
Tier 1 applications will be assessed by the Major Events Advisory Panel.
The advisory panel may seek further information or clarification on aspects of the application.
Tier 2 applications will be assessed by Council’s Visitor Economy and Events Team.
Officers may seek additional information and evidence, conduct interviews with applicants or detailed research and review to gain additional information and further understand the likely impact of the event for the city.
Recommendations for both Tier 1 and Tier 2 applications are then put forward to a full meeting of Councillors for their review and ultimate decision.
Applicants will be notified of the outcome of their application for funding within 14 days of the Council meeting.
Types of Support
Applicants can request cash and/or in-kind support. The total value of the sponsorship is determined by the combined total of cash and in-kind support requested.
Cash Support
Cash support can be requested by any eligible applicant. If your application is successful, the cash support must be allocated towards enhancing your event. Cash support cannot be used to cover core operational event costs such as salaries or wages. Where and how the cash support is allocated will be specified in your sponsorship agreement.
In-Kind Support
In-kind support specifically excludes any costs associated with the following items:
· Park reinstatement fees incurred as a result of your event
· Planning, food/health or temporary trading permits
Please note,
if you intend to use any open public space that is managed by Council, you must
make a provisional booking for the space before you submit your
application regardless of whether site hire fees apply. Evidence of this
provisional booking must be uploaded to your sponsorship application even if
you are not applying for in-kind support.
Multi-year sponsorship
Multi-year sponsorship is available for up to three years to support events to become established and successful.
Conditions of multi-year sponsorship:
· Multi-year sponsorship applications must outline projected growth and the strategies in place to support achievement of this growth.
· Multi-year sponsorship applications must include sustainability outcomes that show how the initiative may become independent/self-sustaining.
· Applicants will be required to achieve a high score in the assessment criteria. If an initiative is unsuccessful in being awarded multi-year sponsorship, the event will still be considered for sponsorship in the annual funding period in which the application has been received.
· Initiatives that are successful in securing multi-year sponsorship will be required to submit an evaluation report within eight weeks of the initiative, demonstrating compliance with funding conditions. Late and/or incomplete evaluation reports may impact funding provisions in the subsequent years of the multi-year sponsorship agreement.
· Release of payments is dependent on meeting Sponsorship Agreement milestones to ensure the continued viability of an initiative.
· Steps must be taken from the first year of the initiative to enable it to demonstrate how the initiative will achieve financial independence from Wagga Wagga City Council funding by the end of the final agreed year
· If an event is unsuccessful in being awarded multi-year sponsorship the application will still be considered for sponsorship in the funding period in which the application has been received.
How to apply
Council of Wagga Wagga only accepts applications submitted online via SmartyGrants, from applicants that follow the steps below:
Step 1: Read The Program Guidelines
Copies of the guidelines can be found on the Wagga Wagga City Council website
Step 2: Register online at SmartyGrants and preview a copy of our application form
Step 3: Contact our Event Team
Determine whether you are eligible to apply and meet the qualification criteria.
First time applicants in particular are encouraged to contact the Visitor Economy and Events team to discuss whether they are suitable for the Program.
Step 4: Book your space
Step 5: Complete and submit your application online at SmartyGrants
You will need to complete all mandatory questions, and upload supporting attachments. Ensure you allow adequate time to complete and submit your application as no time extensions will be granted.
On submission of your application you will receive an electronic reply acknowledging receipt by Council of your application. If you do not receive this within 24 hours, contact a member of the Visitor Economy and Events Team immediately.
Late or incomplete applications will not be accepted and will be withdrawn from the assessment process.
The eligibility of the application will be checked by the Event Officer and organisations will be notified if:
- their sponsorship application is ineligible for assessment
- any information needs to be clarified
- additional information is required prior to assessment
Conditions
Accessibility
Event organisers must consider accessibility as an important part of their planning and put measures in place to ensure that the event site is accessible to everyone in alignment with Council’s Disability Access and Inclusion Plan.
Specifically the Organisation must do all things reasonable to ensure that there are sufficient facilities at the Venue for persons with disabilities to attend and maximise their enjoyment of the event.
Acknowledgement
Successful applicants are required to acknowledge Council’s support through the provision of a grant or sponsorship. The sponsorship agreement will include the requirement that Council is appropriately recognised through the inclusion of an approved logo on appropriate materials including but not limited to event collateral, media releases and signage.
Applications
You must discuss your event with city’s Events Team before starting an application.
A copy of your current Public Liability Insurance Certificate (minimum $20 million) must be submitted as part of your application.
Any in-kind contribution in support of your event must be detailed in your application form.
Canvassing
Canvassing or lobbying of the Mayor, Deputy Mayor, Councillors, employees of Council or assessment panel members in relation to a sponsorship application is strictly prohibited. No consideration will be given to an application submitted by an applicant where such lobbying has been proven to have taken place.
Wagga Wagga City Council Provided Services
Council can
provide some services to event organisers including assistance with traffic
management plans, bin hire, venue hire and cleaning of event venues. Event
organisers will be charged a fee for these services in accordance with
Council’s Fees and Charges Policy.
Event
organisers can apply to have the costs of Council’s provided services
included as part of a funding or sponsorship application. Requests for funding
or sponsorship for city provided services must be requested as part of your
grant application.
The services provided by Council may be available from external organisations. Event organisers are encouraged to obtain quotes from providers.
Evaluation and Reporting
Successful applicants will be required to undertake a post-event evaluation report at the conclusion of the sponsored activity, using a Wagga Wagga City Council template.
If a sponsored event fails to submit an adequate post-event report to the satisfaction of Council, and/or fails to deliver each of the Key Performance Indicators (KPIs) outlined within the sponsorship agreement, then it is at the discretion of Council as to whether the full sponsorship amount will be paid.
Council will provide a link to the post-event evaluation form to successful applicants. Post-event evaluation reports will be due on the date identified in the sponsorship agreement.
Please contact the Visitor Economy and Events Team if you have any questions regarding the Economic Impact of your event, and for assistance with calculating this value.
Sponsorship Agreement
To receive grant funds, successful applicants must enter into a sponsorship agreement with Council and adhere to all conditions outlined in the agreement.
The sponsorship agreement will specify what the funding can be used for and what it cannot be used for and will detail the expected outcomes, partnerships and other benefits to the community as a result of the event.
Finalising the sponsorship agreement will be subject to Council securing suitable benefits, equal to the value of the sponsorship investment. Depending on the level of sponsorship offered, such benefits may include some or all of the following: speaking opportunities for Councillors, brand exposure in marketing collateral, signage rights, tickets and hospitality, and community engagement opportunities.
Successful applicants will also be required to accept Council’s standard payment schedule, which is currently 50% of any cash support paid on receipt of a signed agreement between both parties, with the balance payable on submission of a post-event report and full achievement of any specified Key Performance Indicators to the satisfaction of Council. Depending on the nature of your event, additional conditions may be placed on your sponsorship with accompanying adjustments to the standard payment schedule.
Other sponsorship and grant programs
To support our vision for the future, the WWCC offers a wide range of grants and sponsorship opportunities to individuals, community organisations and businesses in the arts, recreation, events and business sectors.
Activity that is not eligible for support via the Major Events, Festivals and Film Sponsorship Program may wish to review the city’s alternative programs of support, listed below. More information can be found on our website.
Annual Grants
These grants are for community organisations, groups and in some categories, individuals in the Wagga Wagga Local Government Area to apply for grant funding across Arts & Culture, Community Health & Wellbeing, Connected Rural & Urban Communities, Local Heritage, Small Events and Natural Environment categories.
http://www.wagga.nsw.gov.au/city-of-wagga-wagga/community/grants/annual-grants-program
Economic Development Grants Program
The Economic Development Grants Program is designed to encourage re-investment in the city's shop fronts and streetscapes for the purpose of increasing pedestrian activity and enhancing the vibrancy of our retail precincts.
http://www.wagga.nsw.gov.au/city-of-wagga-wagga/community/grants/economic-development-grant
ClubGRANTS
The ClubGRANTS scheme allows registered clubs with annual gaming machine revenue exceeding $1 million to apply a percentage of that revenue to specific development and support projects.
http://www.wagga.nsw.gov.au/city-of-wagga-wagga/community/grants/club-grants
Destination NSW Flagship Funding
The 2017 Flagship Event Fund is managed by the State’s tourism and major events agency, Destination NSW.
To lodge an expression of interest visit http://www.destinationnsw.com.au/rfep
Frequently Asked Questions
Before you begin your application, please ensure that you have read these guidelines in their entirety. You will be asked in your online application if you agree to the terms and conditions included in the Guidelines before you can begin. You will be able to preview the application form approximately one month before applications open.
My event is eligible, what should I direct my sponsorship towards?
This program is designed to enhance events, so the sponsorship should be put towards things like additional entertainment and programming, rather than core operational costs of the event.
I have completed the application form but I am having trouble submitting it. What could be wrong?
Please ensure you have completed all mandatory questions before pressing submit. Please also ensure you have agreed to all relevant terms and conditions and uploaded all requested files.
If you are still having trouble with the functionality of SmartyGrants, help is available via Help guide for applicants or the SmartyGrants support desk. Phone or email service@smartygrants.com.au.
I have submitted my application, when will I hear the outcome if I am successful or not?
Applicants are notified late December for round one, and April for round two. You will receive confirmation via email of the outcome. Please ensure the email address given in your application is up to date.
Can I assume that my event will be sponsored if it has been sponsored in previous years?
The Council is committed to keeping the application process fair and equitable. Sponsorship renewal for events is not guaranteed; your application will be assessed against all applications received in the applicable round of funding, and by your application’s strength in demonstrating a strong alignment with the Council’s strategic goals.
What are my obligations if I am successful in securing sponsorship?
Meet with your Sponsorship Coordinator to develop and sign a sponsorship agreement or a letter of agreement with the Council.
· The Organisation must maintain at its own cost and own terms acceptable to the Wagga Wagga City Council public liability insurance of not less than $20 million and provide to the Events Officer a Certificate of Currency.
· Issue the Council with a tax invoice for the sponsorship amount.
· Comply with all Council’s public event requirements, including all permits, in discussion with the Visitor Economy and Events team.
· Sponsorship amounts will not be paid until all requested information has been supplied.
· Complete a satisfactory poste-event report at the end of the event using Council’s template.
· Sponsorship monies may not be used for any purpose other than for which it is agreed, without the written permission of Council.
· Council will not be responsible for shortfalls in project budgets if the organisation is unable to meet project costs.
How long does it take to receive my sponsorship money once my request has been approved?
The payment policy for Council is 30 days from receipt of invoice. Payments are typically made in two payments: upon signing the sponsorship agreement, and on completion of your event.
Who should I contact if I have any questions about my event or my application after it has been submitted?
You can email events@wagga.nsw.gov.au.
RP-10 ROAD CLOSURE FOR LIVESTOCK MOVEMENTS
Author: Mark Gardiner
Director: Janice Summerhayes
Analysis: |
This report is required in response to part b of Council’s resolution 22 May 2017 as follows: That Council: a write to the Local Land Services seeking their support on the closure of the travelling stock route between Ganmurra Road and Mundowy Lane on the Old Narrandera Road, for the months of October to April (inclusive) for a period of five years due to conditions set out in the body of this report b receive a report back to Council |
That Council: a close the section of Old Narrandera Road between Ganmurra Road and Mundowy Lane to livestock movements, during the months of October to March (inclusive) for a period of five years b authorise the General Manager or their delegate to permit livestock movements during this period where it is deemed Spiny Burr Grass has been effectively controlled and the risk of spread is minimal |
Report
Council at its meeting held 22 May 2017, considered a report from Councillor Funnell and adopted the following resolution:
That Council:
a write to the Local Land Services seeking their support on the closure of the travelling stock route between Ganmurra Road and Mundowey Lane on the Old Narrandera Road, for the months of October to April (inclusive) for a period of five years due to conditions set out in the body of this report
b receive a report back to Council
Staff have met with Riverina Local Land Services (LLS) and their records indicate there have been minimal stock movements through this area in the past three years, with only one mob of cattle travelling through. LLS have indicated if Council requires the road closed for livestock movements during the period October to April to control Spiny Burr Grass (SBG), they would notify livestock producers accordingly and not issue permits.
It should be noted that the low number of livestock movements in recent years have coincided with better seasonal conditional and reduced herd numbers. The level of livestock movements recently may not be reflective of future demand.
The existing control program for SBG in the Currawarna area has been reviewed and limiting livestock movements during the growing season will assist with control activities, whilst reducing potential spread of the weed. Control of SBG will be completed by the end of March each year and depending on seasonal conditions it may be completed much earlier.
It is recommended the General Manager be authorised to allow livestock movements where effective control is achieved on SBG in a given year during the closure period. This will assist in minimising any inconvenience to the potential movement of livestock in the area.
Financial Implications
N/A
Policy and Legislation
Weed Management Policy (POL 033)
Link to Strategic Plan
The Environment
Objective: We create a sustainable environment for future generations
Outcome: We demonstrate sustainable practices
Risk Management Issues for Council
No specific issues identified.
Internal / External Consultation
Staff have consulted with Riverina Local Land Services regarding the proposed closure of Old Narrandera Road to livestock movements between Ganmurra Road and Mundowy Lane.
1⇩. |
Map - Proposed Road Closure for Livestock Movements |
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RP-11 Integrated Planning and Reporting - Quarterly Performance Report - Quarter 4 April -June 2017
Author: Tristan Kell
Director: Natalie Te Pohe
Analysis: |
The attached progress report is a summary document capturing Council’s performance against the adopted Combined Delivery Program and Operational Plan 2016/17, covering the period 1 April 2017 to 30 June 2017. |
That Council receive the Integrated Planning and Reporting Quarterly Performance Report for the quarter ended 30 June 2017. |
Report
Integrated Planning and Reporting Quarterly Performance Report
Integrated Planning and Reporting (IP&R) is the planning and reporting framework Council utilises as a tool to illustrate progress and performance in relation to the community’s vision.
The framework ensures councils illustrate their various plans together, to understand how they interact in planning for the future. The framework opens the way for Council and our community to have important discussions about funding priorities, service levels and shaping local identity and to plan in partnership for a more sustainable future. Another important element of the IP&R framework is reporting and monitoring our performance.
A summary of Council’s performance as at 30 June 2017 is provided in the graphs below with further detail being provided in the attached quarterly performance report.
The 2016/17 financial year was significant in terms of what was delivered across the Wagga Wagga Local Government Area. The delivery program and operational plan outlined Council’s commitment towards actioning the goals included in the Community Strategic Plan (Ruby & Oliver) and the report presented provides an update to the community on Council’s progress.
With the diverse range and significant number of services provided, facilities managed and infrastructure to be maintained or delivered, the Council has performed well overall with more details being provided in the Annual Report.
While explanations are provided in Attachment 1 for those items highlighted as critical in the 4 year delivery program, it is worthwhile noting there are current limitations in the system utilised to allow any other category to be applied, such as the service being on hold.
The six services that are identified as critical in the above table include:
1 Provide and deliver up to date information to Council stakeholders. Item 1.2.1 Provide regular information and events to stakeholders on the local and regional economy.
Business events were put on hold due to staff vacancies. A new Economic Development Officer has been recruited and is currently investigating ways to improve engagement with local businesses in Wagga Wagga.
2 Item 2.9.2 - Undertake community consultation for review of the Riverine Floodplain Risk Management Plan.
At the 4 July 2017 Floodplain Risk Management Advisory Committee meeting, a review of the options for inclusion in the Wagga Wagga Floodplain Risk Management Study and Plan was undertaken. Committee members voted on these options for inclusion in the final draft report going to the September 2017 Council Meeting, for endorsement by resolution to go on public exhibition. During the public exhibition phase, a number of community consultation meetings will be held with interested and affected residents as well as with the general public. Feedback from these meetings, along with feedback from the exhibition submissions, will be considered by the Committee and WMA Water for inclusion in the final report to come back to Council for adoption.
3 Ensure Wagga Wagga Airport is a market leader in delivering regional air services. Item 3.2.2 Promote Wagga Wagga Airport as a regional business hub and key contributor to the regional economy.
This item was placed on hold earlier in the year pending the commencement of a new Airport Facility Manager. There are a number of projects currently in the initiation/concept phase (including a marketing strategy) to promote the airport (airside and landside) for business and other commercial opportunities.
4 Implement the Resource Recovery Strategy. Item 4.2.1 Implement the Resource Recovery Strategy.
The current Resource Recovery Strategy covers from 2009/2019, however a new Waste Management Strategy is currently being developed in parallel with the Kerbside Waste Contract that will supersede the Resource Recovery Strategy.
5 Plan, construct, maintain and manage drainage systems. Items 4.14.2 Flood Pumps - Progressively upgrade pumps and 4.14.3 Upgrade of stormwater pit lids to lightweight lids.
The budgets for these items were removed from the Long Term Financial Plan as per Council resolution 16/228 made at the August 2016 Council Meeting.
The two capital projects identified as critical in the above table include:
1 28099 Oasis Tile Repairs/Floor Surfacing. An EOI has been developed and was released to the market in the first week in August.
2 17884 Interim CBD Parking Trial. This project is in closure status. A report was completed for August Council Meeting.
It should also be noted there is a significant amount of work that has been completed in developing project management reports, which will be used to inform the first report of the 2017/18 financial year works program.
Financial Implications
All program budgets have been adopted by Council and are managed internally via monthly budget reviews. Any required budget variations are reported to Council for resolution in accordance with the POL 052 Budget Policy.
Policy and Legislation
The general provisions of Council’s Policy POL 001 – Asset Management Policy are applied in the operational activities of Council.
While not Policy specifically, it is worth highlighting the legislative requirements surrounding Integrated Planning and Reporting. Specifically, relevant are the following sections of the Local Government Act 1993:
404 Delivery program
(5) The general manager must ensure that regular progress reports are provided to the council reporting as to its progress with respect to the principal activities detailed in its delivery program. Progress reports must be provided at least every 6 months
406 Integrated planning and reporting guidelines
(1) The Departmental Chief Executive is to establish integrated planning and reporting guidelines (referred to in this Chapter as the guidelines) for the purposes of this Chapter.
(2) The guidelines can impose requirements in connection with the preparation, development and review of, and the contents of, the community strategic plan, resourcing strategy, delivery program, operational plan, community engagement strategy, annual report and state of the environment report of a council.
(4) A council must ensure that the requirements of the guidelines are complied with.
The Integrated Planning and Reporting Guidelines for Local Government in NSW also refer to the legislative requirement of reporting every six months.
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
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….”
Engagement with all stakeholders across the community and within Council is a critical success factor.
1⇩. |
IPR - Quarterly Performance Report - Fourth Quarter - April - June 2017 |
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2. |
IPR - Capital Projects Report - Fourth Quarter - April - June 2017 - Provided under separate cover |
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RP-12 Proposed Financial Assistance Program - Oura Village Septic System Upgrade
Author: Craig Katsoolis
Director: Natalie Te Pohe
Analysis: |
The proposed Financial Assistance Program – “Oura Village Septic Upgrade” was placed on public exhibition for 28 days on 29 July 2017 until 25 August 2017 and Council is now requested to consider the submissions received, and to approve the proposed program. |
That Council: a approve the Oura Village Septic Upgrade Financial Assistance Program as exhibited being: i a one off subsidy of up to $690.00 for the upgrading of Oura 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 29 March 2016 (the date Council resolved not to proceed with the Oura Village Sewer Scheme) are eligible for the subsidy iii the subsidy program is proposed to end 30 June 2019, which will allow upgrades to be undertaken given the removal of the Oura 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 b approve the reimbursements associated with the Oura Village Sewer Upgrade Financial Assistance Program to be funded from the Sewer Fund |
Report
Council at its 24 July 2017 Ordinary meeting resolved the following in respect of the Oura Village request for Sewer Upgrade Subsidy:
b place the proposed Oura Village Septic Upgrade Financial Assistance Program on public exhibition for a period of 28 days and invite public submissions on the proposed program
The public exhibition period commenced on Saturday 29 July and closed on 25 August 2017. Four submissions were received (see attached) with three being supportive of the proposed financial assistance program and one submission requesting clarification.
The submission requesting clarification asked whether an aboveground (sprinkler/bio system) onsite sewerage management system would be eligible in addition to the conventional below ground septic system, i.e. tank and trench system. It is noted that both above and below ground onsite sewer management systems require inspection on upgrade and thus would be eligible for a subsidy claim for Council inspections fees.
The subsidy program as exhibited is recommended to Council for adoption.
Financial Implications
The removal of the Oura Village Sewer Scheme project from Council’s long-term financial plan has saved an initial outlay of $4M and net annual operating costs of $482,212, which is significant.
Consideration of providing a subsidy to existing Oura Village land owners by reimbursing associated Council fees when next upgrading their sewer systems would have an overall minimal impact on the Sewer Fund, which would be the proposed source for the reimbursements provided.
The estimated total cost of the proposed subsidy based on 61 current Oura licence holders would be $42,090 (using the 2017/18 fees and charges figures), and it is proposed for this budget allocation to be funded from the Sewer Reserve.
Policy and Legislation
Local Government Act 1993
356 Can a council financially assist others?
(1) A council may, in accordance with a resolution of the council, contribute money or otherwise grant financial assistance to persons for the purpose of exercising its functions.
(2) A proposed recipient who acts for private gain is not ineligible to be granted financial assistance but must not receive any benefit under this section until at least 28 days’ public notice of the council’s proposal to pass the necessary resolution has been given.
(3) However, public notice is not required if:
(a) the financial assistance is part of a specific program, and
(b) the program’s details have been included in the council’s draft operational plan for the year in which the financial assistance is proposed to be given, and
(c) the program’s proposed budget for that year does not exceed 5 per cent of the council’s proposed income from the ordinary rates levied for that year, and
(d) the program applies uniformly to all persons within the council’s area or to a significant group of persons within the area.
(4) Public notice is also not required if the financial assistance is part of a program of graffiti removal work.
Note. Part 4 of the Graffiti Control Act 2008 deals with graffiti removal work.
POL 078 Donations Under Section 356 of the Local Government Act Policy is also relevant.
Link to Strategic Plan
Community Leadership and Collaboration
Objective: We have strong leadership
Outcome: We are accountable and transparent
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 has been upgraded and evidence of Council fees paid is produced.
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….”
A community drop-in session and meeting was held at Oura on 7 June 2017 in accordance with the May 2017 Council resolution, with the following Councillors in attendance:
· Cr Greg Conkey (Mayor)
· Cr Dallas Tout (Deputy Mayor)
· Cr Dan Hayes
Also at this meeting were a range of Council officers from the areas that could provide responses to any questions that may be raised relating to the Council resolution matters identified, along with 31 residents at the meeting and at least 34 residents at the drop-in session and meeting combined.
Since the community meeting, further discussions were held directly with the Oura Progress Association and the General Manager on Monday, 3 July 2017 and again on Friday, 14 July 2017 with Council officers also attending.
The proposed Oura Village Septic System Upgrade Financial Assistance Program was placed on public exhibition for a period of 28 days closing 25 August 2017, seeking public submissions.
1⇩. |
Oura Public Submission - Oura Progress Association |
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2⇩. |
Oura Public Submission - Thomas Smart |
|
3⇩. |
Oura Public Submission - Joan Jones |
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4⇩. |
Oura Public Submission - Geoff & Shelley Hanns |
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RP-13 Wagga Wagga Rescue Squad (VRA) - Request for Financial Assistance
Author: Carolyn Rodney
Director: Natalie Te Pohe
Analysis: |
The Wagga Wagga Rescue Squad (VRA) require funding for their rear custom-built pod to be fitted to their rapid response vehicle. |
That Council: a provide a letter of support to the Wagga Wagga Rescue Squad Inc. (VRA) for inclusion in their grant application for funding of their rear custom-built pod b reconsider the VRA request for financial assistance if they are unsuccessful in their grant application |
Report
The Wagga Wagga Rescue Squad Inc. (VRA) put a submission into Council during the public exhibition period for the 2017/18 Long Term Financial Plan (see Attachment 1). The VRA were requesting Council to provide financial assistance of $92,342 to enable the purchase of a rapid response vehicle and rear custom-built pod. Due to budget constraints, Council resolved at the 26 June 2017 Council meeting to adopt the 2017/18 Long Term Financial Plan without the financial assistance being included, but to request a subsequent report for further consideration after a workshop.
Since the 26 June 2017 Council meeting, the VRA were successful in obtaining a vehicle which was donated by Wagga Motors. At the request of Councillors, Council officers have been in contact with the VRA and have been advised they still require the funds to purchase the rear custom-built pod costing $48,923 (see Attachment 2).
Council officers have recently become aware of potential funding opportunities for the VRA. Under the Infrastructure Grants Emergency Preparedness Program, grants of between $10,000 to $200,000 are available (see Attachment 3). From the research Council officers have conducted, the purchase of a rear custom-built pod for the VRA’s rapid response vehicle fits within the grant program criteria.
One of the grant criteria is for “Up to three letters demonstrating community support for the proposal”. Included in the VRA’s initial application to Council for funding were letters of support from The Wagga Wagga Police Command; NSW Ambulance – Murrumbidgee Zone; NSW Rural Fire Service – Riverina Zone; and NSW SES – Murrumbidgee Region. A letter of support from Council would further support the VRA’s grant application.
The second round of the funding opens 1 November 2017 and closes 20 November 2017.
Financial Implications
If the VRA were unsuccessful with their grant application, Council may reconsider providing financial assistance – which may be a capped amount (e.g. $20K). If Council resolved to provide financial assistance, as the current year’s budget is balanced, budget cuts or additional revenue would need to be determined in order to fund this assistance.
Policy and Legislation
Local Government Act 1993
356 Can a council financially assist others?
(1) A council may, in accordance with a resolution of the council, contribute money or otherwise grant financial assistance to persons for the purpose of exercising its functions.
Council’s donations under Section 356 of the Local Government Act Policy (POL 078) is also relevant.
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
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….”
Council Officers have held discussions with the VRA, and a workshop with Councillors was held on 14 August 2017 with the following Councillors in attendance:
· Cr Greg Conkey (Mayor)
· Cr Dallas Tout (Deputy Mayor)
· Cr Paul Funnell
· Cr Kerry Pascoe
· Cr Dan Hayes
· Cr Yvonne Braid
· Cr Tim Koschel
1. |
VRA Submission - Provided under separate cover |
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2⇩. |
Response from VRA |
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3⇩. |
Infrastructure Grants Program Guide |
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RP-14 Related Party Disclosure Policy - Adoption of New Policy
Author: Carolyn Rodney
Director: Natalie Te Pohe
Analysis: |
POL 031 Related Party Disclosure Policy is presented to Council for adoption following placement on public exhibition. |
That Council: a notes that there were no submissions received during the exhibition period for POL 031 Related Party Disclosure Policy b adopts POL 031 Related Party Disclosure Policy as exhibited |
Report
Council, at its meeting of 24 July 2017 resolved as follows:
That Council:
a endorse the Draft Related Party Disclosures Policy and place on public exhibition for a period of 28 days from 25 July 2017 and invite public submissions until 22 August 2017 on the Draft Policy
b note that the Audit, Risk and Improvement Committee have reviewed the draft policy and internal procedure documents and have recommended for Council to formally adopt the documents
c receive a further report following the public exhibition and submission period:
(i) addressing any submissions made in respect of the proposed Draft 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 for a period of 28 days. The exhibition period concluded on 22 August 2017 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 031 Draft Related Party Disclosure 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
With any local government entity, there will always be related party transactions. The introduction of Australian Accounting Standards Board (AASB) 124 gives councils the necessary power to request information from Key Management Personnel (KMP) on all related parties. It is however up to the individual KMP to declare a related party. There is the risk that not all related parties are disclosed on a KMP declaration, be that intentional or otherwise. In an effort to reduce the amount of unintentional omissions, or if a new company was formed during the financial year for example, Council officers will be providing all KMP with a copy of their submitted declaration at financial year end, for the KMP to review and provide an updated declaration if required.
In order to overcome this risk, officers will be discussing the appropriate checking processes to implement with Council’s auditors.
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….”
Information was provided to KMP in June 2016, with a follow up presentation by Council’s previous external auditor - Crowe Horwath to KMP in October 2016. Officers will continue to liaise with Council’s current auditor – NSW Audit Office.
Council’s Audit, Risk and Improvement Committee reviewed the draft Policy and associated documents at the 8 June 2017 meeting, and have recommended for Council to formally adopt the Policy.