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

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

 

 

 

 

 

 

 

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

 

 

 

 

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  

 

PRAYER

 

 

ACKNOWLEDGEMENT OF COUNTRY

 

 

APOLOGIES

 

 

Confirmation of Minutes

CM-1              Ordinary Council Meeting - 28 August 2017       

 

Recommendation That the Minutes of the proceedings of the Ordinary Council Meeting held on 28 August 2017 be confirmed as a true and accurate record.

 

Attachments  

1⇩.

Ordinary Council Meeting - 28 August 2017

2

 

 

 

 

DECLARATIONS OF INTEREST

 

 

 

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.

 

 

Recommendation 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

 

Notice of Motion bought by Councillor Paul Funnell.

N/A

N/A

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We have leaders that represent us

No specific issues identified.

N/A

 

 

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.

 

 

Recommendation 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

 

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.

N/A

N/A

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

No specific issues identified.

N/A

 

 

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.

 

 

Recommendation 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).

 

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.

N/A

The Local Government Act 1993 (NSW) sets out requirements for a council to exhibit documents in accordance with its public notice.

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

No specific issues identified.

Placing certain documents on public exhibition is an important step in developing policy and plans and engaging with the community and key stakeholders.

 

  

 

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.

 

 

Recommendation 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

 

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.  

The financial implications of this report are the costs associated with reissuing a tender such as advertising, probity, legals and staff costs.

Section 372 Local Government Act 1993 (NSW), in relation to rescinding or altering resolutions.

 

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

No specific issues identified.

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.

 

 

  

 

Councillor Report

CR-1              COUNCILLOR REPORT - WAIVER OF FEES

Author:          Councillor Paul Funnell

 

Recommendation That Council donate $90 to the Rotary Club of Wollundry Wagga Wagga under section 356 of the Local Government Act 1993.

 

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.

I am proposing that this be funded from the budget applicable to the collection of revenue for the impounding of signs.

·    Council Policy POL 078 Donations is relevant.

·    Section 356 of the Local Government Act 1993

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

No specific issues identified.

N/A

  

 

Reports from Staff

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.

 

 

Recommendation 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

 

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. 

N/A

Code of Conduct

Procedures for the Administration of the Model Code of Conduct

Local Government Act 1993 – Section 440

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Adoption of the Code of Conduct in accordance with Section 440 of the Local Government Act 1993.

Office of Local Government

 

 

1⇩.	Code of Conduct
2⇩.	Procedures for the Administration of the Model Code of Conduct

 

 

 

 

 

RP-2               GENERAL INSURANCE SERVICES

Author:                        Ingrid Hensley

General Manager:    James Bolton

         

Analysis:

Provide advice to Council on tender process for General Insurance Services.

 

 

Recommendation 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

 

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.

Council’s Long Term Financial Plan includes annual budgets for insurance costs.

N/A

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

No specific issues identified.

·                Statewide Mutual

·                NSW Council’s

·                Procurement Officers

 

 

 

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.

 

 

Recommendation 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

 

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.

 

N/A

POL 097 - Public Interest Disclosures Policy

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

No specific issues identified.

N/A

 

 

1.

Draft Public Interest Discloure Policy - Provided under separate cover

 

 

 

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.

 

 

Recommendation 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

 

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.

 

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.

POL 025 - Payment of Expenses and Provision of Facilities to Councillors.

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We have leaders that represent us

 

No specific issues identified.

N/A

 

 

1⇩.

Local Government NSW Annual Conference Draft Brochure

 

 

 

 

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.

 

 

Recommendation That Council receive and note the Audit, Risk and Improvement Committee’s Annual 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.

N/A

Audit, Risk and Improvement Committee Charter.

 

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

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

The Audit, Risk and Improvement Committee was consulted in the development of this Annual Report.

 

 

 

1⇩.

Audit, Risk and Improvement Committee Annual Report 2016-2017

 

 

 

 

 

 

 

 

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.

 

 

Recommendation 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

 

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.

 

 

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).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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:

 

 

 

 

 

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 Invested 31/07/2017 $	Closing Balance Invested 31/08/2017 $	August EOM Current Yield %	August EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
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 Invested 31/07/2017 $	Closing Balance Invested 31/08/2017 $	August EOM Current Yield %	August EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
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 EQUIVALENTS & INVESTMENTS		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 EQUIVALENTS & INVESTMENTS		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:

 

 

New Investments – Council purchased the following investment securities during August 2017.

 

Rollovers – Council rolled over the following investment securities during August 2017:

 

 

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.

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.

 

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

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

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.

 

 

Recommendation 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

 

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.

 

N/A

N/A

 

Community Place and Identity

Objective: We are proud of where we live and our identity

Outcome: We have a strong sense of place

 

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

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.

 

 

Recommendation 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

 

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.

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.

Graffiti Control Act 2008 (NSW)

NSW Crimes Act 1900

Safe and Healthy Community

Objective: We are safe

Outcome: We create safe spaces and places

 

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.

 

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

 

 

 

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.

 

 

Recommendation 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

 

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.

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.

POL 087 Major Events Sponsorship Policy

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

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

 

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.