AGENDA AND BUSINESS PAPER

 

 

Ordinary Meeting of Council

 

 

 

To be held on
Monday

23 October 2017

AT 6.00pm

 

 

 

Cnr Baylis and Morrow Streets,
Wagga Wagga NSW 2650
PO Box 20, Wagga Wagga

 

Phone: 1300 292 442
Fax: 02 6926 9199
Website: www.wagga.nsw.gov.au


NOTICE OF MEETING

In pursuance of the provisions of the Local Government Act, 1993 and the Regulations there under, notice is hereby given that an Ordinary Meeting of the Council of the City of Wagga Wagga will be held in the Council Chamber, Civic Centre, Corner Baylis and Morrow Streets, Wagga Wagga, on Monday 23 October 2017 at 6.00pm.

 

Council live streams video and audio of Council meetings. Members of the public are advised that their voice and/or image may form part of the webcast.

 

 

 

Mr James Bolton

General Manager

 


WAGGA WAGGA CITY COUNCILLORS

 

 

Mayor

Councillor Greg

Conkey OAM

Deputy Mayor

Councillor Dallas Tout

Councillor Yvonne Braid

Councillor Paul Funnell

Councillor Dan Hayes

Councillor Vanessa Keenan

Councillor Rod Kendall

Councillor Tim Koschel

Councillor Kerry Pascoe

 

 

 

 

 

 

 

 

QUORUM

The quorum for a meeting of the Council is a majority of the Councillors of the Council who hold office for the time being who are eligible to vote at the meeting.


COUNCIL MEETING ROOM

 

 

 

 


Reports submitted to the Ordinary Meeting of Council to be held on Monday 23 October 2017.

Ordinary Meeting of Council AGENDA AND BUSINESS PAPER

Monday 23 October 2017

ORDER OF BUSINESS:

CLAUSE               PRECIS                                                                                            PAGE

PRAYER                                                                                                                       3

ACKNOWLEDGEMENT OF COUNTRY                                                                          3

APOLOGIES                                                                                                                 3

CONFIRMATIONS OF MINUTES

CM-1           Ordinary Council Meeting - 25 SEPTEMBER 2017       

CM-2           Extraordinary Council Meeting - 26 September 2017               3

DECLARATIONS OF INTEREST                                                                                    4

Mayoral Minutes

MM-1           REPRESENTATION ON THE AUSTRALIAN AVIATION HALL OF FAME (AHOF) BOARD                                                                                                      5  

Reports from Staff

RP-1            Financial Performance Report as at 30 September 2017         7

RP-2            POL 078 - Financial Assistance Policy and Amended 2017/18 Combined Delivery Program and Operational Plan                                  35

RP-3            Annual Financial Statements 2016/17                                           60

RP-4            Wagga Wagga Main City Levee - Federal Grant Acceptance 66

RP-5            Draft Wagga Wagga Revised Floodplain Risk Management Study and Plan                                                                                               70

RP-6            Red Hill Road - Local Articulated Vehicles                              81

RP-7            DISCLOSURE OF PECUNIARY INTEREST RETURNS - COUNCILLORS AND DESIGNATED STAFF 2017                                                                       88

RP-8            CHANGE OF LICENCE ENTITY - WAGGA WAGGA CITY COUNCIL LICENCE RENEWAL TO LIVEBETTER SERVICES LIMITED (FORMERLY WAGGA WAGGA COMMUNITY RESOURCE CENTRE)                                                        91

RP-9            POL 001 Asset Management Policy                                                94

RP-10          Draft POL 053 Corporate Purchase Card Policy                   111

RP-11          POL 101 Legislative Compliance Policy                                      128

RP-12          Response to Questions with Notice                                           136  

 

 

Committee Minutes

M-1              Floodplain Risk Management Advisory Committee Minutes - 04 July 2017 and 12 September 2017                                                            139

M-2              Audit, Risk and Improvement Committee Minutes - 5 October 2017  154

M-3              Traffic Committee Mintutes and Summary - 14 September 2017       160   

QUESTIONS/BUSINESS WITH NOTICE                                                                     170

Confidential Reports

CONF-1       RFT2018/10 Bulk Emulsion Supply                                                 171

CONF-2       RFT2018/01 SEWER REHABILITATION KOORINGAL, RED HILL ROAD AND NIXON CRESCENT                                                                                            172

CONF-3       SALE OF WIRADJURI CRESCENT PROPERTIES                                   173

CONF-4       PROPOSED SUB-LEASE TO ENCORE AVIATION PTY LTD - HANGAR SITE 225 - WAGGA AIRPORT                                                                                 174

CONF-5       Appointment of Public Art Advisory Panel Community Member    175  

 


PRAYER

 

 

ACKNOWLEDGEMENT OF COUNTRY

 

 

APOLOGIES

 

 

Confirmation of Minutes

CM-1              Ordinary Council Meeting - 25 SEPTEMBER 2017       

 

Recommendation

That the Minutes of the proceedings of the Ordinary Council Meeting held on 25 September 2017 be confirmed as a true and accurate record.

 

 

Attachments  

1.

Ordinary Council Meeting Minutes - 25 September 2017

2

 

 

CM-2              Extraordinary Council Meeting - 26 September 2017       

 

Recommendation

That the Minutes of the proceedings of the Extraordinary Council Meeting held on 26 September 2017 be confirmed as a true and accurate record.

 

 

Attachments  

1.

Extraordinary Council Meeting Minutes - 26 September 2017

2

 

 

DECLARATIONS OF INTEREST


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                      MM-1

 

Mayoral Minute

MM-1              REPRESENTATION ON THE AUSTRALIAN AVIATION HALL OF FAME (AHOF) BOARD

 

 

Recommendation

That Council appoint a representative to the Australian Aviation Hall of Fame (AAHOF) Board.

 

Report

At the January 2011 Ordinary Council Meeting it was resolved:

 

That Council:

a       endorse the position of Mayor as Council’s representative on the Board of the Australian Aviation Hall of Fame

b       endorse the position of Deputy Mayor as Council’s alternate representative on the Board of the Australian Aviation Hall of Fame

c        approve providing in kind and other support up to an approximate amount of $1,000 to the Australian Aviation Hall of Fame

 

I am presenting this Mayoral Minute to provide an opportunity for one of my fellow Councillors to participate as Council’s representative on the AAHOF Board.

 

Financial Implications

N/A

Policy and Legislation

N/A

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We are active community members

Outcome: We recognise we all have a role to play

 

Risk Management Issues for Council

No specific issues identified.

Internal / External Consultation

N/A

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-1

 

Reports from Staff

RP-1               Financial Performance Report as at 30 September 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 30 September 2017.

 

This report also includes Section 356 requests for financial assistance to be considered for approval.

 

 

Recommendation

That Council:

a       approve the proposed 2017/18 budget variations for the month ended 30 September 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)       PCYC – Wagga Wagga                                                                     $    130.00

ii)      Wagga Wagga and District Family History Society Inc.               $    420.00

iii)     Committee for Liberty from Violence                                               $ 3,077.00

iv)     Task force 72 (Scale Model Ship Association Wagga Wagga)   $    720.00

v)      The Cure for MND Foundation                                                         $    615.00

d       note details of the external investments as at 30 September 2017 in accordance with section 625 of the Local Government Act 1993

e       accept the grant of $18,340 from the NSW Department of Primary Industries (Lands) towards works to remove invasive Cootamundra Wattle at Pomingalarna Park

 

Report

Wagga Wagga City Council (Council) forecasts an overall balanced budget position for September 2017. Proposed funded budget variations are detailed in this report for Council’s consideration and adoption.

 

Council has experienced a positive monthly investment performance for the month of September that is mainly attributable to Council’s Floating Rate Note (FRN) portfolio seeing a positive movement 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.

 

Key Performance Indicators

 

 

OPERATING INCOME

Total operating income is 23% of approved budget, which is tracking to budget for the end of September (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 65%.

 

OPERATING EXPENSES

Total operating expenditure is 25% of approved budget and is tracking to budget for the full financial year.

 

CAPITAL INCOME

Total capital income is 4% 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 27% of approved budget.

 


 

WAGGA WAGGA CITY COUNCIL
STATEMENT OF FINANCIAL PERFORMANCE
1 JULY 2017 TO 30 SEPTEMBER 2017

CONSOLIDATED STATEMENT

 

ORIGINAL
BUDGET
2017/18
$'000

BUDGET ADJ
2017/18
$'000

APPROVED BUDGET
2017/18
$'000

YTD ACTUAL   EXCL COMMT'S 2017/18

COMMT'S 2017/18
$'000

YTD ACTUAL + COMMT'S
2017/18
$'000

YTD % OF BUD

Revenue

 

Rates & Annual Charges

(63,090,002)

0

(63,090,002)

(16,837,795)

0

(16,837,795)

27%

User Charges & Fees

(25,947,798)

35,469

(25,912,329)

(5,023,029)

0

(5,023,029)

19%

Interest & Investment Revenue

(3,154,163)

0

(3,154,163)

(1,032,544)

0

(1,032,544)

33%

Other Revenues

(2,984,954)

(46,005)

(3,030,959)

(553,146)

0

(553,146)

18%

Operating Grants & Contributions

(13,910,429)

(914,928)

(14,825,357)

(2,237,687)

0

(2,237,687)

15%

Capital Grants & Contributions

(13,704,984)

(22,374,291)

(36,079,276)

(1,501,455)

0

(1,501,455)

4%

Total Revenue

(122,792,330)

(23,299,756)

(146,092,086)

(27,185,655)

0

(27,185,655)

19%

 

 

Expenses

 

Employee Benefits & On-Costs

42,458,491

(5,000)

42,453,491

9,319,547

53,059

9,372,607

22%

Borrowing Costs

3,591,092

0

3,591,092

750,579

0

750,579

21%

Materials & Contracts

6,580,594

477,858

7,058,452

2,030,432

856,957

2,887,388

41%

Depreciation & Amortisation

34,477,729

0

34,477,729

8,619,432

0

8,619,432

25%

Other Expenses

32,706,532

3,184,200

35,890,731

7,474,893

1,295,026

8,769,919

24%

Total Expenses

119,814,437

3,657,057

123,471,495

28,194,883

2,205,042

30,399,925

25%

 

 

Net Operating (Profit)/Loss

(2,977,893)

(19,642,698)

(22,620,591)

1,009,228

2,205,042

3,214,270

 

 

Net Operating (Profit)/Loss before Capital Grants & Contributions

10,727,091

2,731,593

13,458,684

2,510,683

2,205,042

4,715,725

 

 

 

 

ORIGINAL
BUDGET
2017/18
$'000

BUDGET ADJ
2017/18
$'000

APPROVED BUDGET
2017/18
$'000

YTD ACTUAL   EXCL COMMT'S 2017/18

COMMT'S 2017/18
$'000

YTD ACTUAL + COMMT'S
2017/18
$'000

YTD % OF BUD

Cap/Reserve Movements

Capital Exp - Renewals

25,035,121

26,176,984

51,212,105

2,469,922

13,226,339

15,696,261

31%

Capital Exp - New Projects

16,498,302

16,058,703

32,557,005

4,609,194

6,765,887

11,375,081

35%

Capital Exp - Project Concepts

11,800,337

6,241,816

18,042,153

30,868

66,863

97,731

1%

Loan Repayments

2,474,343

0

2,474,343

618,586

0

618,586

25%

New Loan Borrowings

(7,215,980)

(4,059,170)

(11,275,150)

0

0

0

0%

Sale of Assets

(4,678,401)

(1,371,761)

(6,050,162)

(164,627)

0

(164,627)

3%

Net Movements Reserves

(6,458,101)

(23,403,873)

(29,861,974)

0

0

0

0%

Total Cap/Res Movements

37,455,621

19,642,698

57,098,320

7,563,943

20,059,088

27,623,032

48%

 

 

Net Result after Depreciation

34,477,728

0

34,477,728

8,573,172

22,264,130

30,837,302

 

 

 

Add back Depreciation Expense

34,477,729

0

34,477,729

8,619,432

0

8,619,432

 

 

 

Cash Budget (Surplus)/Deficit

0

0

0

(46,261)

22,264,130

22,217,870

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 




Revised Budget Result - Surplus/(Deficit)

$’000s

Original 2017/18 Budget Result as adopted by Council

Total Budget Variations approved to date

Budget variations for September 2017

$0

$0

$0

Proposed revised budget result for 30 September 2017

$0

 

The proposed Budget Variations to 30 September 2017 are listed below:

 

Budget Variation

Amount

Funding Source

Net Impact

Fav/ (Unfav)

1 – Community Leadership and Collaboration

Financial Assistance Grant – General Purpose

Financial Assistance Grant – Local Roads

($44K)

 

($171K)

Emergency Events Reserve $86K

$129K

Council has received notification of a favourable increase in the Financial Assistance Grant allocation to Council for the 2017/18 Financial Year. It is proposed to utilise the additional funds to fund various budget variations mentioned in this report totalling $129K and the remaining unallocated funds to be assigned to the Emergency Events Reserve ($86K).

Section 356 Donations

$10K

 

($10K)

To facilitate the consideration of Section 356 donation requests for the remainder of the financial year, it is proposed to allocate an additional budget of $10K funded from additional Financial Assistance Grant income received.

2 – Safe and Healthy Community

Strategic Firebreaks

$69K

RFS Grant Income ($69K)

Nil

Council has been successful with their application to Rural Fire Service (RFS) for Rural Fire Fighting grant funds. These funds will be utilised to carry out hazard reduction works, through the chemical treatment of roadsides at 14 nominated locations.

Botanic Gardens CCTV Installation

Botanic Gardens CCTV Maintenance

$45K

 

$5K

 

($50K)

CCTV cameras are required at the Botanic Gardens in the garden and zoo area to provide police with footage of ongoing vandalism. The CCTV will provide a level of protection for the animals within the zoo due to the increased amount of break-ins. The cost of the installation works total $45K with an ongoing annual maintenance cost of $5K per year. It is proposed to fund the variation from the additional Financial Assistance Grant income received.

4 – Community Place and Identity

Sector Support Grant Income

Aboriginal Sector Support Grant Income

($149K)

 

($133K)

Sector Support Expenses $149K

Aboriginal Sector Support Expenses $133K

Nil

Council have secured a further year of funding from Commonwealth and State government bodies of $282K to continue the auspice of 2 sector development positions in ageing and disability. This program operates across 32 Local Government Areas, is based in Wagga Wagga, and provides a level of sector expertise to Council. It is proposed to re-instate the budgets previously in place for 2017/18 including a management charge of $42K to deliver these programs to ensure continued operation of the service.

5 – The Environment

Wagga Cycleway Kooringal Road

$314K

RMS Grant Income ($157K)

Fit for the Future Reserve ($41K)

Pedestrian Facilities Program ($42K)

Cycleways Program ($30K)

($44K)

Council has been successful in securing 50:50 RMS grant funding for the Kooringal Shared Pathway. This will allow the completion of the link from the Historic Cemetery to the Exhibition Centre along Kooringal Road. The works involve fill, drainage works, installation of a concrete shared pathway, road safety and pedestrian guardrail, and grass seeding. It is proposed to fund Council’s portion from existing Pedestrian and Cycleway budgets contained in Council’s current Concepts list, Fit for the Future Reserve and additional Financial Assistance Grant income received.

Fernleigh Road Box Culvert Stormwater Extension

$120K

Stormwater Levy Reserve ($120K)

Nil

Additional funds are required for the completion of the Fernleigh Road Box Culvert Stormwater extension. This is due to a change to the original scope and budget that was set a number of years ago, to include additional barriers and pit works. It is proposed to fund the variation from the Stormwater Levy Reserve, which is deemed appropriate. This $120K allocation will bring the total project budget allocation to $284K.

Wagga Wagga High School Pedestrian Safety

$50K

RMS Grant Funding ($25K)

($25K)

A change in the scope of works for the Wagga High School Pedestrian Fencing and Refuge has resulted in the need for additional funds. RMS have agreed to contribute on a 50:50 basis. The change in scope is to include two pedestrian blisters and concrete stencilling. It is proposed to fund Council’s portion from additional Financial Assistance Grant income received. This will bring the total project budget to $100K.

NSW Government Cootamundra Wattle Removal Grant

$18K

NSW Government Grant Funding ($18K)

Nil

Council has secured a State Government Grant for the removal of Cootamundra Wattle that has invaded Pomingalarna Park Reserve. This has destroyed the structure and species composition within the native vegetation. Council will provide in kind contributions through procurement processes, project management and on site supervision and revegetation works.

Kerbside Contract Renewal Finalisation

Implementation phase of Kerbside Contract

$47K

 

$55K

Solid Waste Reserve ($102K)

Nil

Additional funds of $47K are required for the finalisation of the kerbside waste collection and recyclables processing contracts. Funds of $55K are also required for the implementation phase of these contracts. It is proposed to fund these variations from the Solid Waste Reserve.

SURPLUS/(DEFICIT)

 

 

Nil

 

Current Restrictions

 

RESERVES SUMMARY

30 SEPTEMBER 2017

 

Approved Changes

 

 

 

CLOSING BALANCE 2016/17

ADOPTED RESERVE TRANSFERS 2017/18

BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 25.09.17

RECOMMENDED CHANGES for Council Resolution

REVISED BALANCE

 

 

Externally Restricted

 

Developer Contributions

(21,947,807)

3,374,249

4,733,577

(13,839,982)

Sewer Fund Reserve

(24,045,646)

1,229,992

3,283,375

(19,532,279)

Solid Waste Reserve

(15,824,723)

4,878,008

1,105,212

102,000

(9,739,503)

Specific Purpose Unexpended Grants/Contributions

(3,378,959)

0

3,378,959

0

SRV Levee Reserve

(1,167,316)

0

1,167,316

0

Stormwater Levy Reserve

(2,940,246)

(587,206)

331,268

120,000

(3,076,184)

Total Externally Restricted

(69,304,697)

8,895,043

13,999,707

222,000

(46,187,948)

 

 

Internally Restricted

 

Airport Reserve

(371,610)

(386,660)

107,244

(651,025)

Art Gallery Reserve

(30,990)

(21,000)

0

(51,990)

Ashmont Community Facility Reserve

(4,500)

(1,500)

0

(6,000)

Bridge Replacement Reserve

(240,240)

(100,000)

153,573

(186,667)

CBD Carparking Facilities Reserve

(891,982)

0

129,191

(762,792)

CCTV Reserve

(64,476)

(10,000)

0

(74,476)

Cemetery Perpetual Reserve

(157,605)

(125,146)

144,084

(138,667)

Cemetery Reserve

(193,116)

(161,330)

0

(354,446)

Civic Theatre Operating Reserve

0

(50,000)

0

(50,000)

Civic Theatre Technical Infra Reserve

(105,450)

(50,000)

0

(155,450)

Civil Projects Reserve

(155,883)

0

0

(155,883)

Community Amenities Reserve

(5,685)

0

0

(5,685)

Council Election Reserve

(166,776)

(73,095)

0

(239,871)

Emergency Events Reserve

(133,829)

0

0

(86,331)

(220,160)

Employee Leave Entitlements Gen Fund Reserve

(3,184,451)

0

0

(3,184,451)

Environmental Conservation Reserve

(131,351)

0

0

(131,351)

Estella Community Centre Reserve

(230,992)

0

0

(230,992)

Family Day Care Reserve

(169,356)

(123,944)

0

(293,300)

Fit for the Future Reserve

(3,033,479)

(2,265,725)

501,260

41,204

(4,756,740)

Generic Projects Saving

(1,040,610)

20,000

93,727

(926,883)

Glenfield Community Centre Reserve

(17,704)

(2,000)

0

(19,704)

Grants Commission Reserve

(4,956,776)

0

0

4,956,776

0

Grassroots Cricket Reserve

(70,992)

0

0

(70,992)

Gravel Pit Restoration Reserve

(761,422)

0

25,000

(736,422)

Gurwood Street Property Reserve

(50,454)

0

0

(50,454)

Information Services

(378,713)

250,000

0

(128,713)

Infrastructure Replacement Reserve

(136,098)

(48,071)

954

(183,215)

Insurance Variations Reserve

(28,644)

0

0

(28,644)

Internal Loans Reserve

(674,661)

(851,794)

695,008

(831,446)

Lake Albert Improvements Reserve

(53,867)

(50,000)

56,078

(47,789)

LEP Preparation Reserve

(28,301)

14,636

11,120

(2,545)

Livestock Marketing Centre Reserve

(7,267,731)

(1,180,017)

4,053,725

(4,394,024)

Museum Acquisitions Reserve

(39,378)

0

0

(39,378)

Oasis Building Renewal Reserve

(172,000)

(32,147)

121,000

(83,147)

Oasis Plant Reserve

(1,115,347)

90,000

0

(1,025,347)

Parks & Recreation Projects

(79,648)

0

74,360

(5,288)

Pedestrian River Crossing (old Riverside) Reserve

(198,031)

48,031

150,000

0

Plant Replacement Reserve

(5,893,831)

1,804,934

1,059,675

(3,029,223)

Playground Equip Replacement Reserve

(59,181)

(105,679)

0

(164,860)

Project Carryovers Reserve

(1,276,882)

0

1,276,882

0

Public Art Reserve

(173,283)

(23,669)

0

(196,952)

Robertson Oval Redevelopment Reserve

(86,697)

0

0

(86,697)

Senior Citizens Centre Reserve

(13,627)

(2,000)

0

(15,627)

Sister Cities Reserve

(36,527)

(10,000)

0

(46,527)

Stormwater Drainage Reserve

(183,420)

0

3,177

(180,242)

Strategic Real Property Reserve

(702,792)

0

(380,000)

(1,082,792)

Street Lighting Replacement Reserve

(74,755)

(30,000)

0

(104,755)

Subdivision Tree Planting Reserve

(272,621)

(20,000)

0

(292,621)

Sustainable Energy Reserve

(520,442)

35,000

60,000

(425,442)

Traffic Committee Reserve

(50,000)

(50,000)

0

(100,000)

Total Internally Restricted

(35,686,205)

(3,511,177)

8,336,056

4,911,649

(25,949,677)

 

 

Total Restricted

(104,990,903)

5,383,866

22,335,763

5,133,649

(72,137,624)

 

 

 

 

 

 

 

CONSULTANCY & LEGAL EXPENSES STATEMENT

30 SEPTEMBER 2017

 

 

Approved Changes

 

 

 

 

BUDGET 2017/18

SEPTEMBER QTR BUDGET VARIATIONS APPROVED TO DATE

REVISED BUDGET

PROJECTED YEAR END RESULT

ACTUAL
YTD

 

 

 

Consultancy Expenses

73,322

322,078

395,400

395,400

135,174

 

 

 

Legal Expenses

314,522

31,842

346,364

346,364

109,699

 

 

 

 

 

 

 

 

 

CONTRACTS REVIEW STATEMENT

30 SEPTEMBER 2017

Contract Number

Contractor

Contract
Detail & Purpose

Contract
Value

Start
Date

Duration of
Contract

Budgeted
(Yes/No)

2017/551

Ladex Construction Group Pty Ltd

Apex Park Shoreline Remediation

112,835.00

15/09/2017

8 weeks

Y

2017/545

Dirt Art Pty Ltd

Construct Pump Track

     50,000.00

15/08/2017

3 weeks

Y

2017/533

Nuttall Engineering Consultants Pty Ltd

Bridge inspections and load ratings

     74,794.50

10/09/2017

8 weeks

Y

 

Notes:

1. Minimum reporting level is 1% of estimated income from continuing operations or $50,000, whichever is the lesser.

2. Contracts to be listed are those entered into during the quarter and have yet to be fully performed, excluding contractors that are on Council's Preferred Supplier list.

3. Contracts for employment are not required to be included.

4. Where a contract for services etc was not included in the budget, an explanation is to be given (or reference made to an explanation in another Budget Review Statement).

 

Section 356 Financial Assistance Requests

 

Five (5) Section 356 Donation requests have been received for consideration at 23 October 2017 meeting. Details of each donation request are noted below, and are attached to this report for Council’s consideration:

 

·        PCYC Wagga Wagga Inc. - $130

 

PCYC Wagga Wagga has requested the waiver of the of hire fees for Bolton Park to stage a fundraising run and concert on 23 September 2017 - the hire fees are $130.00.

 

PCYC is a charity that works closely with young people to develop their skills, character and leadership.

 

·        Wagga Wagga and District Family Historic Society - $420

 

The Wagga Wagga and District Family History Society Inc. has requested the donation of annual Waste Service charges for Council leased property at 24 Tarakan Avenue, Ashmont given they have very limited funds.

 

This volunteer group has demonstrated their commitment to the Wagga community by the provision of public access to their family history collections and resources along with the provision of volunteer research support and community education workshops to residents of the Wagga local government area, and also visitors who travel to Wagga to search out family history information relating to their families.

 

This group also promotes the value of public history and the importance of family history research. This group contributes toward the CSP Ruby and Oliver community goal focusing on Wagga Wagga being a connected, caring and supportive community demonstrated through their volunteer social/community activities.

 

This group is also actively connected and supportive of other volunteer groups and cultural institutions in the community focused on the research/access to public history including the CSU Regional Archives, the Museum of the Riverina and the Wagga Wagga City Library.

 

Council already has provided for an annual donation of the group’s Non Residential Sewer charges for the building they lease from Council – 24 Tarakan Avenue Ashmont.

 

·        Committee for Liberty from Violence - $3,077

 

The Committee for Liberty from Violence Wagga Wagga has requested the waiver of the of hire fees of $85 for the Victory Memorial Gardens to stage a march starting from Baretta Lane and finishing at the Victory Memorial Gardens on 9 November 2017 to raise awareness  of Domestic Violence.

 

The Committee has also requested a donation from Council to fund the associated traffic management costs to conduct the march of $2,992. Given the voluntary nature of the Committee, funding being currently available, and the importance of the march the request is supported by Council staff.   

 

·        Task force 72 (Scale Model Ship Association Wagga Wagga) - $720

 

The Task Force 72 (Scale Model Ship Association Wagga Wagga ) has requested the waiver of the of Life Saver fees of $720 associated with staging a two day event (Carrier and Escort Weekend) at the outdoor pool Oasis Swimming Complex on Saturday 9 June 2018 and Sunday 10 June 2018 .

 

Approximately 30 participants from NSW, Victoria, ACT and South Australia are expected to attend.

 

Council’s Community Services division were consulted regarding this donation request and support this fee waiver for several reasons, which are detailed below.

 

Social inclusion/Opportunity for Connection - this community group represent an older cohort of males specifically - who were formerly in the military in various Australian forces of Navy, RAAF and Army. This group can sometimes experience social isolation, complex mental health conditions including depression and loneliness. Their representative has indicated that without Council’s support they will not be able to proceed with this event at the Oasis.

 

Although this event is not in the major events category beyond a modest visitor economy opportunity (with members travelling from interstate), this event offers an important meeting point/social connection for these ex-serviceman and their families.

 

 

·        The Cure for MND (Motor Neurone Disease) Foundation - $615

 

The Cure for MND (Motor Neurone Disease) Foundation has requested the waiver of the Development Application fees associated with the staging of a fund raising event (Daniher Drive Sports person night) to be held at the Kildare College on 12 October 2017.

 

The MND Foundation is a registered charity that raises funds for medical research to find a cure for Motor Neurone Disease (MND).

 

The applicable Development Application costs were $615.00 (DA17/224).

 

A summary of the available Section 356 budget and this month’s fee waiver requests is provided below:

 

Section 356 financial assistance available budget

$2,972.64     

Proposed additional funding proposed to be allocated to the 2017/18 Section 356 Financial Assistance Budget via this report

$10,000.00

PCYC Wagga Wagga Inc.

 

($130.00)

Wagga Wagga and District Family Historic Society

 

($420.00)

Committee for Liberty from Violence

 

($3,077.00)

Task force 72 (Scale Model Ship Association Wagga Wagga)

 

($720.00)

The Cure for MND (Motor Neurone Disease) Foundation 

($615.00)

 

Total Section 356 Financial Assistance Requests – 23 October  2017 Council Meeting

 

 

($4,962.00)  

 

Proposed balance of Section 356 financial assistance budget – available for requests received for the remainder of this financial year

 

 

$8,010.64

 

 

Investment Summary as at 30 September 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
31/08/2017
$

Closing Balance
Invested
30/09/2017
$

September
EOM
Current Yield
%

September
EOM
%
of Portfolio

Investment
Date

Maturity
Date

Term
(mths)

Short Term Deposits

 

 

 

 

 

 

 

 

Police Credit Union

NR

1,000,000

1,000,000

2.87%

0.85%

6/12/2016

6/12/2017

12

Banana Coast CU

NR

1,000,000

1,000,000

2.80%

0.85%

2/06/2017

1/06/2018

12

AMP

A

2,000,000

2,000,000

2.80%

1.70%

2/06/2017

1/06/2018

12

Bank of Sydney

NR

2,000,000

0

0.00%

0.00%

30/09/2016

29/09/2017

12

CUA

BBB

1,000,000

1,000,000

2.80%

0.85%

9/02/2017

5/01/2018

11

AMP

A

2,000,000

2,000,000

2.60%

1.70%

2/08/2017

2/08/2018

12

ME Bank

BBB

2,000,000

2,000,000

2.80%

1.70%

16/12/2016

16/10/2017

10

CUA

BBB

1,000,000

1,000,000

2.75%

0.85%

3/03/2017

2/03/2018

12

Suncorp-Metway

A+

2,000,000

2,000,000

2.60%

1.70%

7/06/2017

3/01/2018

7

NAB

AA-

2,000,000

2,000,000

2.60%

1.70%

8/09/2017

7/09/2018

12

Suncorp-Metway

A+

2,000,000

2,000,000

2.50%

1.70%

9/06/2017

9/10/2017

4

Suncorp-Metway

A+

2,000,000

2,000,000

2.55%

1.70%

9/06/2017

6/11/2017

5

ME Bank

BBB

2,000,000

2,000,000

2.60%

1.70%

22/08/2017

19/04/2018

8

AMP

A

0

1,000,000

2.80%

0.85%

8/09/2017

5/06/2018

9

NAB

AA-

0

2,000,000

2.62%

1.70%

28/09/2017

28/09/2018

12

Total Short Term Deposits

 

22,000,000

23,000,000

2.67%

19.60%

 

 

 

At Call Accounts

 

 

 

 

 

 

 

 

NAB

AA-

3,179,390

3,028,968

1.50%

2.58%

N/A

N/A

N/A

NAB

AA-

19,516,493

14,049,701

2.19%

11.98%

N/A

N/A

N/A

AMP

A

182,165

182,498

2.15%

0.16%

N/A

N/A

N/A

Beyond Bank

BBB+

148,552

148,698

1.00%

0.13%

N/A

N/A

N/A

CBA

AA-

51,677

51,634

1.35%

0.04%

N/A

N/A

N/A

Total At Call Accounts

 

23,078,276

17,461,500

2.06%

14.88%

 

 

 

Medium Term Deposits

 

 

 

 

 

 

 

 

RaboBank

A+

1,000,000

1,000,000

3.16%

0.85%

5/06/2017

6/06/2022

60

ING Bank

A

3,000,000

3,000,000

2.75%

2.56%

24/08/2017

26/08/2019

24

ME Bank

BBB

2,000,000

2,000,000

4.28%

1.70%

2/09/2014

2/09/2019

60

Rabobank

A+

1,000,000

1,000,000

4.10%

0.85%

5/12/2014

5/12/2019

60

Beyond Bank

BBB+

990,000

990,000

3.70%

0.84%

4/03/2015

4/03/2018

36

Beyond Bank

BBB+

990,000

990,000

3.70%

0.84%

11/03/2015

11/03/2018

36

BOQ

BBB+

2,000,000

2,000,000

3.10%

1.70%

7/07/2017

7/07/2020

36

Newcastle Permanent

BBB

1,000,000

1,000,000

3.00%

0.85%

12/08/2016

12/08/2019

36

Rabobank

A+

1,000,000

1,000,000

3.20%

0.85%

25/08/2016

25/08/2021

60

Newcastle Permanent

BBB

1,000,000

1,000,000

3.00%

0.85%

31/08/2016

30/08/2019

36

Police Credit Union

NR

1,000,000

1,000,000

2.90%

0.85%

8/09/2016

10/09/2018

24

Newcastle Permanent

BBB

2,000,000

2,000,000

3.00%

1.70%

10/02/2017

11/02/2019

24

Westpac

AA-

3,000,000

3,000,000

3.10%

2.56%

10/03/2017

10/03/2022

60

Total Medium Term Deposits

 

19,980,000

19,980,000

3.25%

17.03%

 

 

 

Institution

Rating

Closing Balance
Invested
31/08/2017
$

Closing Balance
Invested
30/09/2017
$

September
EOM
Current Yield
%

September
EOM
%
of Portfolio

Investment
Date

Maturity
Date

Term
(mths)

Floating Rate Notes - Senior Debt

 

 

 

 

 

 

 

 

Bendigo-Adelaide

BBB+

1,007,254

1,003,564

BBSW + 93

0.86%

17/09/2014

17/09/2019

60

BOQ

BBB+

2,022,200

2,015,000

BBSW + 110

1.72%

5/08/2014

24/06/2019

58

BOQ

BBB+

1,006,415

1,009,023

BBSW + 107

0.86%

6/11/2014

6/11/2019

60

BOQ

BBB+

1,006,415

1,009,023

BBSW + 107

0.86%

10/11/2014

6/11/2019

60

ME Bank

BBB

1,001,505

1,003,714

BBSW + 100

0.86%

17/11/2014

17/11/2017

36

ME Bank

BBB

1,001,505

1,003,714

BBSW + 100

0.86%

17/11/2014

17/11/2017

36

Teachers Mutual

BBB

1,007,600

1,002,744

BBSW + 105

0.85%

4/12/2014

4/12/2017

36

Newcastle Permanent

BBB

1,001,805

1,003,974

BBSW + 110

0.86%

27/02/2015

27/02/2018

36

Macquarie Bank

A

2,015,800

2,008,000

BBSW + 110

1.71%

3/03/2015

3/03/2020

60

ANZ

AA-

757,961

759,392

BBSW + 82

0.65%

17/04/2015

17/04/2020

60

Heritage Bank

BBB+

1,003,615

1,005,813

BBSW + 115

0.86%

7/05/2015

7/05/2018

36

NAB

AA-

1,006,700

1,008,130

BBSW + 80

0.86%

3/06/2015

3/06/2020

60

Heritage Bank

BBB+

1,003,615

1,005,813

BBSW + 115

0.86%

9/06/2015

7/05/2018

35

CBA

AA-

1,012,214

1,013,912

BBSW + 90

0.86%

17/07/2015

17/07/2020

60

Westpac

AA-

1,011,620

1,013,752

BBSW + 90

0.86%

28/07/2015

28/07/2020

60

Bendigo-Adelaide

BBB+

1,004,765

1,008,643

BBSW + 110

0.86%

18/08/2015

18/08/2020

60

Credit Suisse

A

1,006,075

1,008,233

BBSW + 105

0.86%

24/08/2015

24/08/2018

36

Bendigo-Adelaide

BBB+

1,004,765

1,008,643

BBSW + 110

0.86%

28/09/2015

18/08/2020

59

Westpac

AA-

2,023,240

2,027,504

BBSW + 90

1.73%

30/09/2015

28/07/2020

58

Suncorp-Metway

A+

1,018,563

1,021,130

BBSW + 125

0.87%

20/10/2015

20/10/2020

60

Westpac

AA-

4,067,132

4,075,884

BBSW + 108

3.47%

28/10/2015

28/10/2020

60

AMP

A

1,811,961

1,817,501

BBSW + 110

1.55%

11/12/2015

11/06/2019

42

CBA

AA-

1,018,423

1,020,510

BBSW + 115

0.87%

18/01/2016

18/01/2021

60

Rabobank

A+

2,019,800

2,057,038

BBSW + 150

1.75%

4/03/2016

4/03/2021

60

Newcastle Permanent

BBB

1,012,704

1,007,043

BBSW + 160

0.86%

22/03/2016

22/03/2019

36

CUA

BBB

2,023,308

2,045,000

BBSW + 160

1.74%

1/04/2016

1/04/2019

36

ANZ

AA-

1,021,792

1,016,251

BBSW + 118

0.87%

7/04/2016

7/04/2021

60

Suncorp-Metway

A+

1,023,922

1,026,779

BBSW + 138

0.88%

21/04/2016

12/04/2021

60

AMP

A

1,017,973

1,021,530

BBSW + 135

0.87%

24/05/2016

24/05/2021

60

Westpac

AA-

1,008,200

1,018,231

BBSW + 117

0.87%

3/06/2016

3/06/2021

60

CBA

AA-

1,021,322

1,023,630

BBSW + 121

0.87%

12/07/2016

12/07/2021

60

ANZ

AA-

2,032,766

2,037,182

BBSW + 113

1.74%

16/08/2016

16/08/2021

60

BOQ

BBB+

1,512,591

1,516,743

BBSW + 117

1.29%

26/10/2016

26/10/2020

48

NAB

AA-

1,014,733

1,016,721

BBSW + 105

0.87%

21/10/2016

21/10/2021

60

Teachers Mutual

BBB

1,506,173

1,510,205

BBSW + 140

1.29%

28/10/2016

28/10/2019

36

Bendigo-Adelaide

BBB+

1,004,545

1,007,673

BBSW + 110

0.86%

21/11/2016

21/02/2020

39

Westpac

AA-

1,015,603

1,018,461

BBSW + 111

0.87%

7/02/2017

7/02/2022

60

ANZ

AA-

1,008,464

1,011,832

BBSW + 100

0.86%

7/03/2017

7/03/2022

60

CUA

BBB

754,181

750,825

BBSW + 130

0.64%

20/03/2017

20/03/2020

36

Heritage Bank

BBB+

601,587

602,984

BBSW + 130

0.51%

4/05/2017

4/05/2020

36

Teachers Mutual

BBB

1,006,263

1,007,307

BBSW + 142

0.86%

29/06/2017

29/06/2020

36

NAB

AA-

3,022,872

3,013,092

BBSW + 90

2.57%

5/07/2017

5/07/2022

60

Suncorp-Metway

A+

1,002,825

1,004,373

BBSW + 97

0.86%

16/08/2017

16/08/2022

60

Total Floating Rate Notes - Senior Debt

 

55,452,771

55,566,515

 

47.36%

 

 

 

Managed Funds

 

 

 

 

 

 

 

 

NSW Tcorp

NR

1,296,689

1,312,222

1.20%

1.12%

17/03/2014

1/09/2022

101

Institution

Rating

Closing Balance
Invested
31/08/2017
$

Closing Balance
Invested
30/09/2017
$

September
EOM
Current Yield
%

September
EOM
%
of Portfolio

Investment
Date

Maturity
Date

Term
(mths)

Total Managed Funds

 

1,296,689

1,312,222

1.20%

1.12%

 

 

 

TOTAL CASH ASSETS, CASH
EQUIVALENTS & INVESTMENTS

 

121,807,736

117,320,236

3.96%

100.00%

 

 

 

LESS: RIVERINA REGIONAL LIBRARY (RRL) CASH AT BANK

 

3,268,510

3,059,050

 

 

 

 

 

TOTAL WWCC CASH ASSETS, CASH
EQUIVALENTS & INVESTMENTS

 

118,539,226

114,261,186

 

 

 

 

 

 

Council’s portfolio is dominated by Floating Rate Notes (FRN’s) at approximately 47% across a broad range of counterparties. Cash equates to 15% of Council’s portfolio with Term Deposits around 37% 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 decreased from the previous month’s balance, down from $118.5M to $114.3M.

 

 

MONTHLY INVESTMENT MOVEMENTS

 

Redemptions/Sales – Council redeemed the following investment security during September 2017:

 

Institution and Type

Amount

Investment

Term

Interest

Rate

Comments

Bank of Sydney Term Deposit

$2M

12 months

2.75%

This term deposit was redeemed due to poor reinvestment rates available with Bank of Sydney. These funds were reinvested with NAB (see below).

 

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

 

Institution and Type

Amount

Investment

Term

Interest

Rate

Comments

AMP

Term Deposit

$1M

9 months

2.80%

The AMP rate of 2.80% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within the portfolio.

NAB Term Deposit

$2M

12 months

2.62%

The NAB rate of 2.62% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within the portfolio.

 

Rollovers – Council rolled over the following investment security during September 2017:

 

Institution and Type

Amount

Investment

Term

Interest

Rate

Comments

NAB Term Deposit

$2M

12 months

2.60%

This term deposit was a 3 month investment at 2.49% and was rolled at maturity into a 12 month term deposit at 2.60%.

MONTHLY PERFORMANCE

 

Interest/growth/capital gains for the month totaled $381,756, which compares favourably with the budget for the period of $235,087, outperforming budget for September by $146,669. This is mainly attributable to Council’s Floating Rate Note (FRN) portfolio seeing a slight increase for the September 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 recently, which is tracking well above what was originally predicted. This is mainly due to the timing of some of the major projects that are either not yet commenced or not as advanced as originally predicted. It is anticipated that over the 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 Council’s Independent Financial Advisor will continue to identify opportunities to lock in higher yielding investments as they become available.

 

In comparison to the AusBond Bank Bill Index* (+1.76%pa), Council’s investment portfolio in total returned 3.96% for September. Short-term deposits returned 2.67%. These funds are utilised for daily cash flow management and need to be available to meet operating and contractual payments as they come due.

 

 

* The AusBond Bank Bill Index is the leading benchmark for the Australian fixed income market. It is interpolated from the RBA Cash rate, 1 month and 3 month Bank Bill Swap rates.

Report by Responsible Accounting Officer

I hereby certify that all of the above investments have been made in accordance with the provision of Section 625 of the Local Government Act 1993 and the regulations there under, and in accordance with the Investments Policy adopted by Council on 26 August 2013, noting that a revised Investment Policy was adopted by Council on 28 August 2017.

 

Carolyn Rodney

Responsible Accounting Officer

Policy and Legislation

Budget variations are reported in accordance with Council’s POL 052 Budget Policy.

 

Investments are reported in accordance with Council’s POL 075 Investment Policy.

 

Local Government Act 1993

 

625   How may councils invest?

(1)  A council may invest money that is not, for the time being, required by the council for any other purpose.

(2)  Money may be invested only in a form of investment notified by order of the Minister published in the Gazette.

(3)  An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer.

(4)  The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section.

 

Local Government (General) Regulation 2005

 

212   Reports on council investments

(1)  The responsible accounting officer of a council:

(a)  must provide the council with a written report (setting out details of all money that the council has invested under section 625 of the Act) to be presented:

(i)  if only one ordinary meeting of the council is held in a month, at that meeting, or

(ii)  if more than one such meeting is held in a month, at whichever of those meetings the council by resolution determines, and

(b)  must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the council’s investment policies.

(2)  The report must be made up to the last day of the month immediately preceding the meeting.

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

Risk Management Issues for Council

This report is a control mechanism that assists in addressing the following potential risks to Council:

·        Loss of investment income or capital resulting from ongoing management of investments, especially during difficult economic times

·        Failure to demonstrate to the community that its funds are being expended in an efficient and effective manner

Internal / External Consultation

Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

All relevant areas within the Council have consulted with the Finance Division in regards to the budget variations listed in this report.

 

The Finance Division has consulted with relevant external parties to confirm Council’s investment portfolio balances.

 

Attachments  

 

1.

Section 356 Donation - PCYC Wagga Wagga Inc.

 

2.

Section 356 Donation - Wagga Wagga and District Family Historic Society

 

3.

Section 356 Donation - Committee for Liberty from Violence

 

4.

Section 356 Donation - Liberty From Violence Traffic Management costs  

 

5.

Section 356 Donation - Task Force 72 (Scale Model Ship Association) Wagga Wagga)

 

6.

Section 356 Donation - MND Foundation (Motor Neurone Disease)

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 



Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-1

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-2

 

RP-2               POL 078 - Financial Assistance Policy and Amended 2017/18 Combined Delivery Program and Operational Plan

Director:       Natalie Te Pohe

         

Analysis:

Amendments to the Policy and the Council’s 2017/18 Combined Delivery Program and Operational Plan were placed on public exhibition for 28 days. With no submissions received, these documents are now presented to Council for consideration and adoption.

 

 

Recommendation

That Council:

a       note that no submissions were received as a result of the public exhibition of the draft POL 078 Financial Assistance Policy and amended 2017/18 Combined Delivery Program and Operational Plan

b       note the minor amendments included in the proposed POL 078 Financial Assistance Policy

c        adopt the POL 078 Financial Assistance Policy

d       adopt the revised 2017/18 Combined Delivery Program and Operational Plan

e       rescind POL 093 Subsidy for Waste Disposal by Charitable Organisations Policy

f        delegate to the Mayor, or in their absence, the Deputy Mayor, the authority to approve the provision of financial assistance from the Mayoral Discretionary Fund of up to $1,000 to be applied in accordance with POL 078 Financial Assistance Policy, consistent with s377 of the Local Government Act 1993

g       delegate to the General Manager, the authority to approve the provision of financial assistance of up to $500 to be applied in accordance with POL 078 Financial Assistance Policy, consistent with s377 of the Local Government Act 1993

 

Report

Council, at its meeting of 28 August 2017, resolved (17/285):

 

That Council:

a   endorse the draft POL 078 Financial Assistance Policy, that is to be placed on public exhibition for a period of 28 days from 3 September 2017 to 1 October 2017 and invites public submissions on the draft Policy

b   endorse the proposed amendments to the 2017/18 Combined Delivery Program and Operational Plan, that are to be placed on public exhibition for a period of 28 days from 3 September 2017 to 1 October 2017 and invites public submissions on the following:

i    Amend the Small Business (New Category) title on Page 15 to be “Economic Development Grants Program”

ii   Amend the Community S356 program title on Page 15 to be “Waiving of Fees and Charges in accordance with POL 078 Financial Assistance Policy”

iii  Amend Page 15 to include a new line in the “Other” list to be “Mayoral Discretionary Fund (in accordance with POL 078 Financial Assistance Policy”) with a $1,000 allocation, consistent with the current budget allocation for 2017/18

iv  Amend Page 15 to include a new line in the “Other” list showing “Waiving of Gregadoo Waste Management Centre Fees (in accordance with POL 078 Financial Assistance Policy)” with a $10,000 allocation, consistent with the current budget allocation for 2017/18

c   receive a further report following the public exhibition and submission period:

i    addressing any submissions made in respect of the proposed POL 078 Financial Assistance Policy

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

iii  proposing rescission of POL 093 Subsidy for Waste Disposal by Charitable Organisations Policy

iv  proposing to provide a delegation to the Mayor of up to $1,000 for the approval of providing financial assistance from the Mayoral Discretionary Fund in accordance with POL 078 Financial Assistance Policy, or in their absence, the Deputy Mayor, consistent with s377 of the Local Government Act 1993

v   proposing to provide a delegation to the General Manager of up to $500 for the approval of providing financial assistance in accordance with POL 078 Financial Assistance Policy, consistent with s377 of the Local Government Act 1993

 

This Policy and the revised 2017/18 Combined Delivery Program and Operational Plan was placed on public exhibition for a period of 28 days. The exhibition period commenced on 3 September 2017 and the submission period concluded on 1 October 2017 with no submissions being received.

 

During the Public Forum – Development Assessment and Policy held on 18 September 2017, officers indicated that there would be modifications required to the Policy and the application process to ensure that individuals could seek a waiver or subsidy of Gregadoo Waste Management Centre Fees. All applications would still be assessed in relation to the community benefits that any waiver may provide. These modifications have now been included in the Policy presented for adoption.

 

Financial Implications

The current annual financial assistance program reflects an approximate $1.4M that Council contribute to the community. Officers are aware of other programs that occur based on historical agreements or former Council resolutions that are not necessarily contained within the Combined Delivery Program and Operational Plan, but they are contained within Council’s Long Term Financial Plan.

 

A review of the process will be undertaken in the coming months to ensure that there is an improved alignment between what is contained in the Long Term Financial Plan and the Combined Delivery Program and Operational Plan, which will improve the transparency, equity and integration of the process.

Policy and Legislation

POL 078 Financial Assistance Policy has been revised and is now presented for Council adoption.

 

POL 093 Subsidy for Waste Disposal by Charitable Organisations Policy is proposed to be rescinded.

 

Other Council policies are relevant and have been included in the proposed POL 078 Financial Assistance Policy as a related document however, they do not require changes as a result of the proposed adoption.

 

Council’s revised 2017/18 Combined Delivery Program and Operational Plan is presented for adoption.

The Government Information (Public Access) Act 2009 is also relevant.

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

Risk Management Issues for Council

This Policy is a control mechanism that provides a segregation of duties, and the resolution seeks Council delegation to the Mayor and General Manager that assists in addressing the potential risk to Council of corruption leading to a loss of reputation and / or a financial loss to Council.

 

Internal / External Consultation

The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

In revising the Policy, the following areas of Council were consulted:

 

·        Finance

·        Commercial Development

·        Commercial Operations

·        Community Services

·        Audit, Risk & Governance

·        Economic Development

·        Waste

·        Executive Support

 

The Mayor has also been consulted in relation to the Mayoral Discretionary Fund and Councillors were provided with an overview of some required amendments to the Policy at the Public Forum – Development Assessment and Policy held on 18 September 2017, where the following Councillors were in attendance:

 

·        Cr Greg Conkey (Mayor)

·        Cr Dallas Tout (Deputy Mayor)

·        Cr Dan Hayes

·        Cr Yvonne Braid

·        Cr Tim Koschel

·        Cr Rod Kendall

·        Cr Vanessa Keenan

 

Attachments  

 

1.

POL078 - Financial Assistance Policy

 

2.

Amended 2017/18 Combined Delivery Program and Operational Plan

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-2

 





















Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                                          RP-2

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-3

 

RP-3               Annual Financial Statements 2016/17

Author:          Carolyn Rodney

Director:       Natalie Te Pohe

         

Analysis:

The 2016/17 Financial Statements have been completed by Council staff, and have recently been audited by the NSW Audit Office. 

 

 

Recommendation

That Council:

a       note the comments from the Audit, Risk & Improvement Committee regarding the 2016/17 Financial Statements

b       approve the signing of the 2016/17 Financial Statements pursuant to Section 413 (2c) of the Local Government Act 1993

c        approve the movements to and from Restricted Assets (Reserves) as at 30 June 2017 as detailed in Note 6 (c) - Cash & Investments

d       receive a presentation from the NSW Audit Office on the audited financial reports and auditors report at the 27 November 2017 Council Meeting, pursuant to Section 418 (1)

 

Report

The 2016/17 Annual Financial Statements have been prepared and Council’s external auditors, NSW Audit Office have completed their audit. It is a requirement of the Local Government Act that Council prepare a statement on the General Purpose and Special Purpose Financial Reports prior to sign off by the auditor. These statements must be signed by the Mayor, one Councillor, the General Manager and the Responsible Accounting Officer. The Financial Statements will remain in a draft form until the audit is completed.

 

This statement is required to be signed and included in the Financial Statements prior to the auditor providing the final reports. The financial statements together with the auditors’ reports must be forwarded to the Office of Local Government by 31 October 2017.

 

The 2016/17 financial statements were presented to the Audit, Risk & Improvement Committee (ARIC) at its meeting on 5 October 2017. The report from the Chairperson is included in the Committee meetings minutes in a separate report – CM-2, with an extract provided below for Councillor’s information:

 

Extract from the Report from the ARIC Chairperson:

The reports describe an organisation in a strong financial position. They reflect, in the short term, a number of major projects that did not commence during the year and, in the long term, the challenges of maintaining and renewing Council’s asset base.

 

The Committee had the opportunity to hear a report from executives of the NSW Audit Office, Council’s new external auditor, and following discussion, formally received and noted the draft Report on the Conduct of the Audit and draft Client Service Report. The Committee believes the new approach of the Audit Office and Council management’s positive response to the new regime has added further to the quality of Council’s financial management.

The ARIC suggested additional information to be included in the 2016/17 draft Financial Statements, which included for example adding additional footnotes where appropriate to provide further information to the reader of the financial statements.  This additional information has been included in the draft financial statements attached to this report.

 

Summary of 2016/17 Key Results

 

·        Operating Surplus of $32.6M

·        Net Operating deficit before capital grants and contributions of ($9.4M)

·        Investment Income increase from prior year of $771K as a result of the higher than anticipated investment portfolio balance, and a strong year of floating rate note returns earning well above the current cash rate.

·        New Infrastructure, Property, Plant and Equipment of $53.8M ($34.9M renewal assets; $19M new assets).

 

2016/17 Financial Overview

 

Council’s financial performance for the 2016/17 financial year has improved in comparison to the previous financial year’s result. The draft financial statements show a preliminary net operating surplus of $32.6M (including capital grants and contributions) compares favourably to the 2015/16 result of $4.26M surplus which is mainly due to the $23.5M increase in grants and contributions ($5.9M additional for operating and $17.6M additional in capital). The main contributor to the increase in the capital grants was the $20.3M received for the Bomen Riverina Intermodel Freight Hub Stage 1 Roadworks project.

 

As of 30 June 2017 Council held $35.7M in internal reserves, an increase of $4.6M on the previous year. The increase has been mainly due to the following:

 

·        Grant Commission Reserve – $5M received for the prepayment of the Financial Assistance Grant relating to the 2017/18 financial year

 

·        Fit for the Future Reserve – an additional $2.1M has been transferred to this reserve, bringing the balance up to $3.03M. Council’s Fit for the Future submission notes an annual target of identifying efficiencies of $800K and also additional operating income of $300K for asset renewals. A detailed program of priority works will be established during the 2017/18 financial year.

 


Extract from the draft 2016/17 financial statements:

 

 

 

 

 

 

 

 

 

 

 

A copy of the Draft Financial Statements is attached to this report.

 

Financial Implications

Whilst this report and associated attachments show Council’s financial performance and position for the 2016/17 financial year, the adoption of this report by the Council has no financial implications.


Policy and Legislation

Local Government Act 1993

413 Preparation of Financial Reports

(1) A council must prepare financial reports for each year, and must refer them for audit as soon as practicable (having regard to the requirements of section 416 (1)) after the end of that year.

Note : Under section 416 (1), a council's financial reports for a year must be prepared and audited within 4 months after the end of the year concerned, and under section 428 (2) (a) the audited financial reports must be included in the council's annual report.

(2) A council's financial reports must include:

(a) a general purpose financial report, and

(b) any other matter prescribed by the regulations, and

(c) a statement in the approved form by the council as to its opinion on the general purpose financial report.

(3) The general purpose financial report must be prepared in accordance with this Act and the regulations and the requirements of:

(a) the publications issued by the Australian Accounting Standards Board, as in force for the time being, subject to the regulations, and

(b) such other standards as may be prescribed by the regulations.

 

 

418   Public notice to be given of presentation of financial reports

(1)  As soon as practicable after a council receives a copy of the auditor’s reports:

(a)  it must fix a date for the meeting at which it proposes to present its audited financial reports, together with the auditor’s reports, to the public, and

(b)  it must give public notice of the date so fixed.

(2)  The date fixed for the meeting must be at least 7 days after the date on which the notice is given, but not more than 5 weeks after the auditor’s reports are given to the council.

Note. Unless an extension is granted under section 416, the meeting must be held on or before 5 December after the end of the year to which the reports relate.

(3)  The public notice must include:

(a)  a statement that the business of the meeting will include the presentation of the audited financial reports and the auditor’s reports, and

(b)  a summary, in the approved form, of the financial reports, and

(c)  a statement to the effect that any person may, in accordance with section 420, make submissions (within the time provided by that section and specified in the statement) to the council with respect to the council’s audited financial reports or with respect to the auditor’s reports.

(4)  Copies of the council’s audited financial reports, together with the auditor’s reports, must be kept available at the office of the council for inspection by members of the public on and from the date on which public notice of the holding of the meeting is given and until the day after the meeting (or any postponement of the meeting).

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

Risk Management Issues for Council

The NSW Audit Office will provide Council with a final Management Letter by 30 November 2017, with the Interim Management Letter previously discussed at the 10 August 2017 Audit, Risk & Improvement Meeting. The Interim Management Letter identified six issues with five rating as Moderate and one rated as Low.  Council officers will undertake the actions that will be identified in the Final Management Responses.

Internal / External Consultation

The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

Council’s external auditors, NSW Audit Office have liaised with Council’s Finance division.

 

Attachments  

 

1.

2016/17 Draft General Purpose Financial Statements - Provided under separate cover

 

2.

2016/17 Draft Special Purpose Financial Statements - Provided under separate cover

 

3.

2016/17 Draft Special Schedules - Provided under separate cover

 

4.

2016/17 GPFS Councillor Statement - Provided under separate cover

 

5.

2016/17 SPFS Councillor Statement - Provided under separate cover

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-4

 

RP-4               Wagga Wagga Main City Levee - Federal Grant Acceptance

Author:          Darryl Woods

Director:       Caroline Angel

         

Analysis:

The Federal Government, under the Community Development Grants (CDG) programme have formally offered funding of up to $9M (GST exclusive) for the development of the Main Wagga Wagga City Levee.

 

The agreement was negotiated between Council Staff and the Federal Department of Infrastructure, and is recommended to Councillors for acceptance.

 

 

Recommendation

That Council:

a       accept the Federal Government grant offer of $9M for delivery of the Main Wagga Wagga City Levee

b       authorise the affixing of Council’s Common Seal to all relevant documents as required

 

Report

The Federal Government has delivered on its promise of funding for the upgrade to Wagga Wagga City Levees. Under the Community Development Grants (CDG) program, the Department of Infrastructure and Regional Development have formally offered funding of up to $9M (GST exclusive) for the development of the Main Wagga Wagga City Levee per attached letter.

 

Financial Implications

This $9M contribution towards the Main City Levee Bank project Stage 1 was included in Council’s Long Term Financial Plan as a funding source for the total estimated project construction budget of $23,238,310.  This project budget includes both the upgrading of the Main City Levee (1 in 100 year level of protection) and the North Wagga Levee (1 in 20 year level of protection).

Policy and Legislation

N/A

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We are informed and involved in decision making

Outcome: Everyone in our community feels they have been heard and understood

 

 

Risk Management Issues for Council

Acceptance of funding will allow Council to proceed promptly with the project.

Internal / External Consultation

Consultation has taken place with the various funding bodies and regulatory authorities including the Office of Environment and Heritage and the Commonwealth Department of Infrastructure as well internal consultation with relevant Council staff

 

Attachments  

 

1.

Department of Infrastructure and Regional Development - Funding Letter of Offer

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-4

 



Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-5

 

RP-5               Draft Wagga Wagga Revised Floodplain Risk Management Study and Plan

Author:          Shaula Siregar

Director:       Caroline Angel

         

Analysis:

This report recommends that Council receive the draft Wagga Wagga Floodplain Risk Management Study and Plan. Staff now seek to place the document on public exhibition and undertake community consultation sessions and invite public submissions on the document during the exhibition and consultation period

 

 

Recommendation

That Council:

a       receive the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan

b       place the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan on public exhibition for a minimum of 28 days from 24 October 2017 to 21 November 2017 and invite public submissions on the draft document during the exhibition and consultation period

c        endorse the preparation of a formal submission by staff in response to the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan

d       receive a further report following the public exhibition and consultation period that will consider:

i         in consultation with WMAwater Pty Ltd, any submission made in respect of the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan

ii        proposing adoption of the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan unless there are any recommended amendments deemed to be substantial and requiring a further public exhibition period

 

Report

Council at its Ordinary Meeting on 14 December 2015 resolved the following:

 

That Council:

 

a       accept the offer of WMAwater Pty Ltd to carry out the Wagga Wagga Revised Floodplain Risk Management Study and Plan, including a Vegetation Management Plan at a cost of $150,998 (ex GST) inclusive of an estimate for a Vegetation Management Plan

b       authorise the General Manager or his delegate to enter into a contract with WMAwater Pty Ltd for the provision of the Wagga Wagga Revised Floodplain Risk Management Study and Plan

c        authorise the affixing of Council’s Common Seal to all relevant documents as required

 

 

The primary objective of this study is to provide Council with a revised Floodplain Risk Management Study & Plan (FRMS&P) for the Murrumbidgee River floodplain that considers the recommendations of the Wagga Wagga FRMS&P 2009, identifies current floodplain risk using the most recent modelling and investigates and recommends appropriate risk management strategies.

 

The draft Wagga Wagga revised FRMS&P (as per attached) has been developed by Council’s consultant WMAwater, in conjunction with officers from Wagga Wagga City Council, NSW Office of Environment and Heritage, NSW State Emergency Service, NSW Local Land Service, NSW Department Planning & Environment and community representatives based on the Floodplain Development Manual from NSW Office of Environment and Heritage.

 

The Floodplain Development Manual supports the NSW Government’s Flood Prone Land Policy in providing for the development of sustainable strategies for managing human occupation and use of the floodplain. These are based upon a hierarchy of avoidance, minimisation (using planning controls) and mitigation works. The manual presents general principles and a process for floodplain risk management to enable Councils and their floodplain risk management committees to understand flood behaviour and impacts.

 

The Floodplain Risk Management Process (as illustrated in Figure 1 attached) is directly linked to Council’s strategic planning process as Council needs to examine the merit (including impacts on personal safety and property damage) of different types and extents of development in the various flood prone areas. Formulation of strategic plans provides for proper and full consideration of the complete range of land use and management options and their interaction with flood risk.

 

Council has identified five key outcomes of the FRMS&P being the following:

 

1.   A community informed and engaged in the Floodplain Risk Management Planning process;

2.   A vegetation management plan;

3.   A strategy to manage the cumulative effects of development on the floodplain;

4.   Identification and quantification of flood hazards (hydraulic and hazard categorisation); and

5.   Development of preferred mitigation options to concept design stage.

 

Based on the recommendation in the Floodplain Development Manual, multi-variate decision matrices was developed for specific management options, allowing benefit/cost estimates, community involvement in determining social and other intangible values, and local assessment of environmental impacts.

 

The criteria assigned a value in the assessment matrix are:

 

·    Impact on flood behaviour (reduction in flood level, hazard or hydraulic categorisation) over the range of flood events;

·    Number of properties impacted by measure;

·    Technical feasibility (design considerations, construction constraints, long-term performance);

·    Community acceptance and social impacts;

·    Economic merits (capital and recurring costs versus reduction in flood damages);

·    Environmental and ecological benefits;

·    Impacts on the NSW State Emergency Service; and

·    Risk to life.

 

All the above criteria are given a score between -3 and +3, with the exception of Risk to Life and Impacts on NSW State Emergency Service (SES) which is scored between -6 and +6. Risk to Life is scored higher than the other criteria as reducing Risk to Life is considered to be the most important outcome of the current study. Tangible costs and damages are also used as the basis of benefit/cost analysis for some measures. A score has been allocated and endorsed by the Floodplain Risk Management Advisory Committee (FRMAC), and Community Acceptance scores will be updated following the public exhibition period.

 

A range of floodplain risk mitigation options have been assessed using a multi criteria assessment matrix and the result of the options is as follows:

 

Reference

Option

Total Score

L1

Oura Levee

-8

L2

Gumly Gumly Levee

-18

L3A

1% AEP North Wagga Levee Upgrade

-18

L3B

1% AEP North Wagga Levee Upgrade with Hampden Avenue Embankment

-11

L3C

1% AEP North Wagga Levee Upgrade with Hampden Avene Overland Bridge

-14

L4A

5% AEP North Wagga Levee Upgrade

-15

L4B

5% AEP North Wagga Levee Upgrade with Hampden Avenue Embankment

-8

L4C

5% AEP North Wagga Levee Upgrade Hampden Avenue Overland Bridge

-9

L5

Removal of North Wagga Levee

-17

L6

Opening of North Wagga Levee

-16

A1

Future Option: Increase Conveyance beneath Wiradjuri Bridge

1

CM1

Malebo Gap Excavation

-7

CM2

Gobbagombalin Bridge Excavation

-7

BF1

North Wagga Bypass Floodway

-12

R1

Oura Road Raising

4

R2

Sturt Highway Raised (RMS)

11

VMA, VMB, VMAB

Vegetation Management: Reducing Vegetation Roughness

7

VMC, VMD

Vegetation Management: Increasing Vegetation Roughness

-4

 


The Floodplain Risk Management Advisory Committee (FRMAC) is recommending the following options in the table below to be pursued further:

 

Reference

Option

Total Score

 

L4B

 

 

New Option

Undertake Feasibility Studies of:

·    North Wagga 5% AEP levee with Hampden Avenue upgrade including conveyance improvements

 

·    Voluntary Purchase and Voluntary House Raising Scheme outside of Main City Levee

 

The above options are to be completed together to determine if options are feasible and which option is preferred.

 

-8

VMA, VMB, VMAB

Update the Vegetation Management Plan to reflect new legislative instruments, and draft Standard Operating Practice documents for the vegetation management activities recommended in the completed Vegetation Management Plan.

7

 

 

R2

R1

A1

Investigate long term infrastructure upgrades for the following:

·    Raising Sturt Highway (RMS)

·    Raising Oura Road

·    Improve conveyance beneath Wiradjuri Bridge

 

 

11

4

1

 

Notwithstanding, the FRMAC also recommends flood response modification options (flood warning system, flood emergency management planning and community flood education) and various proposed planning recommendations. These recommendations will lead the review of Council’s Local Environment Plan (LEP) and Development Control Plan (DCP) in the near future to accommodate the impacts of the development on the floodplain within the Wagga Wagga Local Government Area.

Financial Implications

N/A

Policy and Legislation

N/A

Link to Strategic Plan

The Environment

Objective: We create a sustainable environment for future generations

Outcome: We minimise our impact on the environment

 

Risk Management Issues for Council

The current adopted plan does not have the benefit of recent flood modelling data or advances in technology, which provides a more informed plan.

Council, in consultation with WMAwater, shall consider any submission made in respect of the draft Wagga Wagga Revised Floodplain Risk Management Study and Plan as recommended by the Floodplain Development Manual.

Internal / External Consultation

15 June 2017 – Councillor Briefing Session

Attendees:

·    Cr Yvonne Braid

·    Cr Dan Hayes

 

Non attendees:

·    Mayor Greg Conkey

·    Cr Rod Kendall

·    Cr Vanessa Keenan

·    Cr Paul Funnell

·    Cr Dallas Tout

·    Cr Tim Koschel

·    Cr Kerry Pascoe

 

19 June 2017 – Additional Councillor Briefing Session

Attendees:

·    Cr Yvonne Braid

·    Cr Dallas Tout

·    Cr Tim Koschel

 

Non attendees:

·    Mayor Greg Conkey

·    Cr Rod Kendall

·    Cr Vanessa Keenan

·    Cr Paul Funnel

·    Cr Dan Hayes

·    Cr Kerry Pascoe

 

20 June 2017 – Floodplain Risk Management Advisory Committee (FRMAC) Workshop

 

Invitations were issued to the following:

·    FRMAC voting members

·    Uranquinty Community representatives

·    Ladysmith Community representatives

·    Tarcutta Community representatives

·    Currawarna Community representatives

·    Oura Community representatives

·    Gumly Gumly Community representatives

·    Floodplain Residents Protection Association

 

 

 

 

 

 

6 October 2017 – General Manager Briefing (as per attached)

 

Attendees:

·    James Bolton

·    Caroline Angel

·    Scott Gray

·    Adrian Butler

·    Erin Askew – WMAwater

 

Non attendees:

·    Shaula Siregar

·    Darryl Woods

 

Consultation is to be undertaken by WMAwater and Council staff during the public exhibition period as per the attached Communication Consultation plan.

 

Attachments  

 

1.

Draft Wagga Wagga Revised Floodplain Risk Management Study and Plan - Provided under separate cover

NOTE: Due to file size of attachment this will only be available in hard copy

 

2.

Figure 1 - Floodplain Risk Management Process

 

3.

Floodplain Risk Management Study and Plan - October General Manager Briefing - Provided under separate cover

 

4.

Floodplain Risk Management Study and Plan - Public Exhibition Period Community Consultation Plan

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                                          RP-5

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                            RP-5

 




Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-5

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-6

 

RP-6               Red Hill Road - Local Articulated Vehicles

Author:          Bill Harvey

Director:       Caroline Angel

         

Analysis:

This report is provided in response to the Notice of Motion presented by Councillor Funnell at the Ordinary Council Meeting on 28 August 2017.

 

 

Recommendation

That Council:

a       receive and note this report

b       continue utilising option 1 as outlined in the body of this report noting the effectiveness of the permit system

 

Report

Shortly after its connection with the Olympic Highway approximately 10 years ago, a length restriction was placed on the western end of Red Hill Road with the aim of preventing the route from being used as a de facto heavy vehicle bypass route.

 

The aim of the length restriction was to eliminate the use of the route by articulated vehicles. The route has always been open to rigid vehicles, including buses.

 

Council and RMS have consistently held the view that the Red Hill Rd/Kooringal Road corridor does not need to be a B-double route, except in the rare situation where it is required to act as a detour for incident management purposes.

 

The reasoning behind this stance has been based on the following:

 

-    The RTA/RMS is firmly of the opinion that Red Hill Road did not need to be a B-double route as it does not specifically serve any truck generating industry

-    The corridor contains frontage developments such as a Primary School, a Pre-School, a Nursing Home, a Secondary School and a major Sporting Facility, which all generate significant pedestrian, bicycle and vehicular traffic.

-    The corridor contains two 40k/hr Speed Zones.

-    The corridor contains six roundabouts, two of which are small and not appropriate for use by 19 metre long articulated vehicles on anything more than an ad-hoc basis.

-    That increased usage of the corridor by heavy vehicles will reduce the amenity of the area through increased noise generation as vehicles approach and depart the roundabouts and at the crest of Willans Hill where drivers are braking (exhaust brake systems) and accelerating.

-    The existing pavement profile for Kooringal Road is not sufficient to support a B-double route.

-    Glenfield Road/Pearson Street corridor is a designated B-double route, along with The Sturt and Olympic Highways, and Holbrook Road (with conditions applicable).

 

The question has been raised once again to investigate opening up Red Hill Road to a higher class of vehicle and possibly restricting it to local traffic only.

 

It is very difficult to exclude a class of vehicle from a particular road while permitting other vehicles to use the road based upon any aspects other than vehicle configuration or destination / origin. There is no direct New South Wales legislation for that purpose other than the provisions imposed by the Road Rules, 2014 Rule 104.  Under that rule, a limit may be placed upon a road that relates to the vehicle’s gross vehicle mass or the vehicle’s length. Rule 104 prohibits a road from being used by a particular class of vehicle unless the vehicle’s destination or point of origin lays within the sign posted area and there is no other route by which the destination could be reached. This is the common use of Rule 104, whereby regulating travel by heavy vehicles on roads where situations suggest that heavy vehicles are generally undesirable.

 

This Rule has been used to define the existing allowable usage of Red Hill Road west of Glenfield Road for heavy vehicles.

 

With regard to restricting usage of a road for local vehicles specifically, the only device that is currently used in New South Wales that has any similarity to this situation is the G9-40-1 ‘LOCAL TRAFFIC ONLY’ sign. The intended use of that sign is detailed in Australian Standard 1742.13 clause 4.4.2 in the following terms. ‘The LOCAL TRAFFIC ONLY sign may be used at entry points to a local area where it may not be obvious that the street should only be used by traffic with destinations within that local area’. 

 

Red Hill Road is a collector road within Wagga’s road hierarchy, connecting suburbs within the City on an east – west axis. Since it does not enter, or serve, a specific defined ‘area’, as referred to by the Standard, the use of the G9-40-1 sign, or any permutation, is not appropriate under any circumstances.

 

Given these legislative restrictions and the practical limitations detailed above, the Traffic Committee made a recommendation at its meeting of 15 September 2016 (refer attachment) which was subsequently adopted by Council at the October Council meeting.  This was to maintain the 15m length restriction to heavy vehicles for Red Hill Road west of Glenfield Road, but with the opportunity for vehicle owners to apply for a permit to allow a longer vehicle (up to 19m) access provided the vehicle is registered within the Wagga Wagga Local government area.

 

As of September 2017 there have been 21 permits issued for vehicles that are longer than 15m (but less than 19m) operated by five different owners. The processing of these permits has not been an onerous task on staff.

 

Given the discussion above, and the need to ensure that this section of Red Hill Road does not become a de-facto heavy vehicle route, there are only two options to consider. 

 

Option 1

Maintain the 15m length limit with a permit system to allow access for vehicles up to 19m as recommended by the Traffic Committee.  This is the only option available to Council that will provide lawful access to one specific group of vehicles while denying general access to identical vehicles except for the location at which those vehicles are registered.  The permit system does allow some flexibility in managing heavy vehicles along this section of Red Hill Road. 

Option 2

Consider not having a permit system at all and restrict access to all vehicles greater than 15m in length.

 

Financial Implications

N/A

Policy and Legislation

N/A

 

Link to Strategic Plan

Safe and Healthy Community

Objective: We are safe

Outcome: We promote safety and safe behaviours

 

Risk Management Issues for Council

There are no immediate safety risks that are associated with this matter. There is a risk of accelerated wear on the seal and damage to pavement of the western end of Red Hill Road that would be expected to be caused by increased use of that road by heavy vehicles.

Internal / External Consultation

Consultation was undertaken with Police and with Roads and Maritime Services.

 

Attachments  

 

1.

Traffic Committee Report - Red Hill Road - Access for Articulated Vehicle - 15 September 2016

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-6

 





Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-7

 

RP-7               DISCLOSURE OF PECUNIARY INTEREST RETURNS - COUNCILLORS AND DESIGNATED STAFF 2017

Author:                        Ingrid Hensley

General Manager:    James Bolton

         

Analysis:

Section 449 of the Local Government Act 1993 requires all Councillors and Designated Staff to complete an annual Disclosure if Pecuniary Interest Return.

 

 

Recommendation

That the Register of Pecuniary Interest Returns, containing current returns for the period 1 July 2016 to 30 June 2017 be tabled in accordance with Section 449 of the Local Government Act.

 

Report

Each year, Councillors and Designated Staff are required under Section 449 of the Local Government Act 1993 (the Act) to complete an annual Disclosure of Pecuniary Interest Return.

 

A Pecuniary Interest is described in Section 442 of the Act as “an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person”.

 

Section 449 of the Act states, that:

 

(1)     A councillor or designated person must complete and lodge with the general manager, within three (3) months after becoming a councillor or designated person, a return in the form prescribed by the regulations.

 

(1A)  A person must not lodge a return that the person knows or ought reasonably to know is false or misleading in a material particular.

 

(2)     A person need not lodge a return within the 3-month period after becoming a councillor or designated person if the person lodged a return in that year or the previous year or if the person ceases to be a councillor or designated person within the 3-month period.

 

(3)     A councillor or designated person holding that position at 30 June in any year must complete and lodge with the general manager within three (3) months after that date a return in the form prescribed by the regulations.

 

(4)     A person need not lodge a return within the 3-month period after 30 June in a year if the person lodged a return under subsection (1) within 3 months of 30 June in that year.

 


Council reviewed its list of Designated Persons and, as a result, expanded the number of persons who are required to complete and lodge a Return under Section 449, as above.

 

Section 450A of the Act states, inter alia, that:

 

“Returns required to be lodged with the General Manager under Section 449 must be tabled at a Council Meeting being the first held after the last day for lodgement under that section”.

 

Lodgement of Declarations of Pecuniary Interest Returns was required by 30 September 2017. Returns were received from eight of nine Councillors and all Designated Persons except for one within the prescribed period and as required under the Act. A return from one Councillor was received on 6 October 2017 and the other from a designated person on 3 October 2017.

 

Accordingly, Council’s register of Pecuniary Interest Returns 2017 is submitted to this meeting of Council in accordance with the Act.

 

Section 450A(1) of the Act requires the general manager to keep a register of returns required to be lodged with the general manager under section 449. The Register of Pecuniary Interest Returns is available for inspection at Council’s Civic Centre offices during ordinary business hours.

 

Financial Implications

N/A

Policy and Legislation

Section 449 of the Local Government Act 1993

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

Risk Management Issues for Council

No specific issues identified.

Internal / External Consultation

A member of Council’s legal panel conducted an information and training session for Councillors in relation to Conflicts of Interest on 3 August 2017, covering the pecuniary interest provisions of the Act as amended by the Local Government (Governance and Planning) Amendment Act 2016. A similar information session was also held for staff on 4 August 2017, particularly to provide practical assistance for Designated Persons in completing their returns.

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-8

 

RP-8               CHANGE OF LICENCE ENTITY - WAGGA WAGGA CITY COUNCIL LICENCE RENEWAL TO LIVEBETTER SERVICES LIMITED (FORMERLY WAGGA WAGGA COMMUNITY RESOURCE CENTRE)

Author:          David Butterfield

Director:       Natalie Te Pohe

         

Analysis:

This report confirms a licensee entity name change for the purpose of enabling execution by the General Manager or their delegate.

 

 

Recommendation

That Council:

a       note in relation to an upcoming licence renewal the name of the licensee entity has changed from Wagga Wagga Community Resource Centre (ABN 58 151 969 547) to LiveBetter Services Limited (ABN 13 160 259 512)

b       delegate authority to the General Manger or their delegate to execute any necessary documents on behalf of Council

 

Report

Council resolved on 27 February 2017 (resolution 17/039):

 

That Council:

a       agree to delegate authority to the General Manager or their delegate to negotiate renewal of the community, cultural or sporting association lease and licence agreements detailed in the body of this report

b       delegate authority to the General Manager or his delegate to execute the agreements on behalf of the Council

 

The report to Council dated 27 February 2017 listed a licence agreement renewal to the Wagga Wagga Community Resource Centre as detailed below.

 

Wagga Community Resource Centre

1 October 2017

1 Fitzmaurice Street, Wagga (part Lot 4 DP 1035833)

Operation Land and building for provision of a community service providing home and community care.

 

The tenant has confirmed their intention to renew their licence agreement for a five year period commencing 1 October 2017 under the new trading entity of LiveBetter Services Limited. The name change has resulted from a re-structuring of the organisation. The range of services and assistance offered to the community by the tenant is essentially unchanged.

Financial Implications

There are no financial implications with proceeding with the recommendations of this report. Council receives annual income of $489 from this community group, under the community leases and licence agreement.

Policy and Legislation

Council’s POL 038 Leasing and Licensing states that where the Lessee/Licensee of community or Crown land is a non-profit organisation or community group the minimum base rental is $350.00 plus GST per annum. This is then subject to rental reviews every year by way of CPI increases commencing on the anniversary.

 

Local Government Act 1993

 

55   What are the requirements for tendering?

(1)  A council must invite tenders before entering into any of the following contracts:

(g)  a contract for the disposal of property of the council,

(2)  Tenders are to be invited, and invitations to tender are to be made, by public notice and in accordance with any provisions prescribed by the regulations.

(2A)  Nothing in this section prevents a council from tendering for any work, service or facility for which it has invited tenders.

(3)  This section does not apply to the following contracts:

(e)  a contract for the leasing or licensing of land by the council, other than the leasing or licensing of community land for a term exceeding 5 years to a body that is not a non-profit organisation (see section 46A)

 

Link to Strategic Plan

Safe and Healthy Community

Objective: We have access to health and support services that cater for all our needs

Outcome: Our health and support services meet the needs of our community

 

Risk Management Issues for Council

No specific issues identified.

Internal / External Consultation

The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

The Council’s Property team have had communications with officers from LiveBetter Services Limited.

 

Attachments  

 

1.

Location map - LiveBetter Services Limited

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-8

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                       RP-9

 

RP-9               POL 001 Asset Management Policy

Author:          Tristan Kell

Director:       Natalie Te Pohe

         

Analysis:

Amendments to POL 001 Asset Management Policy are presented to Council for adoption following placement on public exhibition.

 

 

Recommendation

That Council:

a       notes there were no submissions received during the exhibition period for POL 001 Asset Management Policy

b       adopts POL 001 Asset Management Policy

 

Report

Council, at its meeting of 28 August 2017, resolved:

 

That Council:

a       endorse the draft POL 001 Asset Management Policy, that is to be placed on public exhibition for a period of 28 days from 29 August 2017 to 26 September 2017 and invites public submissions on the draft Policy

b       receive a further report following the public exhibition and submission period:

i.   addressing any submissions made in respect of the proposed POL 001 Asset Management Policy

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

 

This Policy was placed on public exhibition for a period of 28 days. This exhibition period concluded on 26 September 2017 and the submission period concluded on 10 October 2017, with no submissions received. Accordingly, it is recommended to Council that this Policy be adopted as exhibited.

 

The purpose of the Policy is to ensure adequate provision is made to ensure the community’s assets deliver an agreed level of service to the best of the organisation’s ability. This Policy has been reviewed in line with subject matter experts across the organisation.


Financial Implications

The Council has a significant number of assets that it manages on behalf of the community.

 

As at 30 June 2016, the Council’s Balance Sheet reflected the following amount by asset class:

 

Asset Class

$’000

Roads, Bridges, Footpaths

518,287

Sewer

251,830

Stormwater

203,355

Land

176,867

Other

81,715

Buildings

79,967

Recreational assets

17,840

Plant and Equipment

14,088

TOTAL

1,343,949

 

Council’s Long Term Financial Plan includes provision for the maintenance of Council’s assets at the current maintenance program level. Anything above the current maintenance program levels is unfunded, and would need to be approved by Council.

Policy and Legislation

POL 001 Asset Management Policy

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We are informed and involved in decision making

Outcome: Everyone in our community feels they have been heard and understood

 

Risk Management Issues for Council

This Policy is an existing control that is in place to assist in reducing the risk of the lack of confidence in data and lack of implementation and integration of the Asset Management Plan with the suite of Integrated Planning and Reporting documents. This could lead to assets not being adequately maintained and renewed, and not reaching maximum useful life resulting in cost implications to the community.

Internal / External Consultation

The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

Council officers have consulted with relevant Officers, Managers, the Corporate Review Committee, and the Executive Team in the review of this Policy.

 

 

Attachments  

 

1.

Revised Policy POL 001 - Asset Management Policy

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                              RP-9

 















Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                     RP-10

 

RP-10            Draft POL 053 Corporate Purchase Card Policy

Director:       Natalie Te Pohe

         

Analysis:

The newly drafted Corporate Purchase Card Policy is presented to Council for endorsement to be placed on public exhibition.

 

 

Recommendation

That Council:

a       endorse the draft POL 053 Corporate Purchase Card Policy, that is to be placed on public exhibition for a period of 28 days from 28 October 2017 to 27 November 2017 and invites public submissions on the draft Policy

b       note that the Audit, Risk and Improvement Committee considered the draft POL 053 Corporate Purchase Card Policy at its meeting on 10 August 2017 and has recommended that Council endorse the draft Policy and place it on public exhibition seeking public submissions

c        receive a further report following the public exhibition and submission period:

i         addressing any submissions made in respect of the proposed POL 053 Corporate Purchase Card Policy

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

 

Report

During the development of the Procurement Improvement Program, it was identified that Council did not currently have a Corporate Purchase Card Policy and that one should be developed.

 

A Confidential Internal Audit Report on Corporate Credit Cards was subsequently received by the Audit and Risk Committee, which included a review of the existing policies, procedures and interactions pertaining to the use of corporate credit cards. 

 

In response to this internal audit report, a Credit Card Policy and User Agreement have been drafted which addresses a number of the actions from the audit report. 

 

It is proposed to place this draft policy on exhibition and receive a further report following the exhibition period which addresses any submissions.

 

Financial Implications

While the development of this Policy has no direct financial implications, it is worth noting that the Council had a total of $656,196.54 expended on credit cards during the 2016/17 financial year. This is a reduction of $402,334.03 from 2015/16 where a total of $1,058,530.57 was expended.

 

It should also be noted that a review of Council’s Corporate Purchase Cardholders was conducted in October 2016, resulting in a reduction of 71 cardholders down from 125 to the current 54 cardholders.

Policy and Legislation

Local Government (General) Regulation 2005

 

209   Particular responsibilities of the general manager

 

The general manager of a council must ensure that:

(a)     the provisions of the Act, this Regulation and any other written law relating to councils’ financial obligations or the keeping of accounts by councils are complied with, and

(b)     effective measures are taken to secure the effective, efficient and economical management of financial operations within each division of the council’s administration, and

(c)     authorising and recording procedures are established to provide effective control over the council’s assets, liabilities, revenue and expenditure and secure the accuracy of the accounting records, including a proper division of accounting responsibilities among the council’s staff, and

(d)     lines of authority and the responsibilities of members of the council’s staff for related tasks are clearly defined.

 

The draft Policy takes into account the following Council Policies and documents:

·        Code of Conduct

·        POL 025 Payment of Expenses and Provision of Facilities to Councillors

·        POL 042 Condolences and Memorials for Staff and Councillors Policy

·        POL 060 Delegations Policy

·        POL100 Fraud and Corruption Policy

·        POL 110 Procurement and Disposal Policy

·        Procurement Manual

·        FIN.DIR.001 Operating Standard on Expenditure for Conferences, Travel, Accommodation and Hospitality Relating to Official Council Business (currently in draft)

 

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

Risk Management Issues for Council

The development of this Policy provides an additional control around the following potential risks to Council:

·        Corruption leading to loss of reputational and / or financial loss to Council

·        Appropriate procurement processes not undertaken leading to value for money issues and / or questions or probity

·        Failure to demonstrate to the community that its funds are being expended in an efficient and effective manner

Internal / External Consultation

The Council’s Community Engagement Strategy and IAP2 considers the community to be “any individual or group of individuals, organisation or political entity with an interest in the outcome of a decision….”

 

Council officers have consulted with relevant Officers, Managers, the Corporate Review Committee, and the Executive Team in the review of this Policy.

 

Council’s Audit, Risk and Improvement Committee reviewed the draft Policy and at the 10 August 2017 meeting and provided feedback. Once incorporated, the Committee recommended for Council to formally adopt the Policy following the public exhibition and consideration of submissions.

 

Attachments  

 

1.

Draft POL 053 Corporate Purchase Card Policy

 

 

 

 


Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                                            RP-10

 















Report submitted to the Ordinary Meeting of Council on Monday 23 October 2017.                                                     RP-11

 

RP-11                 POL 101 Legislative Compliance Policy

Author:                        Ingrid Hensley

General Manager:    James Bolton

         

Analysis:

Amendments to POL 101 Legislative Compliance 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 101 Legislative Compliance Policy

b       adopts POL 101 Legislative Compliance Policy

 

Key Reasons

Council, at its meeting of 28 August 2017, resolved:

 

That Council:

a       endorse the draft POL 101 Legislative Compliance Policy, that is to be placed on public exhibition for a period of 28 days from 29 August 2017 to 26 September 2017 and invites public submissions until 10 October 2017 on the draft Policy

b       receive a further report following the exhibition and submission period:

i        addressing any submissions made in respect of the proposed POL 101 Legislative Compliance 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 26 September 2017 and the submission period concluded 10 October 2017 with no submissions received. Accordingly, it is recommended to Council that this Policy be adopted as exhibited.

 

Financial Implications

N/A

Policy and Legislation

POL 101 Legislative Compliance Policy

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Risk Management Issues for Council

No specific issues identified.

Internal / External Consultation

N/A

 

Attachments  

 

1.