Agenda of Ordinary Meeting of Council

Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018. RP-2

RP-2 COUNCIL MEETING STRUCTURE

General Manager: Peter Thompson

Analysis:

The purpose of this report is to propose a change to the existing Council Meeting Structure, which has experienced issues since its inception. Council needs to be responsive to the needs of our stakeholders and be able to deal with business on relatively short timeframes. The current processes, at a bureaucratic level, inhibits the ability of Council to deal with business in a timely manner which would otherwise be achievable.

Recommendation

That Council:

a endorse holding two Ordinary Council Meetings per month for the period May 2018 to December 2018

b endorse the attached Draft Code of Meeting Practice and place it on public exhibition for a period of 42 days from 27 February 2018 until 10 April 2018 and invite public submissions

c adopt the Draft Code of Meeting Practice if no submissions are received during the public exhibition period

d receive a further report following the public exhibition period if submissions are received:

i addressing any submissions made in respect of the proposed code

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

Report

The current procedure for Council to consider business provides for an Ordinary Meeting on one occasion per month. The timing of this meeting is 6:00pm on the fourth Monday of each month, with public access forums occurring the Monday prior to the meeting.

From a practical perspective, the Council business for consideration at the Ordinary Meeting is drafted for the General Manager’s review weeks before the meeting with the final business papers being released to Councillors 10 days prior to the meeting.

The city of Wagga Wagga is the largest regional city in NSW and not surprisingly, the business of the Council is important for the progression of private developments, strategic plans, events, contracts and major projects. The Council needs to be responsive to the needs of our stakeholders and be able to deal with business on relatively short timeframes. The current processes, at a bureaucratic level, inhibits the ability of Council to deal with business in a timely manner which would otherwise be achievable.

To improve the responsiveness and efficiency of Council in dealing with Council business, it is proposed that Council change the existing meeting process to provide for two Ordinary Council Meetings per month. It is recommended that two meetings per month be trialled for the period May 2018 to December 2018 for the purpose of confirming the benefits of more frequent meetings and also to confirm that there are no disadvantages which outweigh the benefits which are gained.

Some of the proposed procedural aspects of the change are discussed later in the report. Before turning to these considerations, it is important to first identify the anticipated advantages of moving to more frequent meetings.

Clearly, if Council considers business on two occasions each month, matters which are straightforward will come before Council quickly. Conversely, a report which is not ready can be withheld with only 14 days delay rather than a delay of another month.

When items are under consideration, Councillors may choose to defer the item to obtain further information with the expectation that they again consider the matter within 14 days, rather than introduce a further month’s delay. Feedback has been received from a number of Councillors suggesting that planning matters be automatically deferred to the next Council Meeting if a member of the public speaks against an item (only when it is first presented). Staff will proceed on this basis during the trial period, but will not prescribe this in Code of Meeting Practice so Council still have some flexibility.

Increasing the frequency of Council meetings will not increase the business which needs to be considered. As a result, with twice the meetings to deal with the same volume of business, meetings should be shorter and the material which must be reviewed as part of each business paper will be reduced for each meeting.

The procedures to facilitate community contributions to items on the agenda at each Ordinary Meeting will remain unchanged and it follows that there will be greater time allocated for community consultation as two meetings each month means twice the time for community contributions.

It is not proposed to continue the arrangement which has been trialled for community consultation and review of planning matters on the Monday before the Council meeting. The planning considerations and community contribution will take place as part of each Ordinary meeting. Requests to address Councillors on matters which are not part of a meeting agenda will be dealt with on a case by case basis – with the opportunity to make time available informally prior to the commencement of a Council meeting. It is also proposed that we arrange some informal opportunities to speak directly to Councillors at public venues in the city – probably on a Saturday morning or something similar.

There are some disadvantages with the approach. At present, the function of chairing the public forums is shared between Councillors. Under the proposed arrangement the normal rules of meeting practice will apply and the mayor would chair all meetings.

The cost of live streaming the Council meetings will be doubled. Although it is expected that the meetings will be shorter, this is not likely to produce a comparative saving in the cost of live streaming the meetings as much of this cost relates to equipment, set up and post meeting activities.

At present Council has two weekends to review the business paper. Under the proposed arrangement this would be reduced to one weekend with the paper being issued on a Wednesday for a meeting the following Monday night. In some respects this also presents a benefit as the information in the business paper will be current up to three business days before the meeting rather than the current situation where the paper is finalised nearly two weeks before the day of the meeting. Staff will work with Councillors to minimise this concern where possible by providing information early through workshops, emails and the Councillor bulletin. If Councillors don’t feel they have had adequate to time to consider a matter then they have the opportunity to defer it to the next meeting.

It is proposed that meetings be held on the second and fourth Monday of each month (unless something influences scheduling), commencing at 6:00pm with public addresses to occur at the start of each meeting.

Meeting Dates

If Council resolve to meet twice monthly, the following dates are proposed until the end of this calendar year:

14 May 2018

28 May 2018

11 June 2018 (Meeting on Tuesday due to Queen’s Birthday holiday)

25 June 2018

9 July 2018

23 July 2018

13 August 2018

27 August 2018

10 September 2018

24 September 2018

8 October 2018

29 October 2018 (Meeting on the fifth week to cater for the financial statements)

12 November 2018

26 November 2018

10 December 2018

Other Options

Retain Existing Structure

Retain the existing monthly meeting structure with public access the Monday before each meeting and public address at the Council Meeting.

Monthly Ordinary Council Meeting and Policy and Strategy Meeting

This option would revert back to what Council had in place during the last term of Council. A Policy and Strategy Meeting would be held on the second Monday of each month with an Ordinary Council Meeting to be held on the fourth Monday. This structure would also allow for a Supplementary Meeting to take place at the conclusion of the Policy and Strategy Meeting should business need to be resolved. Public Address would occur at the Policy and Strategy Meeting.

Three Weekly Meetings

Council could hold an Ordinary Council meeting every three weeks. Feedback received in the past from Councillors indicated this would not be ideal and would be hard for members of the public to know when meetings are on.

Financial Implications

The major cost implication for Council in running two meetings per month is the livestreaming of meetings, with each meeting costing approximately $1,000 to livestream. Below is a summary of the approximate additional costs to align with the decision in December 2017 to continue with livestreaming until the end of the 2018/19 Financial Year:

2017/18 - $2,000

2018/19 - $5,000

There is a slight implication for staff required to attend and support these meetings, but they are often the same staff already attending the Public Access sessions and Councillor workshops.

Policy and Legislation

Wagga Wagga City Council Code of Meeting Practice

Local Government Act 1993

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Risk Management Issues for Council

· Councillors may not have an appropriate amount of time to read and deliberate on complex matters.

· Councillors will have less opportunity to chair meetings and meet in an informal environment such as a Policy and Strategy meeting.

· Additional costs to livestream meetings

Internal / External Consultation

Consultation with Councillors

A number of workshops and discussions have taken place with the elected body since the inception of the current meeting structure. The feedback received by Councillors has varied and staff believe the proposed meeting structure is the most suitable solution to the current issues.

Community Consultation

Council is required under the Local Government Act 1993 to publicly exhibit the draft Code of Meeting Practice for a period of at least 28 days. The public notice must also specify a period of not less than 42 days after the date on which the draft code is placed on public exhibition during which submissions may be made to the council. The public exhibition period proposed in the recommendation is 42 days.

During the public exhibition period staff will conduct the activities outlined in “Consult” tier outlined in the engagement matrix below.

Mail

Media

Community Engagement

Digital

Rates notices insert

Direct mail

Letterbox drop

Council news

Media releases

Print advertising

TV/radio advertising

One-on-one meetings

Your Say website

Community meetings

Stakeholder workshops

Drop-in sessions

Surveys and feedback forms

Social media

Email newsletters

Website

Digital advertising

TIER

Consult

Attachments

Draft Code of Meeting Practice - January 2018 - Provided under separate cover

Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018. RP-3

RP-3 Financial Performance Report as at 31 January 2018

Author: Carolyn Rodney

Director: Natalie Te Pohe

Analysis:

This report is for Council to consider and approve the proposed 2017/18 budget variations required to manage the 2017/18 budget and Long Term Financial Plan, and details Council’s external investments and performance as at 31 January 2018.

Recommendation

That Council:

a approve the proposed 2017/18 budget variations for the month ended 31 January 2018 and note the surplus budget position as presented in this report

b note the Responsible Accounting Officer’s reports, in accordance with the Local Government (General) Regulation 2005 (Part 9 Division 3: Clause 203) that the financial position of Council is satisfactory having regard to the original estimates of income and expenditure and the recommendations made above

c provide financial assistance of the following amounts in accordance with Section 356 of the Local Government Act 1993:

i) Wagga Wagga & Region Suicide Prevention Network Inc. $ 85.00

ii) Safer Drivers Course NRMA $1,620.00

iii) Riverina Medical & Surgical Symposium Committee $ 900.00

d note details of the external investments as at 31 January 2018 in accordance with section 625 of the Local Government Act

Report

Wagga Wagga City Council (Council) forecasts a surplus budget position as at 31 January 2018. Proposed funded budget variations are detailed in this report for Council’s consideration and adoption.

Council has experienced a positive monthly investment performance for the month of January, that is mainly attributable to the higher than anticipated portfolio balance.

Key Performance Indicators

OPERATING INCOME

Total operating income is 59% of approved budget, which is tracking to budget for the end of January (this percentage excludes capital grants and contributions). An adjustment has been made to reflect the levy of rates that occurred at the start of the financial year. Excluding this adjustment, operating income received is 83%.

OPERATING EXPENSES

Total operating expenditure is 56% of approved budget and is tracking to budget for the full financial year.

CAPITAL INCOME

Total capital income is 19% of approved budget. It is important to note that the actual income from capital is influenced by the timing of the receipt of capital grants and contributions relating to projects.

CAPITAL EXPENDITURE

Total capital expenditure including commitments is 36% of approved budget.

WAGGA WAGGA CITY COUNCIL STATEMENT OF FINANCIAL PERFORMANCE 1 JULY 2017 TO 31 JANUARY 2018
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)	(37,459,492)	0	(37,459,492)	59%
User Charges & Fees	(25,947,798)	(14,531)	(25,962,329)	(14,287,583)	0	(14,287,583)	55%
Interest & Investment Revenue	(3,154,163)	0	(3,154,163)	(2,367,471)	0	(2,367,471)	75%
Other Revenues	(2,984,954)	(58,151)	(3,043,105)	(1,423,901)	0	(1,423,901)	47%
Operating Grants & Contributions	(13,910,429)	3,663,937	(10,246,492)	(6,185,188)	0	(6,185,188)	60%
Capital Grants & Contributions	(13,704,984)	(22,923,813)	(36,628,797)	(6,233,364)	0	(6,233,364)	17%
Total Revenue	(122,792,330)	(19,332,557)	(142,124,888)	(67,956,999)	0	(67,956,999)	48%

Expenses
Employee Benefits & On-Costs	42,458,491	175,003	42,633,494	22,635,869	23,502	22,659,371	53%
Borrowing Costs	3,591,092	0	3,591,092	1,760,982	0	1,760,982	49%
Materials & Contracts	29,833,841	3,446,996	33,280,838	16,383,927	2,585,854	18,969,781	57%
Depreciation & Amortisation	34,477,729	0	34,477,729	20,112,008	0	20,112,008	58%
Other Expenses	9,453,285	160,986	9,614,271	6,108,782	67,726	6,176,508	64%
Total Expenses	119,814,437	3,782,985	123,597,423	67,001,568	2,677,082	69,678,650	56%

Net Operating (Profit)/Loss	(2,977,893)	(15,549,572)	(18,527,465)	(955,431)	2,677,082	1,721,651

Net Operating (Profit)/Loss before Capital Grants & Contributions	10,727,091	7,374,241	18,101,332	5,277,933	2,677,082	7,955,015

Capital / Reserve Movements
Capital Exp - Renewals	25,035,121	27,517,019	52,552,140	8,603,307	15,972,532	24,575,840	47%
Capital Exp - New Projects	16,898,302	16,672,308	33,570,610	10,679,285	1,733,354	12,412,639	37%
Capital Exp - Project Concepts	11,400,337	7,266,800	18,667,137	61,704	57,521	119,225	1%
Loan Repayments	2,474,343	0	2,474,343	1,443,367	0	1,443,367	58%
New Loan Borrowings	(7,215,980)	(3,903,710)	(11,119,690)	0	0	0	0%
Sale of Assets	(4,678,401)	(1,371,761)	(6,050,162)	(451,946)	0	(451,946)	7%
Net Movements Reserves	(6,458,101)	(30,637,899)	(37,096,000)	0	0	0	0%
Total Cap/Res Movements	37,455,621	15,542,756	52,998,378	20,335,717	17,763,407	38,099,124	72%

	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
Net Result after Depreciation	34,477,728	(6,815)	34,470,913	19,380,286	20,440,489	39,820,775

Add back Depreciation Expense	34,477,729	0	34,477,729	20,112,008	0	20,112,008	58%

Cash Budget (Surplus)/Deficit	0	(6,815)	(6,816)	(731,722)	20,440,489	19,708,767

Revised Budget Result - Surplus/(Deficit)

$’000s

Original 2017/18 Budget Result as adopted by Council

Total Budget Variations approved to date

Budget variations for January 2018

$7K

Proposed revised budget result for 31 January 2018

$7K

The proposed Budget Variations to 31 January 2018 are listed below:

Budget Variation

Amount

Funding Source

Net Impact

Fav/ (Unfav)

2 – Safe and Healthy Community

Caravan Park Investigations

$100K

Solid Waste Reserve ($100K)

Nil

It is proposed to undertake detailed site analysis and preliminary investigations into the best location for a new caravan park development within the Wagga Wagga urban area. The current caravan park lease expires in October 2019. Due to one of the anticipated sites being previously used as a waste facility, it is proposed to fund this variation from the Solid Waste Reserve.

5 – The Environment

Water Ride Software Upgrade

$22K

Stormwater Drainage Reserve ($22K)

Nil

Funds are required to upgrade the current Water Ride system software, which is being used for predictive flood modelling across the local government area. The configuration of the system requires updating and it is proposed to fund this variation from the Stormwater Drainage Reserve.

August 2016 Road Flood Damage Repairs

$2,620K

RMS Flood Repair Grant ($2,591K)

Emergency Events Reserve ($29K)

Nil

Council has received a final approved schedule of works of $3,157K from Roads & Maritime Services (RMS) for the August 2016 Roads Flood Damage Claim. The approved amounts include allocations for Regional Roads of $1,480K and Local Roads of $1,677K. As part of this claim, under the Natural Disaster eligibility criteria, Council is required to contribute $29K and it is proposed to fund this from the Emergency Events Reserve. The claim is made up of the following components:

Local Roads Emergency Works (2016/17)	$208K
Local Roads Restoration Works (2016/17)	$329K
Lockhart Road	$754K
Mundowy Lane	$533K
Old Narrandera Road	$335K
Central Island Road	$210K
Coolamon Road	$194K
Arajoel Road	$88K
River Road	$32K
Main Street Bridge	$50K
Other	$424K
Total	$3,157K

Emergency and Restoration works totalling $537K were conducted and claimed in 2016/17. The remaining funding of $2,620K will be allocated to the 2017/18 financial year.

Byrnes Road Rehab Program

$868K

Fixing Country Roads Grant ($868K)

Nil

Council has been successful in obtaining funding under the Fixing Country Roads program from the NSW Government. This funding is to be utilised for rehabilitation works on a 2.1km section of Byrnes Road that was originally included in this year’s Pavement Rehabilitation budget. Council is required to contribute $289K as part of this application and it is proposed to utilise existing Roads to Recovery Pavement Rehabilitation funding for this portion. This allows $607K Roads to Recovery funding to be reallocated to complete the table drains on this Byrnes Road section, works on Arajoel Road and Urana Street.

SURPLUS/(DEFICIT)

Nil

Current Restrictions

WAGGA WAGGA CITY COUNCIL RESERVES SUMMARY
31 JANUARY 2018
	CLOSING BALANCE 2016/17	ADOPTED RESERVE TRANSFERS 2017/18	BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 29.01.18	PROPOSED CHANGES for Council Resolution	REVISED BALANCE

Externally Restricted
Developer Contributions	(21,947,807)	3,374,249	4,733,577		(13,839,982)
Sewer Fund	(24,045,646)	1,229,992	4,609,319		(18,206,335)
Solid Waste	(15,824,723)	4,878,008	1,361,377	100,000	(9,485,338)
Specific Purpose Unexpended Grants/Contributions	(4,956,776)	0	4,956,776		0
SRV Levee	(1,167,316)	0	1,167,316		0
Stormwater Levy	(2,940,246)	(587,206)	451,268		(3,076,184)
Total Externally Restricted	(70,882,514)	8,895,043	17,279,633	100,000	(44,607,838)

Internally Restricted
Airport	(371,610)	(386,660)	266,472		(491,798)
Art Gallery	(30,990)	(21,000)	0		(51,990)
Ashmont Community Facility	(4,500)	(1,500)	0		(6,000)
Bridge Replacement	(240,240)	(100,000)	153,573		(186,667)
CBD Carparking Facilities	(891,982)	0	129,191		(762,792)
CCTV	(64,476)	(10,000)	0		(74,476)
Cemetery Perpetual	(157,605)	(125,146)	144,084		(138,667)
Cemetery	(193,116)	(161,330)	100,000		(254,446)
Civic Theatre Operating	0	(50,000)	0		(50,000)
Civic Theatre Technical Infrastructure	(105,450)	(50,000)	57,100		(98,350)
Civil Projects	(155,883)	0	0		(155,883)
Community Amenities	(5,685)	0	0		(5,685)
Community Works	0	0	(62,869)		(62,869)
Council Election	(166,776)	(73,095)	0		(239,871)
Emergency Events	(133,829)		(86,331)	29,000	(191,160)
Employee Leave Entitlements Gen Fund	(3,184,451)	0	0		(3,184,451)
Environmental Conservation	(131,351)	0	0		(131,351)
Estella Community Centre	(230,992)	0	0		(230,992)
Family Day Care	(169,356)	(123,944)	0		(293,300)
Fit for the Future	(3,033,479)	(2,265,725)	606,074		(4,693,130)
Generic Projects Saving	(1,040,610)	20,000	93,727		(926,883)
Glenfield Community Centre	(17,704)	(2,000)	0		(19,704)
Grants Commission	(4,956,776)	0	4,956,776		0
Grassroots Cricket	(70,992)	0	0		(70,992)
Gravel Pit Restoration	(761,422)	0	25,000		(736,422)
Gurwood Street Property	(50,454)	0	0		(50,454)
Information Services	(378,713)	250,000	8,000		(120,713)
Infrastructure Replacement	(136,098)	(48,071)	954		(183,215)
Insurance Variations	(28,644)	0	0		(28,644)
Internal Loans	(674,661)	(851,794)	850,468		(675,986)
Lake Albert Improvements	(53,867)	(50,000)	56,078		(47,789)

WAGGA WAGGA CITY COUNCIL RESERVES SUMMARY
31 JANUARY 2018
	CLOSING BALANCE 2016/17	ADOPTED RESERVE TRANSFERS 2017/18	BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 29.01.18	PROPOSED CHANGES for Council Resolution	REVISED BALANCE
LEP Preparation	(28,301)	14,636	11,120		(2,545)
Livestock Marketing Centre	(7,267,731)	(1,180,017)	4,053,725		(4,394,024)
Museum Acquisitions	(39,378)	0	0		(39,378)
Oasis Building Renewal	(172,000)	(32,147)	121,000		(83,147)
Oasis Plant	(1,115,347)	90,000	85,770		(939,577)
Parks & Recreation Projects	(79,648)	0	74,360		(5,288)
Pedestrian River Crossing (old Riverside)	(198,031)	48,031	150,000		0
Plant Replacement	(5,893,831)	1,804,934	1,059,675		(3,029,223)
Playground Equipment Replacement	(59,181)	(105,679)	0		(164,860)
Project Carryovers	(1,276,882)	0	1,276,882		0
Public Art	(173,283)	(23,669)	53,969		(142,983)
Robertson Oval Redevelopment	(86,697)	0	0		(86,697)
Senior Citizens Centre	(13,627)	(2,000)	0		(15,627)
Sister Cities	(36,527)	(10,000)	0		(46,527)
Stormwater Drainage	(183,420)	0	3,177	22,000	(158,242)
Strategic Real Property	(702,792)	0	(380,000)		(1,082,792)
Street Lighting Replacement	(74,755)	(30,000)	0		(104,755)
Subdivision Tree Planting	(272,621)	(20,000)	0		(292,621)
Sustainable Energy	(520,442)	35,000	60,000		(425,442)
Traffic Committee	(50,000)	(50,000)	0		(100,000)
Total Internally Restricted	(35,686,205)	(3,511,177)	13,867,974	51,000	(25,278,408)

Total Restricted	(106,568,720)	5,383,866	31,147,607	151,000	(69,886,247)

Section 356 Financial Assistance Requests

Three Section 356 Donation requests have been received for consideration at the 26 February 2018 Ordinary Council meeting.

Details of the donation requests are shown below:

· Wagga Wagga & Region Suicide Prevention Network Inc. $85.00

The Wagga Wagga & Region Suicide Prevention Network Inc. has requested the waiver of the hire fees for Apex Park to hold a Remembrance Service on Tuesday 27 March at 5.30pm to remember those who have died by suicide. A “Togetherness Walk” around the Lake will follow the service.

The Wagga Wagga & Region Suicide Prevention Network is a community group that was created in 2010 with the aim to provide education about suicide prevention strategies and to raise awareness within local communities about suicide prevention.

· NRMA Wagga – Safer Drivers Course $1,620.00

NRMA Wagga has requested in their attached email the waiver of the hire fees for the Council Wedge Room to conduct Safer Drivers Courses from January 2018 to June 2018.

The Safer Drivers Course is aimed at young drivers on their Ls preparing to drive solo when they graduate to provisional licences. Further details of the course can be viewed at:

https://www.mynrma.com.au/cars-and-driving/driver-training-and-licences/safer-drivers-course

The above course is designed to reduce road risks by developing safe driving behaviour through understanding speed management, gap selection, hazard awareness and safe following distances.

The course is restricted to under 25 year old drivers and the state government has provided for 1,000 funded places for young drivers from disadvantaged backgrounds and aboriginal communities.

The course includes a 3 hour group discussion which is the purpose of the requested use of the Council Wedge room (access to a Smart White Board for presentations is required).

The Wagga NRMA has been advised that the availability of the Council Wedge Room is subject to Council priorities.

The requested booking times are for Tuesday afternoons (charge item 0533 - $75 per booking) and Saturday mornings (charge item 0535 - $195 per booking) two times a month which should be able to be accommodated without significant disruption to Council operations.

It is likely that the NRMA Wagga may continue to offer the course in future years and may seek future fee waivers to assist with providing the course at as low a cost as possible to young drivers.

The above request aligns with Council’s Strategic Plan “Safe and Healthy Community – Outcome: we promote safety and safe behaviours”.

· Riverina Medical & Surgical Symposium Committee $900.00

The Riverina Medical & Surgical Symposium Committee has requested in their attached email the waiver of the hire fees for the Council Chambers (charge item 0529 $800 weekend use of Council Chambers and charge Item 0531 $100.00 Council Meeting Room set up costs) to hold a Symposium on the 1 September 2018. In their attached email, the original date advised was 18 November 2018, however has since been revised to 1 September 2018).

The Symposium provides an excellent opportunity for local doctors to share their important research with Medical Students, Registrars, GPs and Specialists.

The above request aligns with Council’s Strategic Plan “Safe and Healthy Community – Outcome: Our health and support services meet the needs of our community”

Section 356 financial assistance available budget	$5,806.78
Wagga Wagga & Region Suicide Prevention Network Inc.	($85.00)
Safer Drivers Course – NRMA	($1,620.00)
Riverina Medical & Surgical Symposium Committee	(900.00)
Total Section 356 Financial Assistance Requests – 26 February 2018 Council Meeting	($2,605.00)
Proposed balance of Section 356 financial assistance budget – available for requests received for the remainder of this financial year	$3,201.78

Investment Summary as at 31 January 2018

In accordance with Regulation 212 of the Local Government (General) Regulation 2005, details of Wagga Wagga City Council’s external investments are detailed below:

Institution	Rating	Closing Balance Invested 31/12/2017 $	Closing Balance Invested 31/01/2018 $	January EOM Current Yield %	January EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
*Short Term Deposits*
Banana Coast CU	NR	1,000,000	1,000,000	2.80%	0.87%	2/06/2017	1/06/2018	12
AMP	A	2,000,000	2,000,000	2.80%	1.74%	2/06/2017	1/06/2018	12
CUA	BBB	1,000,000	0	0.00%	0.00%	9/02/2017	5/01/2018	11
AMP	A	2,000,000	2,000,000	2.60%	1.74%	2/08/2017	2/08/2018	12
CUA	BBB	1,000,000	1,000,000	2.75%	0.87%	3/03/2017	2/03/2018	12
Suncorp-Metway	A+	2,000,000	0	0.00%	0.00%	7/06/2017	3/01/2018	7
NAB	AA-	2,000,000	2,000,000	2.60%	1.74%	8/09/2017	7/09/2018	12
ME Bank	BBB	2,000,000	2,000,000	2.60%	1.74%	22/08/2017	19/04/2018	8
AMP	A	1,000,000	1,000,000	2.80%	0.87%	8/09/2017	5/06/2018	9
NAB	AA-	2,000,000	2,000,000	2.62%	1.74%	28/09/2017	28/09/2018	12
Auswide	BBB-	2,000,000	2,000,000	2.67%	1.74%	5/10/2017	5/10/2018	12
Auswide	BBB-	1,000,000	1,000,000	2.67%	0.87%	16/10/2017	16/10/2018	12
Auswide	BBB-	2,000,000	2,000,000	2.70%	1.74%	5/12/2017	5/12/2018	12
Auswide	BBB-	1,000,000	1,000,000	2.67%	0.87%	15/12/2017	16/07/2018	7
*Total Short Term Deposits*		22,000,000	19,000,000	2.68%	16.55%
*At Call Accounts*
NAB	AA-	860,901	855,578	1.50%	0.75%	N/A	N/A	N/A
NAB	AA-	14,632,467	11,858,709	2.19%	10.33%	N/A	N/A	N/A
AMP	A	183,478	183,813	2.15%	0.16%	N/A	N/A	N/A
Beyond Bank	BBB+	149,149	149,301	1.00%	0.13%	N/A	N/A	N/A
CBA	AA-	58,321	58,281	1.35%	0.05%	N/A	N/A	N/A
*Total At Call Accounts*		15,884,315	13,105,682	2.13%	11.42%
*Medium Term Deposits*
RaboBank	A+	1,000,000	1,000,000	3.16%	0.87%	5/06/2017	6/06/2022	60
ING Bank	A	3,000,000	3,000,000	2.75%	2.61%	24/08/2017	26/08/2019	24
ME Bank	BBB	2,000,000	2,000,000	4.28%	1.74%	2/09/2014	2/09/2019	60
Rabobank	A+	1,000,000	1,000,000	4.10%	0.87%	5/12/2014	5/12/2019	60
Beyond Bank	BBB+	990,000	990,000	3.70%	0.86%	4/03/2015	4/03/2018	36
Beyond Bank	BBB+	990,000	990,000	3.70%	0.86%	11/03/2015	11/03/2018	36
BOQ	BBB+	2,000,000	2,000,000	3.10%	1.74%	7/07/2017	7/07/2020	36
Newcastle Permanent	BBB	1,000,000	1,000,000	3.00%	0.87%	12/08/2016	12/08/2019	36
Rabobank	A+	1,000,000	1,000,000	3.20%	0.87%	25/08/2016	25/08/2021	60
Newcastle Permanent	BBB	1,000,000	1,000,000	3.00%	0.87%	31/08/2016	30/08/2019	36
Police Credit Union	NR	1,000,000	1,000,000	2.90%	0.87%	8/09/2016	10/09/2018	24
Newcastle Permanent	BBB	2,000,000	2,000,000	3.00%	1.74%	10/02/2017	11/02/2019	24
Westpac	AA-	3,000,000	3,000,000	3.10%	2.61%	10/03/2017	10/03/2022	60
ING Bank	A	1,000,000	1,000,000	2.92%	0.87%	16/10/2017	16/10/2019	24
ING Bank	A	2,000,000	2,000,000	2.92%	1.74%	6/11/2017	6/11/2019	24
BOQ	BBB+	0	2,000,000	3.35%	1.74%	3/01/2018	4/01/2022	48
ING Bank	A	0	1,000,000	2.80%	0.87%	5/01/2018	6/01/2020	24
*Total Medium Term Deposits*		22,980,000	25,980,000	3.20%	22.64%
Institution	Rating	Closing Balance Invested 31/12/2017 $	Closing Balance Invested 31/01/2018 $	January EOM Current Yield %	January EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
*Floating Rate Notes - Senior Debt*
Bendigo-Adelaide	BBB+	1,004,654	0	0.00%	0.00%	17/09/2014	17/09/2019	60
BOQ	BBB+	2,015,400	2,021,000	BBSW + 110	1.76%	5/08/2014	24/06/2019	58
BOQ	BBB+	1,009,952	1,005,627	BBSW + 107	0.88%	6/11/2014	6/11/2019	60
BOQ	BBB+	1,009,952	1,005,627	BBSW + 107	0.88%	10/11/2014	6/11/2019	60
Newcastle Permanent	BBB	1,003,184	1,005,487	BBSW + 110	0.88%	27/02/2015	27/02/2018	36
Macquarie Bank	A	2,025,484	2,031,734	BBSW + 110	1.77%	3/03/2015	3/03/2020	60
Heritage Bank	BBB+	1,005,973	1,001,058	BBSW + 115	0.87%	7/05/2015	7/05/2018	36
Heritage Bank	BBB+	1,005,973	1,001,058	BBSW + 115	0.87%	9/06/2015	7/05/2018	35
CBA	AA-	1,014,182	0	0.00%	0.00%	17/07/2015	17/07/2020	60
Westpac	AA-	1,013,772	1,010,057	BBSW + 90	0.88%	28/07/2015	28/07/2020	60
Bendigo-Adelaide	BBB+	1,009,902	1,013,497	BBSW + 110	0.88%	18/08/2015	18/08/2020	60
Bendigo-Adelaide	BBB+	1,009,902	1,013,497	BBSW + 110	0.88%	28/09/2015	18/08/2020	59
Westpac	AA-	2,027,544	2,020,114	BBSW + 90	1.76%	30/09/2015	28/07/2020	58
Suncorp-Metway	A+	1,021,430	1,016,956	BBSW + 125	0.89%	20/10/2015	20/10/2020	60
Westpac	AA-	4,075,644	4,059,428	BBSW + 108	3.54%	28/10/2015	28/10/2020	60
AMP	A	1,816,997	1,821,739	BBSW + 110	1.59%	11/12/2015	11/06/2019	42
CBA	AA-	1,021,120	1,017,696	BBSW + 115	0.89%	18/01/2016	18/01/2021	60
Rabobank	A+	2,056,158	2,062,530	BBSW + 150	1.80%	4/03/2016	4/03/2021	60
Newcastle Permanent	BBB	1,008,003	1,011,467	BBSW + 160	0.88%	22/03/2016	22/03/2019	36
CUA	BBB	2,030,600	2,021,554	BBSW + 160	1.76%	1/04/2016	1/04/2019	36
ANZ	AA-	1,016,371	1,019,526	BBSW + 118	0.89%	7/04/2016	7/04/2021	60
Suncorp-Metway	A+	1,026,939	1,022,386	BBSW + 138	0.89%	21/04/2016	12/04/2021	60
AMP	A	1,022,060	1,024,886	BBSW + 135	0.89%	24/05/2016	24/05/2021	60
Westpac	AA-	1,019,001	1,021,916	BBSW + 117	0.89%	3/06/2016	3/06/2021	60
CBA	AA-	1,024,679	1,020,396	BBSW + 121	0.89%	12/07/2016	12/07/2021	60
ANZ	AA-	2,039,200	2,045,352	BBSW + 113	1.78%	16/08/2016	16/08/2021	60
BOQ	BBB+	1,519,023	1,513,541	BBSW + 117	1.32%	26/10/2016	26/10/2020	48
NAB	AA-	1,018,511	1,014,557	BBSW + 105	0.88%	21/10/2016	21/10/2021	60
Teachers Mutual	BBB	1,510,235	1,502,787	BBSW + 140	1.31%	28/10/2016	28/10/2019	36
Bendigo-Adelaide	BBB+	1,009,103	1,012,357	BBSW + 110	0.88%	21/11/2016	21/02/2020	39
Westpac	AA-	1,019,930	1,015,637	BBSW + 111	0.88%	7/02/2017	7/02/2022	60
ANZ	AA-	1,013,512	1,016,196	BBSW + 100	0.89%	7/03/2017	7/03/2022	60
CUA	BBB	753,902	757,505	BBSW + 130	0.66%	20/03/2017	20/03/2020	36
Heritage Bank	BBB+	603,000	602,740	BBSW + 130	0.53%	4/05/2017	4/05/2020	36
Teachers Mutual	BBB	1,000,664	1,004,587	BBSW + 142	0.88%	29/06/2017	29/06/2020	36
NAB	AA-	3,021,699	3,029,841	BBSW + 90	2.64%	5/07/2017	5/07/2022	60
Suncorp-Metway	A+	1,008,193	1,012,677	BBSW + 97	0.88%	16/08/2017	16/08/2022	60
Westpac	AA-	2,013,306	2,006,576	BBSW + 81	1.75%	30/10/2017	27/10/2022	60
ME Bank	BBB	1,507,685	1,502,442	BBSW + 125	1.31%	9/11/2017	9/11/2020	36
NAB	AA-	2,008,268	2,014,234	BBSW + 80	1.75%	10/11/2017	10/02/2023	63
ANZ	AA-	0	1,502,967	BBSW + 77	1.31%	18/01/2018	18/01/2023	60
Bendigo-Adelaide	BBB+	0	500,969	BBSW + 105	0.44%	25/01/2018	25/01/2023	60
*Total Floating Rate Notes - Senior Debt*		55,341,107	55,304,201		48.19%
*Managed Funds*
NSW Tcorp	NR	1,370,117	1,382,256	0.89%	1.20%	17/03/2014	1/01/2023	105
*Total Managed Funds*		1,370,117	1,382,256	0.89%	1.20%
TOTAL CASH ASSETS, CASH EQUIVALENTS & INVESTMENTS		117,575,539	114,772,139	3.08%	100.00%
LESS: RIVERINA REGIONAL LIBRARY (RRL) CASH AT BANK		2,414,937	3,515,255
TOTAL WWCC CASH ASSETS, CASH EQUIVALENTS & INVESTMENTS		115,160,603	111,256,884

Council’s portfolio is dominated by Floating Rate Notes (FRN’s) at approximately 48% across a broad range of counterparties. Cash equates to 12% of Council’s portfolio with Term Deposits around 39% and growth funds around 1% of the portfolio.

Council’s investment portfolio is well diversified in complying assets across the entire credit spectrum. It is also well diversified from a rating perspective. Credit quality is diversified and is predominately invested amongst the investment grade Authorised Deposit-Taking Institutions (ADIs) (being BBB- or higher), with a smaller allocation to unrated ADIs.

All investments are within the defined Policy limits, as outlined in the Rating Allocation chart below:

Investment Portfolio Balance

Council’s investment portfolio balance has decreased from the previous month’s balance, down from $115.1M to $111.2M. This is reflective of a number of large contractor payments made during the January period.

MONTHLY INVESTMENT MOVEMENTS

Redemptions/Sales – Council redeemed/sold the following investment securities during January 2018:

Institution and Type	Amount	Investment Term	Interest Rate	Comments
Credit Union Australia (CUA) Term Deposit	$2M	11 months	2.80%	This term deposit was redeemed due to poor reinvestment rates available with CUA. These funds were reinvested with ING Bank (see below).
Suncorp Term Deposit	$2M	7 months	2.60%	This term deposit was redeemed due to poor reinvestment rates available with Suncorp. These funds were reinvested with Bank of Queensland (see below).
Bendigo-Adelaide Bank Floating Rate Note	$1M	5 years	BBSW + 93bps	This floating rate note was sold prior to maturity and funds were reinvested in the new 5 year Bendigo Bank and ANZ FRN’s (see below).
CBA Floating Rate Note	$1M	5 years	BBSW + 90bps	This floating rate note was sold prior to maturity and funds were reinvested in the new 5 year Bendigo Bank and ANZ FRN’s (see below).

New Investments – Council purchased the following investment securities during January 2018:

Institution and Type	Amount	Investment Term	Interest Rate	Comments
Bank of Queensland Term Deposit	$2M	4 years	3.35%	The BOQ rate of 3.35% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within Council’s investment portfolio and take advantage of medium term investment rates.
ING Bank Term Deposit	$1M	2 years	2.80%	The ING Bank rate of 2.80% compared favourably to the rest of the market for this investment term. This term was chosen to fill a maturity gap within Council’s investment portfolio and take advantage of medium term investment rates.
ANZ Floating Rate Note	$1.5M	5 years	BBSW + 77bps	Council’s independent Financial Advisor advised this Floating Rate Note represented fair value with a major bank.
Bendigo Bank Floating Rate Note	$500K	5 years	BBSW + 105bps	Council’s independent Financial Advisor advised this Floating Rate Note represented good value.

Rollovers – Council did not roll over any investment securities during January 2018.

MONTHLY PERFORMANCE

Interest/growth/capital gains for the month totalled $300,554, which compares favourably with the budget for the period of $235,087, outperforming budget for January by $65,467. This is mainly attributable to the higher than anticipated portfolio balance.

It should be noted that many of Councils FRNs continue to trade at a premium. The capital market value of these FRN investments will fluctuate from month to month and Council continues to receive the coupon payments and the face value of the investment security when sold or at maturity.

It is also important to note Council’s investment portfolio balance has consistently been over $100M recently, which is tracking well above what was originally predicted. This is mainly due to the timing of some of the major projects that are either not yet commenced or not as advanced as originally predicted. It is anticipated that over the remainder of the 2017/18 financial year the portfolio balance will reduce in line with the completion of major projects.

The longer-dated deposits in the portfolio, particularly those locked in above 4% yields, have previously anchored Council’s portfolio performance. It should be noted that the portfolio now only includes two investments yielding above 4% and Council will inevitably see a fall in investment income over the coming months compared with previous periods. Council staff and Council’s Independent Financial Advisor will continue to identify opportunities to lock in higher yielding investments as they become available.

In comparison to the AusBond Bank Bill Index* (+1.75%pa), Council’s investment portfolio in total returned 3.08% for January. Short-term deposits returned 2.68%. These funds are utilised for daily cash flow management and need to be available to meet operating and contractual payments as they come due.

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

Report by Responsible Accounting Officer

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

Carolyn Rodney

Responsible Accounting Officer

Policy and Legislation

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

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

Local Government Act 1993

625 How may councils invest?

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

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

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

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

Local Government (General) Regulation 2005

212 Reports on council investments

(1) The responsible accounting officer of a council:

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

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

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

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

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

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Risk Management Issues for Council

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

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

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

Internal / External Consultation

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

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

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

Attachments

1 ⇩.	Section 356 Donation Request - Wagga Wagga & Region Suicide Prevention Network inc.
2 ⇩.	Section 356 Donation Request - Safer Drivers Course NRMA
3 ⇩.	Section 356 Donation Request - Riverina Medical & Surgical Symposium Committee

Road	Location of Crown Road
Brewery Lane	Parallel Esplanade and Tompson Street Between Best Street and Thorne Street
Allawah Lane	Parallel Murray Street and Oates Avenue Between Sturt Highway and Tennison Lane
Alpha Lane	Parallel Oates Avenue and Thorne Street Between Morgan Street and Sturt Highway
Yanda Lane	Parallel Thorne Street and Fox Street Between Forsyth Street and Sturt Highway
Womboy Lane	Parallel Fox Street and Best Street Between Tompson Street and Sturt Highway
Biroomba Lane	Parallel Best Street and Peter Street Between Sheppard Street and Sturt Highway
Tongaboo Lane	Parallel Peter Street and Baylis Street between Morgan Street and Sturt Highway
Baretta Lane	Parallel Baylis Street and Fitzhardinge Street Between Morrow Street and Sturt Highway
Bardo Lane	Parallel Berry and Blake Street between Tompson, Eurdein Lane and Morgan Street
Eurdein Lane	Parallel Forsyth Street intersecting on a perpendicular into Bardo Lane
Eulong Lane	Parallel Blake Street and Tarcutta Street between Forsyth and Morgan Street
Yamba Lane	Intersecting Gurwood and Beckwith Streets on right angle
Cadell Place (part)	Parallel Fitzmaurice between numbers 141 to 187 Fitzmaurice Street
Hampden Avenue (part)	Between Wall Street and Old Hampden Bridge
Glenfield Road (part)	Between Fernleigh Road and Main Southern Railway line
Fitzhardinge Street	Parallel Baylis Street Between Morgan Street and Sturt Highway
Railway Street (part)	Parallel Sturt Highway and Coleman Street between Edmonson Street ending at lane between Flinders and Richard Street excluding Macleay Street intersection
Edmondson Street	Parallel Macleay Street Between Railway Street to Coleman Street
Sheppard Street	Adjacent The Esplanade, parallel Tompson street between Best Street and Peter Street

Road

Location of Crown Road

Brewery Lane

Parallel Esplanade and Tompson Street Between Best Street and Thorne Street

Allawah Lane

Parallel Murray Street and Oates Avenue Between Sturt Highway and Tennison Lane

Alpha Lane

Parallel Oates Avenue and Thorne Street Between Morgan Street and Sturt Highway

Yanda Lane

Parallel Thorne Street and Fox Street Between Forsyth Street and Sturt Highway

Womboy Lane

Parallel Fox Street and Best Street Between Tompson Street and Sturt Highway

Biroomba Lane

Parallel Best Street and Peter Street Between Sheppard Street and Sturt Highway

Tongaboo Lane

Parallel Peter Street and Baylis Street between Morgan Street and Sturt Highway

Baretta Lane

Parallel Baylis Street and Fitzhardinge Street Between Morrow Street and Sturt Highway

Bardo Lane

Parallel Berry and Blake Street between Tompson, Eurdein Lane and Morgan Street

Eurdein Lane

Parallel Forsyth Street intersecting on a perpendicular into Bardo Lane

Eulong Lane

Parallel Blake Street and Tarcutta Street between Forsyth and Morgan Street

Yamba Lane

Intersecting Gurwood and Beckwith Streets on right angle

Cadell Place (part)

Parallel Fitzmaurice between numbers 141 to 187 Fitzmaurice Street

Hampden Avenue (part)

Between Wall Street and Old Hampden Bridge

Glenfield Road (part)

Between Fernleigh Road and Main Southern Railway line

Fitzhardinge Street

Parallel Baylis Street Between Morgan Street and Sturt Highway

Railway Street (part)

Parallel Sturt Highway and Coleman Street between Edmonson Street ending at lane between Flinders and Richard Street excluding Macleay Street intersection

Edmondson Street

Parallel Macleay Street Between Railway Street to Coleman Street

Sheppard Street

Adjacent The Esplanade, parallel Tompson street between Best Street and Peter Street

Report submitted to the Ordinary Meeting of Council on Monday 26 February 2018. RP-13

RP-13 Community Engagement truck - Charlie

Author: Brett Koschel

General Manager: Peter Thompson

Analysis:

This report outlines the purchase costs, ongoing costs and feedback for Council’s community engagement truck Charlie.

Recommendation

That Council receive and note the report.

Report

At the 27 November Ordinary meeting of Council, it was resolved (Res No 17/373):

That Council:

a receive and note the report

b at the February 2018 meeting, receive a further report outlining

i the cost to purchase the Charlie Engagement Truck, its associated annual operating costs including preparation time, advertising and fortnightly staffing costs

ii community feedback/submissions received through the truck in the last 12 months and

iii a review of its effectiveness

c implement the matrix and staff report on activities undertaken inline with identified tier of engagement when recommending documents for adoption following public exhibition

This report addresses item b of the resolution.

Background

In 2015 Council’s then Strategy and Communications team were looking at ways replace the neighbourhood meeting visits to better engage with residents across the entire Wagga Wagga Local Government Area. An idea for a mobile space, such as a caravan or the like, to visit suburbs and villages was floated and was being investigated. During initial discussions, staff became aware the Riverina Regional Library (RRL) had recently expanded and a mobile library truck was to be auctioned, as it was superfluous to the RRL’s needs.

Mock-up designs of what the truck may look like, details of what the truck would be used for were then presented to the Executive Team on Tuesday 28 July 2015. Following endorsement from the executive, staff held a workshop with Councillors on Monday 3 August 2015 to gauge support for the idea of purchasing the truck for engagement and community education purposes. Following endorsement from Councillors, staff attended the auction of the former RRL truck.

Council was successful in purchasing the truck on Wednesday August 5 2015 within the allocated budget. The internals of the truck were then renovated to remove the bookshelves, carpets, desk spaces and fitted out to its current layout. The outer skin of the truck was updated to reflect Council’s adopted Community Engagement Strategy branding and Charlie was officially launched in December 2015.

Costs

There were several upfront costs associated with the purchase and refit in the 2015/16 budget year. To minimise some of these costs Council sought sponsorship from local businesses to help reduce the cost of the refit.

Item	Cost (GST exclusive)
Purchase of truck	$47,291 (plant reserve)
Plumbing & Electrical works	$905
Signwriting and outer skin	$8,624
Service desk and joinery	$3,416
TV	$1,091
Furniture and accessories	$2,566
Flooring	$2,800
In kind works / sponsorship (estimate)	$5,900
TOTAL including in kind works/sponsorship	$72,593
Total initial net cost to Council	$66,693

In kind works were estimated at $5,900, with sponsors given advertising on the rear of the truck and on Council’s Charlie webpage.

The running cost for the truck is currently $1,373 per month, which is transferred to the Plant Reserve.

Staffing and associated costs

Staffing

Council’s Marketing and Communications Team are responsible for the delivery of community engagement to the suburbs and villages. Two members of the Marketing and Communications Team are licenced to drive the truck and take turns in attending the visits as part of their normal working week.

Charlie visits are a three-hour duration on site, with travel time to and from the location. Additionally, the relevant officer spends about four hours as part of their working week preparing for each visit. This includes collation of information from across each of the relevant areas, coordination of advertising materials, social media promotion and follow up of customer requests from each visit.

Depending on the visit location and current Council events or projects in the area at the time, other members of staff are encouraged to attend to provide their expertise. During 2017, a member of the Planning Department attended the visits to discuss planning matters with residents, which was well utilised by the community.

Due to staff maternity leave in the latter part of 2017 a casual driver has been utilised (at $23 p/h) for some visits to cover the resource gap during the maternity leave period. To date this expense has totalled $1,103 which includes on-costs.

Advertising

Village visits are advertised in coordination with the local progress association, via school newsletters, community newsletters, direct mail into PO boxes via the local post office (at an average cost of approximately $80), via social media boosted posts ($20 per event), on Council’s website and in Council News. In 2017, suburb visits were advertised through Council News, posters in the local area, social media posts and in local school newsletters.

Summary of 2017 Charlie visits

Between 31 January and 12 December 2017 Charlie made a total of 40 visits across the Local Government Area (LGA). Charlie visited each village twice and generally went to each suburb once.

Attendance

In the 2017 calendar year, 685 community members visited Charlie as part of the scheduled village and suburb visits.

Suburbs

The annual total of visitors to Charlie across the suburb schedule was 489.

Figure 1 below demonstrates the number of attendees at each suburb visit.

The visit to Ashmont had the highest number of attendees. At the Ashmont visit, members of the City Strategy team attended and held a free barbecue to launch the Recreation and Open Space and Community (ROSC) and Activation strategies consultation.

The high level of attendees suggests the reach of Charlie visits can be extended through further collaboration with other Council teams who need to consult and the provision of a free barbecue to attract community members.

Figure 1 - Suburb visits attendance numbers

Villages

The annual total of visitors to Charlie across the village schedule was 196.

As shown below in Figure 2, most villages had higher attendance numbers at their first visit. Anecdotally, attendees at second village visits said people did not have as many issues to raise at the second visit due the first visit being relatively recent.

The average number of attendees at each village visit was 11.

Figure2 - Village visits attendance numbers

Customer requests

In 2017, 139* customer requests were recorded from Charlie visits. The most commonly received requests were regarding:

1. Roads

2. Pathways

3. Trees

4. Traffic

*Note: this is not the total number of requests as some requests were recorded against a different source within Council’s corporate system. There were also a large number of requests that did not require a formal customer request to be lodged.

Feedback

Satisfaction with Charlie

Feedback forms were available at all Charlie visits to give participants an opportunity to rate their satisfaction with Charlie and make any comments or suggestions on Council’s approach to community engagement.

A total of 48 feedback forms were completed throughout the year.

As shown below in Figure 3, the vast majority of participants were either ‘Very satisfied’ or ‘Satisfied’ with the service they received in Charlie.

Figure 3 - Satisfaction with experience in Charlie 1

The majority of comments made on feedback forms were positive regarding Council's approach to community engagement. Indicative responses include:

· "This is an excellent initiative and I commend Council to continue using Charlie around Wagga Wagga, especially outlying villages. Thank you."

· "Great idea, better than night meeting"

· "I think the community truck is a better way for the community because it’s more one on one basis when talking about problems in the area".

Some participants requested that community engagement continue on a regular basis, for example: "Continue support on a more regular basis. Open conversation keeps people informed and happy".

At the second round of village visits, a simplified feedback mechanism was introduced where participants placed a magnet under a smiley, neutral or sad face to indicate their satisfaction Charlie.

A total of 26 attendees utilised this feedback mechanism. As shown below in Figure 4, the majority of participants selected a smiley face indicating they were satisfied with the service.

Figure 4 - Satisfaction with experience in Charlie 2

Review

Promotion of Charlie

Charlie visits were scheduled for nearly every week outside of school holidays, which meant mass promotion was too costly, as it would have had to run all-year round.

Promotion was targeted however, due to budget constraints, the approach was not as effective as it could be; eg cost undertake flyer drops for each suburb. Cold weather and short days in the winter months also proved to be a barrier for people coming in to the truck, even in high profile locations.

To counter some of these issues it is proposed to cluster village visits for 2018 in March/April and November each year, with additional visits to 10 locations.

Delivery of Charlie

The introduction of Charlie as a community engagement tool has been very well received by the community and staff alike. Charlie is not only a resource for community engagement, but also a resource for all Council business units to utilise to help them proactively connect with our community.

Over 2016 and 2017 Charlie has travelled more than 3000 kilometres across the Local Government Area conducting community engagement sessions in villages and local suburbs, attending events, visiting staff for work health and safety information sessions and utilised as a mobile site office.

Other visits included:

· Wagga Wagga Integrated Transport Strategy consultation

· Australia Day

· CSU Market Day

· New residents welcome

· Regional Events Conference

· Wagga View Community Strategic Plan roadshow

· Northern Sporting precinct consultation

· Harris Park masterplan consultation

· Lake Run and Ride

· Careers Expo

Council has recognised the importance of having a resource like Charlie and the truck now forms part of Council’s Business Continuity Plan and is listed as a critical asset as part of the plan.

Council has received several calls from other councils (Mount Gambier and Wodonga) and stakeholders (Charles Sturt University) who have been interested in adopting something similar for their community and business needs.

Proposed 2018 schedule

It is proposed to cluster village visits for 2018 in March/April and November each year, with additional visits to 10 suburban locations - chosen for their high profile nature and central location, or due to the strong sense of community and connection to the previous Neighbourhood Meeting schedule.

The following schedule is proposed:

March 5-22: Visits to all nine villages over three weeks, between 4-7pm (selected days between Monday and Friday)

27 March- 11 April: Visits to Apex Park, Ashmont, Jubilee Park, Botanic Gardens and Harris Park over three weeks, between 3-6pm (selected days between Monday and Friday)

October: Visits to Forest Hill, North Wagga, northern suburbs (Estella), Gumly Gumly and San Isidore over two weeks, between 3-6pm (selected days between Monday and Friday)

November: Visits to the nine villages over three weeks, between 4-7pm (selected days between Monday and Friday).

Free BBQ

Marketing and Communications, in conjunction with City Strategy, has recently purchased a BBQ trailer for use at engagement and Council events. By reducing the number of suburb visits, it will be possible to resource a free sausage sizzle for the suburb visits in 2018. This has proven to be a drawcard for the community when it has been undertaken previously.

Marketing

The approach to promotion in villages, which primarily consists of flyer drops in letterboxes and through local contacts and primary schools will not change, as these methods have proven very successful in the past. However, a new approach for the suburb visits will include the following:

Late March – early April: as all these locations are considered central to the city as a whole and a high level approach to marketing will be undertaken including; radio and TV adverts, social media promotion, media opportunities as well as publication in school newsletters (where possible).

October: This marketing approach will be more targeted and involve flyer drops, social media and school newsletters.

Financial Implications

The total initial net cost to Council for the purchase of the Charlie Truck was $66,693. The ongoing running costs to the organisation is currently $1,373 per month which is transferred back into the plant reserve.

Policy and Legislation

Wagga Wagga City Council Community Engagement Strategy

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We are informed and involved in decision making

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

Risk Management Issues for Council

Social and reputational – if Council does not act on feedback and requests from the community people may become increasingly disengaged from Council and civic engagement.

Internal / External Consultation

Feedback was received as part of the 2017 community engagement visits to all nine villages as well as the suburbs visits across the Wagga Wagga Local Government Area.

The 2017 engagement schedule was promoted with a media launch, media release and Council News story, print advertising, website and social media.

Mail

Media

Community Engagement

Digital

Rates notices insert

Direct mail

Letterbox drop

Council news

Media releases

Print advertising

TV/radio advertising

One-on-one meetings

Your Say website

Community meetings

Stakeholder workshops

Drop-in sessions

Surveys and feedback forms

Social media

Email newsletters

Website

Digital advertising

TIER

Consult

Involve

Collaborate

Report submitted to the Confidential Meeting of Council on Monday 26 February 2018.

Minutes of the Ordinary Meeting of Council held on Monday 29 January 2018.

Present

The Mayor, Councillor Greg Conkey OAM

Councillor Yvonne Braid OAM

Councillor Paul Funnell

Councillor Dan Hayes

Councillor Vanessa Keenan

Councillor Rod Kendall

Councillor Kerry Pascoe

Councillor Dallas Tout

In Attendance

General Manager (Mr P Thompson)

Director Finance (Mrs N Te Pohe)

Director Community (Mrs J Summerhayes)

Director Commercial Operations (Ms C Angel)

Manager Audit, Risk & Governance (Mrs N Johnson)

Manager Finance (Mrs C Rodney)

Manager Community Services (Ms M Scully)

Manager City Strategy (Mr T Kell)

Manager Project Operations (Mr B Sheridan)

Senior Project Officer (Mr D Woods)

Manager City Strategy (Mr T Kell)

Manager Executive Support (Mr S Gray)

Manager City Development (Mr P O’Brien)

Chief Audit Executive (Mrs C Rosetta-Walsh)

Gregadoo Waste Management Facility Manager (Mr G Pym)

Risk & Assurance Coordinator (Mrs J Watkins)

Visitor Economy & Events Coordinator (Mr F Hamilton)

Youth Development Officer (Ms S Lehman)

Communications & Engagement Officer (Mrs R Kell)

Governance Officer (Ms B King)

Prayer

Almighty God,

Help protect our Mayor, elected Councillors and staff.

Help Councillors to govern with justice, integrity, and respect for equality, to preserve rights and liberties, to be guided by wisdom when making decisions and settling priorities, and not least of all to preserve harmony.

Amen.

Acknowledgement Of Country

I would like to acknowledge the Wiradjuri people who are the Traditional Custodians of this Land. I would also like to pay respect to the Elders both past and present of the Wiradjuri Nation and extend that respect to other Community members present.

APOLOGIES

An apology for non-attendance was received and accepted for Councillors T Koschel on the Motion of Councillors K Pascoe and D Tout.

CARRIED

CONFIRMATION OF MINUTES

CM-1 Ordinary Council Meeting - 18 December 2017

18/001 RESOLVED:

On the Motion of Councillors K Pascoe and V Keenan

That the Minutes of the proceedings of the Ordinary Council Meeting held on 18 December 2017 be confirmed as a true and accurate record.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

Declarations Of Interest

Councillor K Pascoe declared a Pecuniary Interest in CONF-2 Major Events, Festivals and Films Sponsorship Applications the reason being that he owns and runs an accommodation establishment and he could benefit from Events financially and vacated the chamber during its consideration.

Councillor K Pascoe declared a Pecuniary Interest in RP-2 Anomalies Planning Proposal (PP2017/1) to Amend Wagga Wagga Local Environmental Plan 2010 the reason being that he has a construction job for ACTA in Copland Street and am not sure who owns the property in the area which may benefit ACTA and vacated the chamber during its consideration.

Councillor P Funnell declared a Pecuniary Interest in RP-2 Anomalies Planning Proposal (PP2017/1) to Amend Wagga Wagga Local Environmental Plan 2010 the reason being that his wife and family own land in Copland Street which could potentially receive value improvement with this report being carried and vacated the chamber during its consideration.

PUBLIC DISCUSSION FORUM

RP-9 Reinstatement of Airport Fees and Charges

· Mr Geoff Breust, Wagga City Aero Club – Speaking against the report

· Mr Ben Morgan, Aircraft Owners and Pilots Association of Australia (AOPA) – Speaking against the report

RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS

· Mr Geoff Breust, Wagga City Aero Club – spoke about works completed to the apron and was critical of the work

PROCEDURAL MOTION - CHANGE OF STANDING ORDERS

18/002 RESOLVED:

On the Motion of Councillors P Funnell and V Keenan

That Council bring forward consideration of the following matters to follow the public discussion forum:

· RP-9 Reinstatement of Airport Fees and Charges

· RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-9 Reinstatement of Airport Fees and Charges

18/003 RESOLVED:

On the Motion of Councillors P Funnell and R Kendall

That Council:

a notes and has considered the public submissions received in relation to the proposed reinstatement of fees and charges for 2017/18 and the new fees and charges that were proposed

b approves the reinstatement of the following fees and charges for 2017/18 from 1 July 2017:

Fee and Charge Description	Pricing Policy ID	Basis	2017/18 Fee (exclusive of GST)	GST	2017/18 Fee (inclusive of GST)
*Annual permits apply to, and are valid for, the financial year commencing 1 July.*
Resident Freight aircraft annual landing permit	D*	Per tonne per annum (manufacturers MTOW)	$151.09	$15.11	$166.20
Private Aircraft annual landing permit	D*	Per tonne per annum (manufacturers MTOW)	$150.00	$15.00	$165.00
Resident Commercial & Training aircraft annual landing permit	D*	Per tonne per annum (manufacturers MTOW)	$300.00	$30.00	$330.00
*Landing charges apply to non-resident aircraft landing at Wagga Wagga Airport, but excludes RPT aircraft and operators exempted by Council.*
Landing charge – fixed wing aircraft (non RPT)	D*	Per tonne per landing (manufacturers MTOW)	$12.36	$1.24	$13.60
Landing charge – rotary wing aircraft (non RPT)	D*	Per tonne per landing (manufacturers MTOW)	$6.18	$0.62	$6.80
Replacement for lost parking permit	D*	Each	$50.00	$5.00	$55.00

* As per the Pricing Policy, these items are priced to cover the cost of the item plus normal commercial mark-ups.

c notes that the fees outlined above do not incorporate the annual increase of 3%

d receive and note the late petition from private aircraft operators as per POL 086 – Petitions Management Policy

e refer the proposal for parking fees for consultation and input from the Airport Advisory Committee as part of the terms of reference of that Committee adopted by a previous resolution of Council

f note that in consultation with the Airport Advisory Committee it is proposed to undertake a full review of the management operation and improvement of the Airport facilities together with its financial performance budgets and long term financial objectives

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS

18/004 RESOLVED:

On the Motion of Councillors P Funnell and D Hayes

That Council:

a notes the historic factors that have contributed towards the structural deterioration of Bay 4

b notes the interim repairs undertaken on this bay in order to maintain operational functionality and prolong its life

c acknowledges the available budget shortfall of $164,557.81 to effect permanent repairs

d retrospectively authorises the budget variation of $164,557.81 funded from the Airport Reserve

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

MAYORAL MINUTE

MM-1 MAYORAL MINUTE - COUNCIL MEETING STRUCTURE

A Motion was moved by The Mayor, Councillor G Conkey OAM

That Council:

a endorse holding two Ordinary Council Meetings per month for the period April 2018 to December 2018

b endorse the attached Draft Code of Meeting Practice and place it on public exhibition for a period of 28 days from 30 January 2018 until 26 February 2018 and invite public submissions until 12 March 2018

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

i addressing any submissions made in respect of the proposed code

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

An AMENDMENT was moved by Councillor V Keenan and seconded by Councillor P Funnell

That Council defer consideration of the Council Meeting Structure until the February 2018 Ordinary Council meeting.

For the AMENDMENT	Against the AMENDMENT
Y Braid OAM	G Conkey OAM
P Funnell	R Kendall
D Hayes	D Tout
V Keenan
K Pascoe

The AMENDMENT on being put to the meeting was CARRIED and became the Motion.

18/005 RESOLVED:

On the Motion of Councillors V Keenan and P Funnell

That Council defer consideration of the Council Meeting Structure until the February 2018 Ordinary Council Meeting.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM	G Conkey OAM
P Funnell	R Kendall
D Hayes
V Keenan
K Pascoe
D Tout

PROCEDURAL MOTION - ENGLOBO

18/006 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That the standing orders be varied for the meeting as set out hereunder:

· Items where councillors wish to speak

· Items where no councillors wish to speak

· Confidential

· Matter of urgency

· Closure of Meeting

That RP-3, RP-6 to RP-8, RP-11, RP-13, M-1 to M-3 be adopted as recommended in the business papers.

CARRIED

closed COUNCIL

18/007 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That the Council now resolve itself into a Closed Council, the time being 7.08pm.

CARRIED

AT THIS STAGE OF THE MEETING THE PRESS AND PUBLIC GALLERY RETIRED FROM THE COUNCIL MEETING.

Councillor P Funnell vacated the chamber, the time being 7.08pm.

PROCEDURAL MOTION - CONFIDENTIAL ENGLOBO

18/008 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That the standing orders be varied for the meeting as set out hereunder:

· Items where councillors wish to speak

· Items where no councillors wish to speak

· Confidential

· Matter of urgency

· Closure of Meeting

That CONF-6 be adopted as recommended in the business papers.

CARRIED

Councillor P Funnell re-entered the chamber, the time being 7.09pm.

REVERSION TO OPEN COUNCIL

18/009 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That this meeting of the Closed Council revert to an Open meeting of Council, the time being 7.12pm.

CARRIED

REPORTS FROM STAFF

RP-1 DA17/0595 DEMOLITION OF EXISTING DWELLING, CONSTRUCTION OF MULTI DWELLING HOUSING AND COMMUNITY TITLE SUBDIVISION, 19 COCHRANE STREET KOORINGAL, LOT 134 DP 38519

18/010 RESOLVED:

On the Motion of Councillors D Hayes and D Tout

That Council approve DA17/0595 for Demolition of Existing Dwelling, Construction of Multi Dwelling Housing and Community Title Subdivision at 19 Cochrane Street, KOORINGAL NSW 2650 subject to the conditions outlined in the Section 79C Assessment Report for DA17/0595.

CARRIED

RECORD OF VOTING ON DEVELOPMENT OR PLANNING MATTERS - SECTION 375A(3) LOCAL GOVERNMENT ACT 1993

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-2 Anomalies Planning Proposal (PP2017/1) to Amend Wagga Wagga Local Environmental Plan 2010

Councillor K Pascoe declared a Pecuniary Interest and vacated the chamber, the time being 7:17pm.

Councillor P Funnell declared a Pecuniary Interest and vacated the chamber, the time being 7:17pm.

18/011 RESOLVED:

On the Motion of Councillors D Hayes and R Kendall

That Council:

a receive and note the submissions made during the exhibition of the Planning Proposal

b support minor amendments to the original Planning Proposal as a result of the submissions received and as outlined in the report

c re-submit the Planning Proposal to the Department of Planning and Environment for Gateway Determination

d adopt the Planning Proposal to amend the Wagga Wagga Local Environmental Plan 2010 if no submissions are received during the second round of public consultation and use Council’s delegated authority to gazette the plan and notify the Department of Planning and Environment accordingly

e receive a further report if any submissions are received during the second round of public consultation

CARRIED

RECORD OF VOTING ON DEVELOPMENT OR PLANNING MATTERS - SECTION 375A(3) LOCAL GOVERNMENT ACT 1993

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
D Hayes
V Keenan
R Kendall
D Tout

Councillor P Funnell re-entered the chamber, the time being 7:24pm.

Councillor K Pascoe re-entered the chamber, the time being 7:24pm.

RP-3 Financial Performance Report as at 31 December 2017

18/012 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council:

a approve the proposed 2017/18 budget variations for the month ended 30 December 2017 and note the surplus budget position as presented in this report

c note details of the external investments as at 31 December 2017 in accordance with section 625 of the Local Government Act

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-4 2018 Australian Local Government Women's Association Annual Conference

18/013 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That Council:

a consider Council representation at the 2018 Annual Australian Local Government Women’s Association (ALGWA) Conference to be held from Thursday 15 March to Saturday 17 March 2018 in Gundagai

b appoint one Councillor as Council’s delegate to attend the ALGWA Conference

CARRIED

Councillor V Keenan nominated Councillor Y Braid.

Councillor Y Braid accepted the nomination.

Councillor Y Braid was duly elected to be Council’s delegate to attend the Annual Australian Local Government Women’s Association ALGWA Conference.

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-5 Youth Engagement Consultation Report

18/014 RESOLVED:

On the Motion of Councillors D Hayes and D Tout

That Council:

a note the findings and recommendations of the youth engagement consultation

b support in principle the establishment of a consultative framework with young people through the development of a suite of social media and digital youth platforms as referenced in the body of this report and subject to the 2018/19 business planning process

c consider the implementation costs of b above as part of the 2018/19 business planning and LTFP budget process

d support in principle the establishment of a new category in the annual grants program of $15,000 for youth run initiatives across the city and consider this new funding category as part of the 2018/19 business planning and LTFP budget process

e continue the Mayoral school leaders breakfast meetings twice per calendar year

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-6 RESPONSE TO NOTICE OF MOTION - LIVESTOCK MARKETING CENTRE AND HEAVY VEHICLE ACCESS

18/015 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council:

a note that the Wagga Wagga Livestock Marketing Centre (LMC) has the capability to accommodate back-in loading for B-triple combinations on several of the LMC site ramps

b note that the LMC Strategic Master and Asset Management Plans remain current and up to date

c approve the installation of additional signage on ramps which are suitable for B-triple combination vehicles, funded from within the LMC’s existing operational budget

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-7 POLICY 029 - ASBESTOS POLICY

18/016 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council:

a endorse the draft POL 029 Asbestos Policy, for public exhibition for a period of 28 days from 30 January 2018 to 26 February 2018 and invites public submissions on the draft Policy until 12 March 2018

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

i addressing any submissions made in respect of the proposed policy

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

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-8 POL 053 Corporate Purchase Card Policy

18/017 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council:

a note that there were no submissions received during the exhibition period for POL 053 Corporate Purchase Card Policy

b adopts the POL 053 Corporate Purchase Card Policy including the minor amendments as outlined

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-9 Reinstatement of Airport Fees and Charges was moved forward for the public discussion forum.

RP-10 AIRPORT BAY 4 EMERGENCY REPAIRS was moved forward for the public discussion forum.

RP-11 RENEWAL OF COMMUNITY, CULTURAL AND SPORTING AGREEMENTS

18/018 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council:

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

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

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-12 Audit, Risk and Improvement Committee Charter

A Motion was moved by Councillors D Tout and R Kendall

That Council adopts the revised Audit, Risk and Improvement Committee Charter.

An AMENDMENT was moved by Councillor D Hayes and seconded by Councillor V Keenan

That Council adopts the revised Audit, Risk and Improvement Committee Charter with the following amendments:

(i) revert the Charter to maintain the current practice of the committee voting on the chair and deputy chair rather than them being recommended by an Assessment Panel

(ii) remove the wording “and review and concur in the appointment, replacement and dismissal of the Chief Audit Executive” on page 9

(iii) remove the dot point “At least once per year, review the performance of the Chief Audit Executive.” on page 9

(iv) re-insert the dot point “Periodically review the performance of Internal Audit” on page 10

Councillor D Tout signalled a FORSHADOWED AMENDMENT to the Mayor

For the AMENDMENT	Against the AMENDMENT
G Conkey OAM	Y Braid OAM
D Hayes	P Funnell
V Keenan	K Pascoe
R Kendall	D Tout
With the votes tied four votes each The Mayor, Councillor G Conkey OAM used his casting vote for the AMENDMENT, which was CARRIED and became the MOTION.

An AMENDMENT was moved by Councillor D Tout and seconded by Councillor P Funnell

That Council:

a defer adoption of the Audit, Risk and Improvement Committee Charter

b refer alternate resolution back to the Committee for consideration

c receive a further amended charter for further consideration

For the AMENDMENT	Against the AMENDMENT
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

The AMENDMENT on being put to the Meeting was CARRIED and became the Motion.

18/019 RESOLVED:

On the Motion of Councillors D Tout and P Funnell

That Council:

a defer adoption of the Audit, Risk and Improvement Committee Charter

b refer alternate resolution back to the Committee for consideration

c receive a further amended charter for further consideration

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

RP-13 Responses to Questions/Business with Notice

18/020 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council receive and note this report.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

COMMITTEE MINUTES

M-1 Riverina Regional Library Advisory Committee Meeting - 8 November 2017

18/021 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council receive the minutes of the Riverina Regional Library Advisory Committee Meeting held on 8 November 2017.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

M-2 Floodplain Risk Management Advisory Committee Minutes - 12 December 2017

18/022 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council receive the minutes of the Floodplain Risk Management Advisory Committee Meeting held on 12 December 2017.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

M-3 Audit, Risk and Improvement Committee Minutes - 14 December 2017

18/023 RESOLVED:

On the Motion of Councillors R Kendall and D Hayes

That Council endorses the recommendations contained in the minutes of the Audit, Risk and Improvement Committee Meeting held on 14 December 2017.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

closed COUNCIL

Recommendation

That the Council now resolve itself into a Closed Council, the time being 7.59pm.

AT THIS STAGE OF THE MEETING THE PRESS AND PUBLIC GALLERY RETIRED FROM THE COUNCIL MEETING.

At this stage of the Meeting, all staff, excluding the minute takers vacated the chamber, the time being 8.02pm.

CONFIDENTIAL MAYORAL MINUTE

CONFMM-1 CONFIDENTIAL MAYORAL MINUTE – GENERAL MANAGER’S PERFORMANCE REVIEW PROCESS

18/024 RESOLVED:

On the Motion of Councillors V Keenan and P Funnell

That Council:

a appoint the Mayor, Deputy Mayor, three Councillors and an alternate Councillor to the General Manager’s Performance Review Committee (GMPRC)

b endorse that all members of the GMPRC undertake training and offer training to all Councillors in line with the Guidelines for the Appointment and Oversight of General Managers from the Office of Local Government (OLG)

c appoint Terrey Kiss (through Blackadder Associates) to facilitate the General Manager’s performance review process and conduct the necessary training outlined in part (b) of this resolution

CARRIED

Councillors V Keenan, Y Braid and R Kendall were duly elected to the General Manager’s Performance Review Committee and Councillor D Hayes as the Alternate member to the General Manager’s Performance Review Committee.

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

All staff re-entered the chamber, the time being 8.14pm

CONFIDENTIAL REPORTS

CONF-1 CODE OF CONDUCT - CONDUCT REVIEW PANEL

18/025 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That Council call for Expression of Interest for membership on Council’s Panel of Conduct Reviewers.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

CONF-2 Major Events, Festivals and Films Sponsorship Applications

Councillor K Pascoe declared a Pecuniary Interest and vacated the chamber, the time being 8:17pm.

18/026 RESOLVED:

On the Motion of Councillors V Keenan and D Hayes

That Council:

a authorise the General Manager or their delegate to enter into an agreement to sponsor Food I Am’s event (Let’s Eat event) to the amount of $15,000 to be committed from the 2017/18 Major Events Sponsorship budget

b hold a strategic workshop with Councillors to explore the priorities of Tourism and Events

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
D Tout

Councillor K Pascoe re-entered the chamber, the time being 8:30pm.

CONF-3 RFT2018/13 FOOTPATH CONSTRUCTION CONNECTIVITY

18/027 RESOLVED:

On the Motion of Councillors P Funnell and D Hayes

That Council:

a accept the tender of S & K Kenyon Pty Ltd (ABN: 61 001 592 909) for the construction of footpaths in the lump sum amount of $402,691 excluding GST

b authorise the General Manager or their delegate to enter into a contract with S & K Kenyon Pty Ltd (ABN: 61 001 592 909) for the construction of footpaths

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

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

CONF-4 RFT2018/02 CONSTRUCTION OF A CAR PARK AND AMENITIES FACILITY LIVESTOCK MARKETING CENTRE (LMC)

18/028 RESOLVED:

On the Motion of Councillors P Funnell and R Kendall

That Council:

a accept the tender of BMD Constructions Pty Limited (ABN: 59 010 126 100) for the construction of a carpark and toilet facility at the LMC in the lump sum amount of $887,794.15 excluding GST

b authorise the General Manager or their delegate to enter into a contract with BMD Constructions Pty Limited (ABN: 59 010 126 100) for the construction of a of a carpark and toilet facility at the LMC

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

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

CONF-5 RFT2018/15 OASIS TILE REMEDIATION

18/029 RESOLVED:

On the Motion of Councillors D Hayes and D Tout

That Council:

a in accordance with clause 178(1)(b) of the Local Government (General) Regulation 2005 (LG Regulation), decline to accept any of the tenders submitted in response to the RFT

b in accordance with 178(3)(e) of the Local Government Regulation, authorise the General Manager or their delegate to enter into direct negotiations with any person with a view to entering into a contract in relation to the subject matter of the RFT

c note that the reason for declining to invite fresh tenders or applications is that it is not expected that further market testing will provide a more satisfactory result

d note that the reason for entering into negotiations is that the evaluation identified both submissions to be non-conforming tenders

e authorise the General Manager or their delegate subject to successful negotiations to enter into contracts in relation to the subject matter of the RFT

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

CONF-6 RFQ2018/516 Supply of Two 4WD Tractors with Loader and 4-in1 Bucket

18/030 RESOLVED:

On the Motion of Councillors D Hayes and V Keenan

That Council:

a accept the offer of Massey Ferguson/Iseki/Fendt Agco Australia Pty Ltd for the amount of $232,000 excluding GST

b authorise the General Manager or their delegate to enter into a contract with Massey Ferguson/Iseki/Fendt Agco Australia Pty Ltd for the supply of two 4WD Tractors with Loader and 4-in-1 Bucket.

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

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

CONF-7 RFQ2018/517 Supply of Three 4WD Tractors

18/031 RESOLVED:

On the Motion of Councillors P Funnell and D Tout

That Council defer consideration of RFQ2018/517 Supply of Three 4WD Tractors to the February 2018 Council meeting.

CARRIED

RECORD OF VOTING ON THE MOTION

For the Motion	Against the Motion
Y Braid OAM
G Conkey OAM
P Funnell
D Hayes
V Keenan
R Kendall
K Pascoe
D Tout

Reversion to open COUNCIL

18/032 RESOLVED:

On the Motion of Councillors K Pascoe and D Hayes

That this meeting of the Closed Council revert to an open meeting of the Council, the time being 9.11pm.

CARRIED

QUESTIONS/BUSINESS WITH NOTICE

The following Question/Business with Notice will be addressed in the next available Business paper.

1. Councillor V Keenan requested an update on what actions Council have implemented on River Safety after her Notice of Motion at the January 2017 Ordinary Council Meeting and the subsequent report at the December 2017 Ordinary Council Meeting. She would also like to pass on her condolences to the family and friends regarding the recent drowning at the Wagga Wagga Beach.

The following statements were addressed at the meeting.

2. Councillor R Kendall thanked the Audit, Risk and Improvement Committee for his Leave of Absence for the Committee meeting to be held in February 2018.

3. The Mayor, Councillor G Conkey OAM wished everyone a Happy New Year

4. Councillor P Funnell thanked staff for work relating to report on Livestock Marketing Centre and heavy vehicle access.

THIS COMPLETED THE BUSINESS OF THE COUNCIL MEETING WHICH ROSE AT 9.21pm.

…………………………………………………..

MAYOR

Applicant	Strawbird Pty Ltd. The ASIC company extract from November 2017 lists the following three Directors: Glenn Maslin Simon Allsopp Richard Allsopp
Owner	Strawbird Pty Ltd. The ASIC company extract from November 2017 lists the following three Directors: Glenn Maslin Simon Allsopp Richard Allsopp
Development Cost	$1,945,000
Development Description	Multi-Dwelling Housing - 11 x two storey dwellings with community title subdivision

1.	DA17/0754 - Section 79c Report - Provided under separate cover
2 .	DA17/0754 - Site Layout - Provided under separate cover
3 .	DA17/0754 - Floor Plans - Provided under separate cover
4 .	DA17/0754 - Elevations - Provided under separate cover

Milestone	Start Date	Completion Date
Accept funding		26 February 2018
Project development - Engagement - INSW Framework	4 February 2018	29 June 2018
Gateway Assessment	3 July 2018	31 August 2018
Procurement - Design and Construction	3 September 2018	26 November 2018
Contractor lead time	27 November 2018	1 February 2019
Design and Construction (Contractors Schedule)	4 February 2019	17 April 2020
Practical Completion		20 April 2020
Time Contingency	21 April 2020	29 May 2020
All invoices to RMS		30 June 2020

Current Purpose	Additional Purpose	Comment
Public recreation or conservation, athletic sports ground, cricket ground, racecourse	Public or community building or facility	Reflects the current use of the Raceview Tennis clubhouse as a community building. Promotes additional community uses and multi-use of the site.

Role	Payment per meeting attended
Chairperson	$500
Independent Committee Member	$400

1 ⇩.	Funding Offer
2 ⇩.	Active Travel Plan – Provided under separate cover

1 ⇩.	Wagga Rugby League Letter
2 ⇩.	Harris Park Master Plan
3 ⇩.	Harris Park Implementation Plan