Ordinary Meeting of Council

 

 

 

To be held on
Monday
26 November 2018

AT 6.00pm

 

 

 

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

 

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

In pursuance of the provisions of the Local Government Act, 1993 and the Regulations there under, notice is hereby given that an Ordinary Meeting of the Council of the City of Wagga Wagga will be held in the Council Chamber, Civic Centre, Corner Baylis and Morrow Streets, Wagga Wagga, on Monday 26 November 2018 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 Peter Thompson

General Manager

 

 

 

 

 

 

 

QUORUM

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

COUNCIL MEETING ROOM

 

 

 

 

Ordinary Meeting of Council AGENDA AND BUSINESS PAPER

Monday 26 November 2018

ORDER OF BUSINESS:

CLAUSE               PRECIS                                                                                            PAGE

PRAYER                                                                                                                       3

ACKNOWLEDGEMENT OF COUNTRY                                                                          3

APOLOGIES                                                                                                                 3

CONFIRMATIONS OF MINUTES

CM-1           ORDINARY COUNCIL MEETING - 12 NOVEMBER 2018                             3

DECLARATIONS OF INTEREST                                                                                    3

PRESENTATIONS

TIDY TOWNS

NSW AUDIT OFFICE – AUDITED FINANCIAL STATEMENTS

MAYORAL MINUTES

MM-1           MAYORAL MINUTE - SAVE OUR RECYCLING CAMPAIGN                        4  

Councillor Report

CR-1            COUNCILLOR REPORT - DESTINATION NSW STAKEHOLDER FUNCTION        7

CR-2            LOCAL GOVERNMENT ASSOCIATION CONFERENCE REPORT               9

Reports from Staff

RP-1            Presentation from Council's external Auditors - NSW Audit Office on the 2017/18 Financial Statements                                            11

RP-2            Financial Performance Report as at 31 October 2018           22

RP-3            CANBERRA REGION JOINT ORGANISATION (CRJO)                             42

RP-4            Council Meeting Schedule 2019                                                      46

RP-5            COMPLAINT HANDLING                                                                          52

RP-6            Draft Planning Proposal LEP18/0008 with Council addendum - reduction to minimum lot size control to Lots 35 - 40 DP 1062621 and Lots 1 - 4, 6 DP 1127328 on Manuka Road and Dandaloo Road, Lake Albert                                                                                                   56

RP-7            PROPOSED APEX BIKE FACILITY AT APEX PARK - LAKE ALBERT      75

RP-8            Draft Wagga Wagga Local Infrastructure Contributions Plan 2018                                                                                                         80

RP-9            Disabled Access to Waterways                                                    87

RP-10          WAGGA WAGGA INLAND WATER SAFETY MANAGEMENT PLAN         94

 

RP-11          Sporting Hall of Fame                                                                     98

RP-12          Parramore Park Car Park resurfacing                                   103

RP-13          PROPOSED UPDATE TO COUNCIL'S 2018/19 FEES AND CHARGES - WASTE SERVICES                                                                                              105

RP-14          Proposed Mobile Food Vending Trial                                        116  

Committee Minutes

M-1              RIVERINA REGIONAL LIBRARY ADVISORY COMMITTEE MEETING - 31 OCTOBER 2018                                                                                      134

M-2              Audit, Risk and Improvement Committee Minutes - 9 November 2018                                                                                                               141   

QUESTIONS/BUSINESS WITH NOTICE                                                                     153

Confidential Reports

CONF-1       Consideration of RFQ2018-556 Supply of One 4WD Tractor & RFQ2018-557 Supply of One Rotary Multi Deck Mower                           154

CONF-2       RFT2018-25 EUNONY BRIDGE STRENGTHENING & WIDENING            155

CONF-3       Major Event Sponsorship Report                                              156

CONF-4       RFQ2017/529 - Densely Graded Asphalt Supply & Lay              157  

 

PRAYER

 

 

ACKNOWLEDGEMENT OF COUNTRY

 

 

APOLOGIES

 

 

Confirmation of Minutes

CM-1              ORDINARY COUNCIL MEETING - 12 NOVEMBER 2018       

 

Recommendation That the Minutes of the proceedings of the Ordinary Council Meeting held on 12 November 2018 be confirmed as a true and accurate record.

 

Attachments  

1⇩.

Ordinary Council Meeting - Minutes - 12 November 2018

158

 

DECLARATIONS OF INTEREST

 

 

PRESENTATIONS

 

·                Presentation to Wagga Wagga City Council - Tidy Towns Sustainable Communities Committee from the Tidy Towns Chairperson

 

·                Presentation from NSW Audit Office regarding RP-1 - PRESENTATION FROM COUNCIL'S EXTERNAL AUDITORS - NSW AUDIT OFFICE ON THE 2017/18 FINANCIAL STATEMENTS

 

 

Mayoral Minute

MM-1              MAYORAL MINUTE - SAVE OUR RECYCLING CAMPAIGN

 

Analysis:

Certain licensed waste facilities in NSW are required to pay a contribution to the NSW Government for each tonne of waste received at the facility (referred to as the 'Waste Levy'). The purpose of this motion is to support the ‘Save Our Recycling’ campaign, which is advocating for 100% of the revenue collected from the levy to be reinvested into waste minimisation, recycling and resource recovery.

 

 

Recommendation That Council: a       endorse the Local Government NSW (LGNSW) campaign, Save Our Recycling, to realise the reinvestment of a 100% of the Waste Levy collected each year by the NSW Government in waste minimisation, recycling and resource recovery b       make representation to the local State Member, Dr Joe McGirr, in support of this campaign objective - for the NSW Government to commit to reinvest 100% of the Waste Levy in waste minimisation, recycling and resource recovery c        make representation to all candidates leading up to the NSW State election scheduled for March 2019 seeking support for the Save Our Recycling campaign d       write to the Premier, the Hon Gladys Berejiklian MP, the Opposition Leader, the Hon Michael Daley MP, the Minister for Local Government and the Minister for the Environment, the Hon Gabrielle Upton MP, and the Shadow Minister for the Environment and Heritage, Penny Sharpe MLC, seeking bipartisan support for the 100% reinvestment of the Waste Levy collected each year into waste minimisation, recycling and resource recovery e       take a lead role in activating the LGNSW Save Our Recycling campaign locally f        endorse the distribution and display of the LGNSW Save Our Recycling information on Council premises, as well as involvement in any actions arising from the initiative g       formally advise LGNSW that Council has endorsed the Save Our Recycling advocacy initiative

 

I am calling on Councillors to support Local Government NSW (LGNSW) in its advocacy to all those contesting the State election to reinvest 100% of the Waste Levy collected each year into waste management, recycling and resource recovery in NSW.

 

The Protection of the Environment Operations Act 1997 (POEO Act) requires certain licensed waste facilities in NSW to pay a contribution to the NSW Government for each tonne of waste received at the facility. Referred to as the 'Waste Levy', the contribution aims to reduce the amount of waste being landfilled and promote recycling and resource recovery.

 

 

The Waste Levy applies in the regulated area of NSW which comprises the Sydney metropolitan area, the Illawarra and Hunter regions, the central and north coast local government areas to the Queensland border as well as the Blue Mountains, Wingecarribee and Wollondilly local government areas.

 

In 2016/17, the NSW Government collected $726 million from local government, community, businesses and industry via the Waste Levy, but only committed to use $72 million through its Waste Less Recycle More initiative – or 10% - on waste minimisation and recycling in 2017-18.

 

Overall the NSW Government’s Waste Less Recycle More initiative allocates $801 million over 8 years (2013-2021) to waste and recycling, however the Waste Levy collected over that same period will be over $4.62 billion.

 

At a local government level, just 18% of the $300 million collected from the local government sector each year is reinvested in recycling and waste management.

 

Regardless of how you look at it, the principle remains the same – very little of the Waste Levy is currently used to support waste minimisation, recycling and resource recovery. The remainder is returned to NSW Government’s consolidated revenue.

 

The reinvestment of the Waste Levy to support waste and resource recovery infrastructure, develop markets and innovative solutions, and undertake other initiatives to encourage reuse and recycling also offers wide-ranging benefits to our communities right across NSW. There is the potential for economic growth, new infrastructure, new technology and new jobs, particularly in our regional areas.

 

It should be noted that the following motion was unanimously endorsed at the LGNSW 2018 Conference:

 

That the NSW Government be called upon to ensure that 100% of the levy arising from Section 88 of the Protection of the Environment Operations Act 1997 be used for waste infrastructure and programs, predominantly by local government and the waste sector, for initiatives such as:

 

·    Development of regional and region-specific solutions for sustainable waste management (e.g. soft plastic recycling facilities, green waste, waste to energy).

·    Support innovative solutions to reduce waste and waste transport requirements.

·    Protect existing and identify new waste management locations.

·    Local community waste recovery and repair facilities.

·    Funding a wider range of sustainability initiatives, such as marketing and strategies that promote and support a circular economy.

 

As previously noted, this is not a party-political issue: the advocacy initiative calls on all parties and candidates to commit to the 100% hypothecation of the Waste Levy to the purpose for which it is collected.

 

I am recommending that we support this campaign by the NSW local government sector and LGNSW and call on all political parties to commit to the reinvestment of 100% of the Waste Levy collected each year by the NSW Government into waste management, recycling and resource recovery.

N/A

 

 

Councillor Report

CR-1              COUNCILLOR REPORT - DESTINATION NSW STAKEHOLDER FUNCTION

Author:          Councillor Dan Hayes

                        Councillor Vanessa Keenan

 

Recommendation That Council receive and note the report.

 

On 25 October 2018, Councillors Keenan and Hayes attended a two-hour stakeholder function hosted by Destination NSW, the State Government’s Tourism and Major Events Agency.

 

This event brought together local government representatives, local business and tourism operators to meet the Destination NSW Board.

 

During the event John Warn, Chairman of Destination NSW spoke briefly about the increasing visitation to regional NSW destinations and the growth and development of tourism in the Riverina Murray region.

 

During smaller discussions, the board members raised the opportunities that exist with Canberra as it is Wagga’s closest capital city with our closest international airport. This is reflective of discussions that have taken place internally within Wagga Wagga City Council not just with tourism and events but in other areas too. The Destination NSW Chairman is planning on meeting with Canberra Government representatives for further discussions about these opportunities.

 

This function highlighted the importance of strong linkages with Canberra that Wagga Wagga City Council should continue to build upon via all options available as well as the establishment and fostering of networks within our region. These linkages should include relationships, transport connections and promotions.

 

The opportunity for business to business relationships to develop through value adding to each other’s product offerings was also evident in conversations with many of the operators in attendance.

 

Wagga Wagga City Council should continue to be acutely aware of the machinations of Destination NSW to embrace possible new opportunities and link in with future planning.

 

N/A

POL 025 Payment of Expenses and Provision of Facilities to Councillors

 

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We have leaders that represent us

 

N/A

N/A

 

 

 

CR-2              LOCAL GOVERNMENT ASSOCIATION CONFERENCE REPORT

Author:          Councillor Greg Conkey OAM

 

Recommendation That Council receive and note the report.

 

The LGNSW’s Annual Conference was held in Albury from October 21-23.

 

Wagga Wagga City Council was represented by the Mayor, Cr Greg Conkey OAM, Deputy Mayor, Cr Dallas Tout, Cr Rod Kendall (who is also on the Board of LGNSW) and Cr Vanessa Keenan while Cr Yvonne Braid attended as a member of the Riverina Water Board.

 

The official guests at the Conference included the Premier, Gladys Berejiklian (who attended the Welcome Ceremony on the Sunday night), the Minister for Local Government, Gabrielle Upton (who stayed and answered a few questions), the Federal Minister for Local Government, Bridget McKenzie, the Federal Shadow Minister for Local Government, Stephen Jones and the State Shadow Minister for Local Government, Peter Primrose (who stayed for the whole conference).

 

More than 100 motions were debated on the Monday of the conference.

 

Three motions put by Council were adopted.

 

They included urging the State Government to allocate some of the funding from the sale of Snowy Hydro to asset maintenance; urging the State Government to include lay down facilities for adults with disabilities along major highways; and calling on the State Government to review its decision to pass on the responsibility for payment of damages in addition to compensation where a native title claim is determined in favour of a native title interest. Another motion calling for a review of newspaper advertising was lost.

 

Some of the other motions passed included:

 

·    Calling for additional drought policies and relief packages;

·    Lobbying for increasing the number  of slots for regional air services into Kingsford Smith International Airport;

·    Encouraging the NSW Government to support and fund the Southern Lights Project;

·    Calling on the State Government to ensure that 100% of all waste levy revenues be returned to councils to fund waste and recycling initiatives;

·    Place the highest priority over the next 12 months to work with all governments to progress development of sustainable, long term solutions to the current recycling crisis;

·    Calling on the NSW Government to deliver their climate change policy framework and develop programs with tangible outcomes to meet the aspirational long-term objectives of achieving net-zero emissions by 2050;

·    Continue to lobby the NSW Government for a sustainable funding model for libraries;

·    Review the remuneration paid to mayors and councillors in order to make the case for increased remuneration and conditions;

·    Seeking ongoing funding for Jos.

 

N/A

POL 113 Councillor Training and Development Policy

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We have leaders that represent us

 

N/A

N/A

 

 

 

  

  

 

Reports from Staff

RP-1               Presentation from Council's external Auditors - NSW Audit Office on the 2017/18 Financial Statements

Author:          Carolyn Rodney 

Director:       Natalie Te Pohe

 

Analysis:

Council resolved to sign the 2017/18 Financial Statements at the 29 October 2018 Council Meeting, enabling Council officers to lodge the financial statements with the Office of Local Government (OLG) prior to the 31 October 2018 due date.   Council’s external auditors, NSW Audit Office have completed their Auditor’s Report, and have provided this to Council for their information. Representatives from NSW Audit Office will be presenting to Council at this meeting.

 

 

Recommendation That Council: a       note that no public submissions were received regarding the draft Financial Statements for the year ended 30 June 2018 b       receive the Audited Financial Statement, together with the Auditor’s Reports on the Financial Statements for the year ended 30 June 2018 c        receive a presentation from Council’s external auditors, NSW Audit Office

 

The Audit Reports for the 2017/18 Financial Statements have now been received and are presented in accordance with section 419 (1) of the Local Government Act 1993.

 

Representatives from Council’s external auditors, NSW Audit Office will be making a presentation on the 2017/18 Financial Statements and will be available to answer any questions from Councillors.

 

Council has provided public notice that the Financial Statements and Auditor’s Reports will be presented at this meeting in accordance with section 418 (3) of the Local Government Act 1993 and has invited public submissions on the audited financial statements, of which no submissions were received.

The 2017/18 financial statements show total income from continuing operations of $146.8M, total expenses from continuing operations of $124.7M, resulting in a preliminary net operating surplus of $22.1M (including capital grants and contributions). The 2016/17 financial year resulted in a net operating surplus of $32.6M, with the main difference in the reduced net result attributable to a reduction in grants and contributions.

 

 

As of 30 June 2018 Council held $36.8M in internal reserves, an increase of $1.1M on the previous year. The major internally restricted reserves Council holds are:

 

Reserve Name	30 June 2018 Balance	30 June 2017 Balance	Increase/ (Decrease) from prior year*
Plant and Vehicle Replacement	$3.935M	$5.894M	($1.959M)
Employees Leave Entitlements	$3.323M	$3.185M	$138K
Fit for the Future	$5.340M	$3.033M	$2.307M
Grant Commission	$5.199M	$4.957M	$242K

 

*Notes on Increases/(Decreases)

 

·        Plant and Vehicle Replacement Reserve – Council experienced delays in fulfilling their plant replacement program during the 2016/17 financial year, and were able to catch up some of the backlog in replacement during the 2017/18 financial year.

 

·        Fit for the Future Reserve – an additional $2.3M has been transferred to this reserve, bringing the balance up to $5.340M. Council’s Fit for the Future submission notes an annual target of identifying efficiencies of $800K to be spent on asset renewals. A detailed program of priority works will be established during the 2018/19 financial year.

 

Grant Commission Reserve – $5.199M received for the prepayment of the Financial Assistance Grant relating to the 2018/19 financial year. This prepayment occurred in the 2016/17 financial year also.

 

Local Government Act 1993- Section 413 - Preparation of Financial Reports

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

The NSW Audit Office will provide Council with a final Management Letter by 30 November 2018, with the Interim Management Letter previously discussed at the 10 August 2018 Audit, Risk and Improvement Committee Meeting. The Interim Management Letter identified five issues with two rating as Moderate and three rated as Low. Council officers will undertake the actions that will be identified in the final Management responses.

 

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 and presented the draft Financial Statements in detail to the Audit, Risk and Improvement Committee at the 11 October 2018 Committee meeting.

 

 

1.	WWCC - 2017/18 Financial Statements - Provided under separate cover
2⇩.	Report on the Conduct of the Audit - NSW Audit Office

 

 

 

 

 

 

 

 

 

 

 

 

RP-2               Financial Performance Report as at 31 October 2018

Author:          Carolyn Rodney 

Director:       Natalie Te Pohe          

 

Analysis:

This report is for Council to consider and approve the proposed 2018/19 budget variations required to manage the 2018/19 budget and Long Term Financial Plan, and details Council’s external investments and performance as at 31 October 2018.

 

 

Recommendation That Council: a       approve the proposed 2018/19 budget variations for the month ended 31 October 2018 and note the balanced budget position as presented in this report b       provide financial assistance of the following amounts in accordance with Section 356 of the Local Government Act 1993: i)       Toy Run (Combined Riders Wagga Wagga )                          $        327.00 ii)      Ashmont Baptist Church                                                            $          90.00 iii)     Wagga Wagga Seventh Day Adventist Church                     $        408.50 c        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 d       note details of the external investments as at 31 October 2018 in accordance with section 625 of the Local Government Act 1993

 

Wagga Wagga City Council (Council) forecasts a balanced budget position as at 31 October 2018. Proposed 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 October, when compared to budget. This is a result of a larger than expected portfolio balance as well as better than expected interest rates.

 

Key Performance Indicators

 

 

OPERATING INCOME

Total operating income is 32% of approved budget, which is tracking only slightly below budget for the end of October (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 69%.

 

OPERATING EXPENSES

Total operating expenditure is 34% of approved budget and is tracking only slightly over budget for the full financial year.

 

CAPITAL INCOME

Total capital income is 11% 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. This income also includes the sale of property, plant and equipment.

 

CAPITAL EXPENDITURE

Total capital expenditure including commitments is 18% of approved budget.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Budget Result - Surplus/(Deficit)	$’000s
Original 2018/19 Budget Result as adopted by Council Total Budget Variations approved to date Budget variations for October 2018	$0 $0 $0
Proposed revised budget result for 31 October 2018	$0

 

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

 

 

 

 

Current Restrictions

 

RESERVES SUMMARY
31 OCTOBER 2018
	CLOSING BALANCE 2017/18	ADOPTED RESERVE TRANSFERS 2018/19	BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 12.11.18	PROPOSED CHANGES for Council Resolution	REVISED BALANCE
Externally Restricted
Developer Contributions - Sect 7.11	(19,959,750)	7,405,683	2,050,333		(10,503,733)
Developer Contributions - Sect 7.12	(465,272)	358,500	112,629		5,857
Developer Contributions – S/Water DSP S64	(5,478,298)	500,000	46,347	50,000	(4,881,951)
Sewer Fund	(26,204,212)	4,267,364	2,638,508		(19,298,341)
Solid Waste	(20,184,154)	9,600,364	1,155,611		(9,428,179)
Specific Purpose Grants	(3,519,384)	0	3,519,384		0
SRV Levee	(2,847,382)	1,807,667	892,802		(146,914)
Stormwater Levy	(3,167,296)	162,032	102,841		(2,902,423)
Total Externally Restricted	(81,825,747)	24,101,610	10,518,454	50,000	(47,155,683)
Internally Restricted
Airport	(63,685)	(158,452)	(258,356)		(552,913)
Art Gallery	(49,209)	13,262	0		(35,947)
Ashmont Community Facility	(6,000)	(1,500)	0		(7,500)
Bridge Replacement	(201,972)	(100,000)	0		(301,972)
CBD Carparking Facilities	(863,695)	160,302	31,400		(652,592)
CCTV	(74,476)	(10,000)	0		(84,476)
Cemetery Perpetual	(65,479)	(129,379)	0		(142,900)
Cemetery	(452,507)	420	(1,191)		(312,506)
Civic Theatre Operating	0	(55,000)	55,000		0
Civic Theatre Technical Infrastructure	(92,585)	(50,000)	0		(137,675)
Civil Projects	(155,883)	0	0		(155,883)
Community Amenities	(76,763)	0	0		(76,763)
Community Works	(61,888)	(59,720)	0		(121,608)
Council Election	(255,952)	(76,333)	5,000		(327,285)
Emergency Events	(220,160)	0	0		(191,160)
Employee Leave Entitlements	(3,322,780)	0	0		(3,322,780)
Environmental Conservation	(131,351)	20,295	0		(111,056)
Estella Community Centre	(230,992)	178,519	0		(52,473)
Event Attraction Reserve	0	0	(4,421)		(4,421)
Family Day Care	(320,364)	75,366	(1,556)		(246,555)
Fit for the Future	(5,340,222)	4,444,014	(200,000)		(234,345)
Generic Projects Saving	(1,056,917)	150,000	71,253		(791,611)
Glenfield Community Centre	(19,704)	(2,000)	0		(21,704)
Grants Commission	(5,199,163)	0	0		(5,199,163)
Grassroots Cricket	(70,992)	0	0		(70,992)
Gravel Pit Restoration	(767,509)	0	0		(767,509)

 

RESERVES SUMMARY
31 OCTOBER 2018
	CLOSING BALANCE 2017/18	ADOPTED RESERVE TRANSFERS 2018/19	BUDGET VARIATIONS APPROVED UP TO COUNCIL MEETING 12.11.18	PROPOSED CHANGES for Council Resolution	REVISED BALANCE
Gurwood Street Property	(50,454)	0	0		(50,454)
Information Services	(369,113)	77,858	35,000		(6,256)
Infrastructure Replacement	(193,634)	(68,109)	15,000		(246,743)
Insurance Variations	(28,644)	0	(71,603)		(100,246)
Internal Loans	(518,505)	(631,470)	650,137		(469,921)
Lake Albert Improvements	(62,349)	(21,563)	58,195		(19,858)
LEP Preparation	(3,895)	0	0		(2,545)
Livestock Marketing Centre	(5,724,767)	(1,146,762)	119,813		(5,773,270)
Museum Acquisitions	(39,378)	0	0		(39,378)
Oasis Building Renewal	(209,851)	(85,379)	0		(295,230)
Oasis Plant	(1,140,543)	390,000	100,000		(650,543)
Parks & Recreation Projects	(79,648)	49,500	0		(30,148)
Pedestrian River Crossing	(10,775)		0		0
Plant Replacement	(3,935,062)	253,958	13,000		(2,637,671)
Playground Equipment Replacement	(164,784)	69,494	0		(95,290)
Project Carryovers	(2,006,338)	402,808	0		(18,376)
Public Art	(208,754)	30,300	0		(113,457)
Robertson Oval Redevelopment	(92,151)	0	0		(92,151)
Senior Citizens Centre	(15,627)	(2,000)	0		(17,627)
Sister Cities	(36,328)	(10,000)	0		(46,328)
Stormwater Drainage	(180,242)	0	0		(158,242)
Strategic Real Property	(475,000)	401,305	(15,655)		(469,350)
Street Lighting Replacement	(74,755)	0	18,206		(56,549)
Subdivision Tree Planting	(582,108)	40,000	0		(542,108)
Sustainable Energy	(588,983)	95,000	220,873		(234,569)
Traffic Committee	(21,930)	0	20,138		(1,792)
Unexpended External Loans	(841,521)	0	0		0
Workers Compensation	(40,000)	0	(53,251)		(93,251)
Total Internally Restricted	(36,795,390)	4,244,732	806,981	0	(26,185,145)
Total Restricted	(118,621,137)	28,346,342	11,325,435	50,000	(73,340,828)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Section 356 Financial Assistance Requests

 

Three Section 356 financial assistance requests have been received for consideration at the 26 November 2018 Ordinary Council meeting.

 

It should be noted that in the last 12 months no grants or contributions have been provided to any of the three groups who have requested financial assistance in this current report.

 

Details of the current financial assistance requests are shown below:

 

·        Toy Run (Combined Riders of  Wagga Wagga)   $327

 

Pat Combs the 2018 Coordinator Toy Run Committee in his attached letter (Attachment 1) on behalf of the Combined Riders of Wagga Wagga has requested Council’s consideration to the waiving of the hire fees for the staging of their annual Toy Run to be held on the 1 December 2018.

 

Council’s adopted 2018/19 Delivery Plan and Operational Plan includes a financial assistance contribution of $118 to the Combined Riders of Wagga towards their Toy Run event (contribution hire rate is based on the event finishing at Bolton Park). In 2018, the group has advised they will be using the Wollundry Lagoon Precinct and Civic Theatre external toilets.

 

The cost for the hire of Civic Precinct area is $245 i.e. $127 more than the Bolton Park hire costs budgeted for.

 

It has also been identified that the Toy Run Event is usually supported by Council staff who volunteer their time driving two Council Vehicles on the Toy Run day to help collect toys during the run.

 

The running costs for the use of the two vehicles has been estimated at no more than $200 for the event.

 

In total, Council’s requested contribution for the 2018 December event with facility hire and plant, use is approximately $445. Given $118 has been approved by Council, an additional contribution of $327 is required for the 2018 Toy Run. 

 

The above request aligns with Council’s Strategic Plan: “Community Leadership and Collaboration – Outcome: We recognise we all have a role to play”.

 

·        Ashmont Baptist Church  $90

 

A member of the Ashmont Baptist Church has written to Council (Attachment 2) requesting Council’s consideration to the waiver of the fees of $90 for the use of Jack Mission Oval in Ashmont for Christmas Carols on the 14 December 2018.

 

The Christmas Carols are a free community event conducted by the church.

 

The above request aligns with Council’s Strategic Plan “Community Place and Identity – Outcome: Groups, programs and activities bring us together “.

 

 

 

·        Wagga Wagga Seventh Day Adventist Church $408.50

 

A member of the Wagga Wagga Seventh Day Adventist Church has written to Council (Attachment 3) requesting Council’s consideration to the waiver of the fees of $408.50 for the use of the Glenfield Community Centre to conduct 19 mental health and education program for community members in response to the effect of the ongoing drought.

 

The above request aligns with Council’s Strategic Plan “Safe and Healthy Community – Outcome: We have access to health and support services that cater for all our needs.

The Section 356 financial assistance budget for the 2018/19 financial year is $50,255.50, of which $41,689 is already committed in the adopted Delivery and Operational Plan 2018/19.

 

A balance of $3,184.50 is currently available for additional fee waiver requests received for the reminder of the year following financial assistance approved at the 29 October 2018 Council meeting.

 

Unallocated balance of S356 fee waiver financial assistance budget 2018/19	$3,184.50
Toy Run (Combined Riders of Wagga Wagga)   $327	($327.00)
Ashmont Baptist Church	($90.00)
·        Wagga Wagga Seventh Day Adventist Church $408.50	($408.50)
Total Section 356 Financial Assistance Requests – 29 October  2018 Council Meeting*	($825.50)
Balance of Section 356 fee waiver financial assistance budget for the remainder of the 2018/19 Financial Year	$2,359.00

 

 

 

Investment Summary as at 31 October 2018

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

 

Institution	Rating	Closing Balance Invested 30/09/2018 $	Closing Balance Invested 31/10/2018 $	October EOM Current Yield %	October EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
Short Term Deposits
AMP	A	2,000,000	2,000,000	2.95%	1.45%	1/06/2018	31/05/2019	12
AMP	A	1,000,000	1,000,000	2.95%	0.73%	5/06/2018	2/01/2019	7
Auswide	BBB-	2,000,000	0	0.00%	0.00%	5/10/2017	5/10/2018	12
Auswide	BBB-	1,000,000	0	0.00%	0.00%	16/10/2017	16/10/2018	12
Auswide	BBB-	2,000,000	2,000,000	2.70%	1.45%	5/12/2017	5/12/2018	12
Police Credit Union	NR	2,000,000	0	0.00%	0.00%	28/02/2018	29/10/2018	8
AMP	A	2,000,000	2,000,000	2.95%	1.45%	17/05/2018	13/11/2018	6
AMP	A	1,000,000	1,000,000	2.95%	0.73%	17/05/2018	17/05/2019	12
Police Credit Union	NR	2,000,000	2,000,000	2.86%	1.45%	28/05/2018	28/05/2019	12
AMP	A	2,000,000	2,000,000	2.95%	1.45%	29/05/2018	24/01/2019	8
Westpac	AA-	1,000,000	1,000,000	2.80%	0.73%	28/06/2018	28/06/2019	12
Australian Military Bank	NR	1,000,000	1,000,000	3.01%	0.73%	16/07/2018	16/07/2019	12
Suncorp-Metway	A+	2,000,000	2,000,000	2.65%	1.45%	31/08/2018	30/11/2018	3
Bankwest	AA-	2,000,000	2,000,000	2.76%	1.45%	31/08/2018	23/04/2019	8
NAB	AA-	1,000,000	1,000,000	2.65%	0.73%	7/09/2018	7/12/2018	3
Australian Military Bank	NR	1,000,000	1,000,000	2.86%	0.73%	7/09/2018	8/07/2019	10
Total Short Term Deposits		25,000,000	20,000,000	2.84%	14.52%
At Call Accounts
NAB	AA-	1,003,176	1,001,924	1.50%	0.73%	N/A	N/A	N/A
NAB	AA-	16,715,321	12,745,357	2.19%	9.25%	N/A	N/A	N/A
AMP	A	346	347	2.30%	0.00%	N/A	N/A	N/A
CBA	AA-	63	0	0.00%	0.00%	N/A	N/A	N/A
Total At Call Accounts		17,718,906	13,747,628	2.14%	9.98%
Medium Term Deposits
RaboBank	A+	1,000,000	1,000,000	3.16%	0.73%	5/06/2017	6/06/2022	60
ING Bank	A	3,000,000	3,000,000	2.75%	2.18%	24/08/2017	26/08/2019	24
ME Bank	BBB	2,000,000	2,000,000	4.28%	1.45%	2/09/2014	2/09/2019	60
Rabobank	A+	1,000,000	1,000,000	4.10%	0.73%	5/12/2014	5/12/2019	60
BOQ	BBB+	2,000,000	2,000,000	3.10%	1.45%	7/07/2017	7/07/2020	36
AMP	A	2,000,000	2,000,000	3.00%	1.45%	2/08/2018	3/02/2020	18
Newcastle Permanent	BBB	1,000,000	1,000,000	3.00%	0.73%	12/08/2016	12/08/2019	36
Rabobank	A+	1,000,000	1,000,000	3.20%	0.73%	25/08/2016	25/08/2021	60
Newcastle Permanent	BBB	1,000,000	1,000,000	3.00%	0.73%	31/08/2016	30/08/2019	36
Newcastle Permanent	BBB	2,000,000	2,000,000	3.00%	1.45%	10/02/2017	11/02/2019	24
Westpac	AA-	3,000,000	3,000,000	3.10%	2.18%	10/03/2017	10/03/2022	60
Auswide	BBB-	0	2,000,000	2.95%	1.45%	5/10/2018	6/10/2020	24
ING Bank	A	1,000,000	1,000,000	2.92%	0.73%	16/10/2017	16/10/2019	24
ING Bank	A	2,000,000	2,000,000	2.92%	1.45%	6/11/2017	6/11/2019	24
BOQ	BBB+	2,000,000	2,000,000	3.35%	1.45%	3/01/2018	4/01/2022	48
ING Bank	A	1,000,000	1,000,000	2.80%	0.73%	5/01/2018	6/01/2020	24
Institution	Rating	Closing Balance Invested 30/09/2018 $	Closing Balance Invested 31/10/2018 $	October EOM Current Yield %	October EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
Police Credit Union	NR	0	2,000,000	3.05%	1.45%	29/10/2018	29/10/2020	24
Australian Military Bank	NR	1,000,000	1,000,000	2.95%	0.73%	29/05/2018	29/05/2020	24
BOQ	BBB+	1,000,000	1,000,000	3.50%	0.73%	1/06/2018	1/06/2022	48
Westpac	AA-	2,000,000	2,000,000	3.02%	1.45%	28/06/2018	28/06/2021	36
Westpac	AA-	2,000,000	2,000,000	2.88%	1.45%	28/06/2018	29/06/2020	24
ING Bank	A	2,000,000	2,000,000	2.86%	1.45%	16/08/2018	17/08/2020	24
BOQ	BBB+	3,000,000	3,000,000	3.25%	2.18%	28/08/2018	29/08/2022	48
ING Bank	A	3,000,000	3,000,000	2.85%	2.18%	30/08/2018	14/09/2020	24
P&N Bank	BBB	0	1,000,000	3.10%	0.73%	16/10/2018	18/10/2021	36
Total Medium Term Deposits		39,000,000	44,000,000	3.10%	31.94%
Floating Rate Notes - Senior Debt
BOQ	BBB+	2,009,400	2,014,400	BBSW + 110	1.46%	5/08/2014	24/06/2019	58
Bendigo-Adelaide	BBB+	1,008,743	1,011,267	BBSW + 110	0.73%	18/08/2015	18/08/2020	60
Bendigo-Adelaide	BBB+	1,008,743	1,011,267	BBSW + 110	0.73%	28/09/2015	18/08/2020	59
Suncorp-Metway	A+	1,018,351	1,012,377	BBSW + 125	0.73%	20/10/2015	20/10/2020	60
Rabobank	A+	2,041,840	2,047,672	BBSW + 150	1.49%	4/03/2016	4/03/2021	60
Newcastle Permanent	BBB	1,004,034	1,006,577	BBSW + 160	0.73%	22/03/2016	22/03/2019	36
CUA	BBB	2,026,100	2,012,294	BBSW + 160	1.46%	1/04/2016	1/04/2019	36
ANZ	AA-	1,012,362	1,014,407	BBSW + 118	0.74%	7/04/2016	7/04/2021	60
Suncorp-Metway	A+	1,023,280	1,017,076	BBSW + 138	0.74%	21/04/2016	12/04/2021	60
AMP	A	1,012,232	1,014,427	BBSW + 135	0.74%	24/05/2016	24/05/2021	60
Westpac	AA-	1,014,761	1,016,926	BBSW + 117	0.74%	3/06/2016	3/06/2021	60
CBA	AA-	1,020,930	1,015,117	BBSW + 121	0.74%	12/07/2016	12/07/2021	60
ANZ	AA-	2,031,342	2,035,952	BBSW + 113	1.48%	16/08/2016	16/08/2021	60
BOQ	BBB+	1,517,613	1,509,566	BBSW + 117	1.10%	26/10/2016	26/10/2020	48
NAB	AA-	1,015,031	1,009,807	BBSW + 105	0.73%	21/10/2016	21/10/2021	60
Teachers Mutual	BBB	1,513,535	1,505,427	BBSW + 140	1.09%	28/10/2016	28/10/2019	36
Bendigo-Adelaide	BBB+	1,007,853	1,010,597	BBSW + 110	0.73%	21/11/2016	21/02/2020	39
Westpac	AA-	1,016,071	1,010,757	BBSW + 111	0.73%	7/02/2017	7/02/2022	60
ANZ	AA-	1,009,623	1,012,257	BBSW + 100	0.73%	7/03/2017	7/03/2022	60
CUA	BBB	753,782	755,840	BBSW + 130	0.55%	20/03/2017	20/03/2020	36
Heritage Bank	BBB+	604,976	601,925	BBSW + 130	0.44%	4/05/2017	4/05/2020	36
Teachers Mutual	BBB	1,005,493	1,008,347	BBSW + 142	0.73%	29/06/2017	29/06/2020	36
NAB	AA-	3,011,202	3,017,811	BBSW + 90	2.19%	5/07/2017	5/07/2022	60
Suncorp-Metway	A+	1,007,273	1,010,367	BBSW + 97	0.73%	16/08/2017	16/08/2022	60
Westpac	AA-	2,010,686	2,000,796	BBSW + 81	1.45%	30/10/2017	27/10/2022	60
ME Bank	BBB	1,509,245	1,501,692	BBSW + 125	1.09%	9/11/2017	9/11/2020	36
NAB	AA-	2,004,488	2,009,894	BBSW + 80	1.46%	10/11/2017	10/02/2023	63
ANZ	AA-	1,505,556	1,499,232	BBSW + 77	1.09%	18/01/2018	18/01/2023	60
Bendigo-Adelaide	BBB+	501,602	499,599	BBSW + 105	0.36%	25/01/2018	25/01/2023	60
Newcastle Permanent	BBB	1,504,266	1,496,127	BBSW + 140	1.09%	6/02/2018	6/02/2023	60
Westpac	AA-	2,001,968	2,007,814	BBSW + 83	1.46%	6/03/2018	6/03/2023	60
UBS	A+	2,005,088	2,011,394	BBSW + 90	1.46%	8/03/2018	8/03/2023	60
Heritage Bank	BBB+	1,400,874	1,405,498	BBSW + 123	1.02%	29/03/2018	29/03/2021	36
ME Bank	BBB	1,612,373	1,603,453	BBSW + 127	1.16%	17/04/2018	16/04/2021	36
ANZ	AA-	2,011,666	2,002,656	BBSW + 93	1.45%	9/05/2018	9/05/2023	60
NAB	AA-	2,009,228	2,015,174	BBSW + 90	1.46%	16/05/2018	16/05/2023	60
CBA	AA-	2,010,306	2,015,454	BBSW + 93	1.46%	16/08/2018	16/08/2023	60
Institution	Rating	Closing Balance Invested 30/09/2018 $	Closing Balance Invested 31/10/2018 $	October EOM Current Yield %	October EOM % of Portfolio	Investment Date	Maturity Date	Term (mths)
Bank Australia	BBB	753,123	755,458	BBSW + 130	0.55%	30/08/2018	30/08/2021	36
CUA	BBB	601,432	603,145	BBSW + 125	0.44%	6/09/2018	6/09/2021	36
AMP	A	1,502,436	1,505,277	BBSW + 108	1.09%	10/09/2018	10/09/2021	36
NAB	AA-	2,003,808	2,008,954	BBSW + 93	1.46%	26/09/2018	26/09/2023	60
Bendigo-Adelaide	BBB+	0	1,002,115	BBSW + 101	0.73%	19/10/2018	19/01/2022	39
Total Floating Rate Notes - Senior Debt		57,642,714	58,626,191		42.55%
Managed Funds
NSW Tcorp	NR	1,457,599	1,402,531	-3.78%	1.02%	17/03/2014	1/10/2023	114
Total Managed Funds		1,457,599	1,402,531	-3.78%	1.02%
TOTAL CASH ASSETS, CASH EQUIVALENTS & INVESTMENTS		140,819,219	137,776,350		100.00%
LESS: RIVERINA REGIONAL LIBRARY (RRL) CASH AT BANK		3,374,250	4,435,355
TOTAL WWCC CASH ASSETS, CASH EQUIVALENTS & INVESTMENTS		137,444,969	133,340,994

 

Council’s investment portfolio is now dominated by Term Deposits, equating to approximately 46% of the portfolio across a broad range of counterparties. Cash equates to 10% of the portfolio with Floating Rate Notes (FRNs) around 43% 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 $137.4M to $133.3M.

 

 

MONTHLY INVESTMENT MOVEMENTS

 

Redemptions/Sales – Council redeemed the following investment security during October 2018:

 

 

New Investments – Council purchased the following investment security during October 2018:

 

 

Rollovers – Council rolled the following investment securities during October 2018:

 

MONTHLY PERFORMANCE

 

Interest/growth/capital gains for the month totaled $271,142, which compares favourably with the budget for the period of $244,709, outperforming budget for the month of October by $26,433. This is mainly due to a larger than expected portfolio balance as well as better than expected interest rates.

 

Council’s T-Corp Long Term Growth Fund detracted from the overall performance for the month of October following losses suffered in domestic and international markets. Even though the fund was down 3.78% for the month of October, the fund has returned 8.70% per annum since the original investment in March 2014. Overall, the Growth Fund remains Council’s best performing asset over 1-3 years by a considerable margin.

 

It is important to note Council’s investment portfolio balance 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 2018/19 financial year the portfolio balance will reduce in line with the completion of major projects. This will result in Councils investment portfolio continuing to maintain a higher balance until these projects commence or advance further.

 

 

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* (1.89%), Council’s investment portfolio returned 2.40% (annualised) for October. Cash and At-Call accounts returned 2.14% (annualised) for this period. 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

 

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

Section 625 - How may councils invest?

 

Local Government (General) Regulation 2005

Section 212 - Reports on council investments

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

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

·        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

 

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

 

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

 

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

 

 

1⇩.	Section 356 Financial Assistance Request - Combined Riders of Wagga Wagga (Toy Run)
2⇩.	Section 356 Financial Assistance Request - Ashmont Baptist Church
3⇩.	Section 356 Financial Assistance Request - Wagga Wagga Seventh Day Adventist Church

 

 

 

 

 

 

 

RP-3               CANBERRA REGION JOINT ORGANISATION (CRJO)

General Manager:    Peter Thompson

         

Analysis:

Council has been invited to join the Canberra Region Joint Organisation (CRJO) as an associate member. During the course of this calendar year, Wagga Wagga have actively participated in activities and meetings being coordinated by the CRJO as a non-member. The CRJO is professionally managed and Council has received substantial direct benefit through its short association with the organisation.

 

 

Recommendation That Council: a       endorse becoming an associate member of the Canberra Region Joint Organisation b       note the update regarding the Riverina Joint Organisation and REROC c        approve the budget variation as detailed in the Financial Implications section of this report

 

Background

 

The Canberra region has strong strategic linkages for Wagga Wagga including commerce, transport (particularly airport), tourism and sport. The Canberra Region Joint Organisation (CRJO) provides a forum for Councils, State agencies and other stakeholders to work together at a regional level to identify shared priorities.

 

The CRJO provides advocacy for Councils and the NSW Government to work together to deliver things that matter the most to regional communities representing a strong commitment to collaborate in the long term to develop and support a shared vision for our regions. The member Councils involved in the CRJO include:

 

Bega Valley	Hilltops	Upper Lachlan	Eurobodalla
Queanbeyan-Palerang	Goulburn Mulwaree	Snowy Monaro	Yass Valley
ACT Government	Snowy Valleys

 

The CRJO has a vision to be a strong regional voice advocating strategic local government leadership and operates under following guiding principles:

 

·    Cohesive - speaking with one voice on regional issues and valuing equal representation.

·    Collaborative - by working transparently and in the spirit of trust across member councils, communities, governments, and with a wide range of partners.

·    Aligned - with consistency between member Councils and NSW Government on regional strategies and policies.

·    Efficient - by avoiding duplication and using resources within and available to member Councils wherever possible.

·    Evidenced based - when introducing or transitioning programs and shared services.

·    Educative - Challenging and improving as a sector and sharing information and opportunities between participating councils and the ACT.

·    Flexible - Opportunities to operate at the sub-regional as well as regional level. Principles to opt in/opt out when deemed appropriate.

·    Effective - Delivering real outcomes for the region through collaboration and shared delivery.

 

The CRJO operates under the following Governance structure:

 

·    Board – Mayors (General Managers may attend; non-voting).  Associate Members will attend at the invitation of the Board (non-voting)

·    GMAC – General Managers of member and associate member Councils, provide recommendations to the Board through the Executive Officer

·    Working Groups - Economic Development, Tourism (in collaboration with DSNSW), Waste Management, Infrastructure

 

The Canberra Region is a unique and diverse geographic region which stretches from the South-West Slopes, through the Sydney-Canberra Corridor across the Eurobodalla down to the Sapphire Coast and then up to the Snowy Mountains.

 

Benefits to Wagga Wagga

 

Wagga Wagga is ideally located and is only a two and a half hours drive from Canberra. The broader Canberra Region also offers a dynamic and diverse range of industries running from the Alpine, through the Tablelands and down to the Coast, contributing to an increasingly influential regional economy.

 

Wagga Wagga can leverage off the relationship with the CRJO to build a hub and spoke model with Australia’s Capital city and develop a coordinated approach with local government in the Canberra region to progress strategic issues such as freight, transport, tourism and economic development.

 

Since commencing with CRJO, Wagga Wagga has obtained the following benefits:

 

·    Participation in joint organisation. Although we are not full members, we have nevertheless enjoyed the benefits of working through the JO to coordinate grant applications on a region wide basis.

·    The CRJO played a significant role in our engagement with the Canberra Raiders, which led to the offer of a premiership match and the proposed establishment of Riverina Raiders.

·    The CRJO has been instrumental in coordinating meetings with Ministers and senior State Government staff, both at CRJO meetings and on a one-on-one basis with the Wagga Wagga Mayor and General Manager.

·    The ACT Government and the Canberra Airport are also active participants at CRJO meetings and both these entities offer beneficial links for Wagga Wagga City Council.

·    The ability to gain the support of all the Canberra region Councils was a valuable feature of the Qantas Pilot Academy bid.

·    The development of a Project Delivery Framework which provides linkages to the State Infrastructure Strategy 2018-2023. This framework is a template that has been populated into project Prospectus documents using a common language and specific project information for all levels of Government (confidential examples attached).

 

Wagga Wagga will play a key role in NSW freight and logistics in the future, and the CRJO provides a valuable forum to link our Riverina strategies with Canberra, Canberra Airport and the regional Councils surrounding Canberra. The lines of communication and trusting relationships which come from our membership will benefit all parties (both Wagga Wagga and Canberra regional Councils) as we move into the future.

 

The advantages which come from associate memberships need to be balanced with the additional cost of time commitment.

 

While we are not a member of a JO, the CRJO associate membership provides us with access to JO discussions and initiatives which are valuable. If we join a JO (other than CRJO) we can withdraw from the CRJO associate membership.

 

The CRJO have provided invaluable support and connections since our participation, including advocacy for priority projects and setting up meetings with Ministers and key staff.

 

REROC and the Riverina Joint Organisation

 

The REROC Board at its February Board meeting resolved to form a JO and adopted a model that allows for the continued operation of REROC, in its current structure side-by-side with the new JO.

 

Council’s preference was for a stand-alone JO and at the 26 February 2018 Ordinary council meeting resolved to establish a JO with Narrandera, Leeton, Snowy Valleys and any other Council where the Council also seeks to be part of a joint stand-alone organisation. This JO did not proceed with Snowy Valleys resolving to pursue full membership with the CRJO and Narrandera and Leeton have since resolved to join the RAMJO (Riverina and Murray Joint Organisation).

 

The Riverina Joint Organisation (RJO) was proclaimed in May 2018 with the following member Councils:

 

Bland	Coolamon	Cootamundra-Gundagai	Greater Hume
Junee	Lockhart	Temora

 

At this stage, Council remains a member of REROC Inc, but not the RJO. The Mayor and General Manager recently addressed the RJO reaffirming Council’s desire to join a JO consisting of Councils that surround the city (ie REROC Councils), subject to further discussion and conditions. These discussions are continuing.

 

Council will remain a member of REROC for the remainder of this Financial Year. This membership will be reviewed prior to the renewal for the 2019/20 Financial Year.

 

The 2018/19 CRJO associate membership fee is $39,045 (excluding GST).

 

It is proposed to fund the 2018/19 CRJO associate membership fee from the Council Election Reserve which is projected to exceed the amount required to conduct an election in 2020/21. The associate membership fee will be included in future budgets if Council support this recommendation.

 

The REROC Contribution fee for 2018/19 was $55,450 (excluding GST).

Local Government Amendment (Regional Joint Organisations) Act 2017 No 65

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We plan long term

There is a risk that Council may not be included in key strategic planning discussions if it is not a member or an associate member of a JO.

Council has participated in numerous meetings with the CRJO and have held various discussions with REROC member councils and councils in the greater Riverina Murray Planning area.

 

Workshops have been held with Councillors on 20 August 2018 and 15 October 2018.

 

 

1.	CRJO - Roads Projects Prospectus This matter is considered to be confidential under Section 10A(2) of the Local Government Act 1993, as it deals with: commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it. - Provided under separate cover
2.	CRJO - Water and Waste Water Projects Prospectus This matter is considered to be confidential under Section 10A(2) of the Local Government Act 1993, as it deals with: commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it. - Provided under separate cover

 

 

 

 

RP-4               Council Meeting Schedule 2019

Author:                        Ingrid Hensley 

General Manager:    Peter Thompson

         

Analysis:

The proposed Schedule of Ordinary Council Meetings for the calendar year 2019 has been prepared on the basis of two options being either monthly meetings or fortnightly meetings. Council has been trialling two meetings per month since May of this year. The report provides a schedule for either a return to monthly meetings or the continuation of two monthly meetings according to the preference of Council.

 

 

Recommendation That Council endorse the schedule of Ordinary Council meeting dates according to the preference of Council which make provision for ongoing two monthly meetings during January 2019 to December 2019, as outlined in the report.

 

At the Ordinary Meeting of Council held 26 February 2018, Council resolved to hold two Ordinary Council Meetings per month between May 2018 and December 2018 (inclusive). An amended Code of Meeting Practice was accordingly adopted on 23 April 2018, and fortnightly meetings were scheduled for the remainder of the 2018 calendar year. Prior to that time Ordinary Meetings of Council were held monthly.

 

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

 

Proposed Ordinary Meeting of Council Schedule for 2019

 

The following dates are proposed:

 

Monthly Meetings	Twice Monthly Meetings
Tuesday 29 January 2019 (see notes below)	Tuesday 29 January 2019 (see notes below)
Monday, 25 February 2019	Monday, 11 February 2019
Monday, 25 March 2019	Monday, 25 February 2019
Monday, 29 April 2019	Monday, 11 March 2019
Monday, 27 May 2019	Monday, 25 March 2019
Monday, 24 June 2019	Monday, 8 April 2019
Monday, 22 July 2019	Monday, 29 April 2019 Monday,
Monday, 26 August 2019	13 May 2019
Monday, 23 September 2019	Monday, 27 May 2019
Monday, 28 October 2019	Tuesday, 11 June 2019 (Meeting on Tuesday due to Queens Birthday Public Holiday)
Monday, 25 November 2019	Monday, 24 June 2019
Monday, 16 December 2019 (Amended to three weeks due to Christmas break)	Monday, 8 July 2019
	Monday, 22 July 2019
	Monday, 12 August 2019
	Monday, 26 August 2019
	Monday, 9 September 2019
	Monday, 23 September 2019
	Tuesday, 8 October 2019 (Meeting on Tuesday due to Labour Day Public Holiday. See also notes below)
	Monday, 28 October 2019
	Monday, 11 November 2019
	Monday, 25 November 2019
	Monday, 16 December 2019 (Amended to three weeks due to Christmas break)

 

Notes:

 

·    For the January 2019 meeting there is an alternative option of holding the meeting on Tuesday, 29 January 2019, to accommodate the Australia Day Public Holiday. It is noted both dates are in the NSW Public School Holidays.

·    The first October meeting has been moved forward one week from 14 October as the 2019 Annual Conference of Local Government NSW is scheduled for 14 - 16 October 2019.

·    The Financial Statements will be considered at the Audit, Risk and Improvement Committee on 10 October 2019 and at the Ordinary Meeting of Council on 28 October 2019.

 

In addition to the schedule of meetings set out above, the Local Government Act 1993 and Council’s adopted Code of Meeting Practice provides the ability for Extraordinary Meetings of the Council in accordance with prescribed provisions.

 

 

Fortnightly Meeting Structure

 

In order to evaluate the trial period of twice monthly meetings a break-down of the content of meetings is provided and from that information the following observations can be made:

 

·        More reports are considered per month by holding two monthly meetings than holding monthly meetings.

·        Despite considering more reports over the course of a year, Councillor and staff time taken to consider the reports is less by holding two meetings per month.

 

 

Of other Councils classified as URM (Urban Regional Medium) eight meet monthly; six meet twice monthly and two meet three-weekly.

 

If Council meets twice monthly instead of monthly, then there are some cost implications. These relate mainly to livestreaming, staffing costs (support, preparation and attendance for the meetings and Reports/Business Papers) and, to a lesser extent, meal arrangements.

 

There is a cost implication for staff required to attend and support these meetings. The range of ‘ordinary hours’ under the Local Government (State) Award 2017 for staff that would typically be required to assist with Council meetings is from 6.00am to 6.00pm. Hours worked outside of this by direction are payable at an overtime rate. The overtime rate of pay is time-and-a-half for the first two hours and double time thereafter. Overtime is by direction. With prior agreement, employees may elect to be granted Time in Lieu instead of an overtime payment. This clause does not apply to Senior Staff (as defined in the Local Government Act (1993) (NSW)) or to employees engaged under the Award in the Executive Classification (Band 4).

 

There is a small pool of staff to whom the Overtime and TOIL provisions apply for Council Meetings. For this calendar year to date (January to October 2018) there was a direct cost of approximately $7,000 related to staff attending meetings (overtime and TOIL costs). Although there is an impact on staff time as a result of more frequent meetings this mainly relates to preparation and review of Business Papers and reports and preparation and facilitation of the meetings, which is not an additional Overtime or TOIL cost.

 

There is an additional cost of approximately $250 per meeting for meal arrangements if Council meets more frequently than monthly.

 

A separate report will be provided to Council on whether to continue the livestreaming service and with further information showing user statistics and costs associated with improving the user experience as provided in the feedback of the service.

 

However, given the major cost implication for Council in running two meetings per month is the livestreaming of meetings, with each meeting currently costing approximately $1,000 to livestream an overview of the cost implications is provided in this Report. 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 are: 2017/18 - $2,000 and 2018/19 - $5,000. The additional cost of $5,000 to livestream meetings for the remainder of this calendar year was included in the 2018/19 budget and considered at the 25 June 2018 Council meeting.

 

The current consultation draft of the new Model Code of Meeting Practice for Local Councils in NSW states that all meetings of the council and committees of the council are to be webcast (Clause 5.18)

 

Livestreaming of the Council meetings requires certain equipment and services. If livestreaming is to continue then funds will need to be set aside in the upcoming Council budget for equipment, including potential audio, video and lighting technology (to provide this service ‘in house’) or funds to continue to engage an external livestreaming provider. The response from the staff and community to date is that they would like to see livestreaming continued but some Staff surveyed have suggested more simplified options of livestreaming, with the intent of minimising cost.

 

Council does not currently have the necessary equipment, expertise, technology and/or licenses to provide audio and/or video streaming on an ongoing basis. Indicative costings for livestreaming of Council meetings ‘in house’ provided by Council’s Information Technology staff are between approximately $15,000 to $30,000, if cameras are to be purchased. There would also be possible additional costs in the form of ongoing staff resources (approximately $7,000 per annum for meeting attendance) and a possible subscription to a content delivery network, between $3,000 and $14,000 per annum.

 

It is proposed to discuss the livestreaming options (continue current practice; implement a more simplified option; or discontinue livestreaming altogether) during the Councillor budget workshop being held in early February 2019.

 

Under Section 365 Local Government Act 1993 (NSW) (the Act), Council is required to meet ten times a year, each time in a separate month, with “year” meaning the period from 1 July to the following 30 June (the financial year). Many councils meet more frequently than this.

 

To ensure compliance with the provisions of Section 365, the proposed Schedule of Ordinary Meetings of Council for the calendar year 2018 provides for:

 

a.   11 meetings in the first half of 2019 (making a total of 22 meetings for the 2018/19 financial year, inclusive of the 11 meetings of Council which will have been held in the second half of 2018); and

b.   11 meetings of Council held in the second half of 2019 (making a total of 22 meetings for the 2019/20 financial year, on the basis that a further 11 meetings of Council will be scheduled for the first half of 2020).

 

Under Section 226(d) of the Act the role of the Mayor includes “to exercise, in cases of necessity, the policy-making functions of the governing body of the council between meetings of the council”. In addition, Council can hold extraordinary meetings outside the normal meeting cycle to consider matters of an urgent nature in accordance with Section 366 of the Act and the Wagga Wagga City Council Code of Meeting Practice.

 

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

 

The General Manager has delegation, in consultation with the Mayor, to change a date and/or time of an Ordinary Council meeting if deemed appropriate. This enables changes to be made in a timely manner without the requirement of a separate Council resolution.

73% of staff surveyed said they preferred Council meetings to be fortnightly. The remaining responses equally preferred a monthly or three-weekly meeting cycle. The main benefit, from the perspective of Council staff, was a faster turnaround of reports followed by increased efficiency for their role. The main challenges identified with fortnightly meetings were more regular reviewing of reports and issues associated with deadlines and quality assurance of reports.

 

Only a small number of responses were received from the community. All respondents saw it as important how often Council meets to make decisions but indicated it would not impact how frequently they watched or attended a meeting. All respondents preferred the option of fortnightly meetings.

 

Below is a summary of engagement activities undertaken in addition to internal consultation across relevant areas and externally with other Councils:

 

Engagement Activity	Period
Staff Survey	2 November until 9 November
Community survey (Your Say)	5 November until 11 November

 

 

Mail

Media

Community Engagement

Digital

Rates notices insert

Direct mail

Letterbox drop

Council news story

Council News advert

Media releases

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

Y

Y

Involve

Collaborate