Agenda of Ordinary Meeting of Council

Reports submitted to the Ordinary Meeting of Council to be held on Monday 9 September 2019.

Ordinary Meeting of Council AGENDA AND BUSINESS PAPER

Monday 9 September 2019

ORDER OF BUSINESS:

CLAUSE PRECIS PAGE

PRAYER 2

ACKNOWLEDGEMENT OF COUNTRY 2

APOLOGIES 2

CONFIRMATIONS OF MINUTES

CM-1 ORDINARY COUNCIL MEETING - 26 AUGUST 2019 2

DECLARATIONS OF INTEREST 2

Motions Of Which Due Notice Has Been Given

NOM-1 NOTICE OF MOTION - USE OF ELECTRIC VEHICLE 3

NOM-2 NOTICE OF MOTION - SALE OF DOUGLAS AEROSPACE HANGAR - FINAL REPORT 5

Councillor Report

CR-1 COUNCILLOR REPORT - INLAND RAIL CONFERENCE 21-22 AUGUST 2019 7

Reports from Staff

RP-1 Performance Report - July 2018 to June 2019 10

RP-2 REQUEST FOR FUNDING CONTRIBUTION TO UPGRADE COLLINGULLIE OVAL 58

RP-3 Rawlings Park lighting 63

RP-4 Review of Council's Procurement and Disposal Policy - POL 110 66

RP-5 POL 107 - GIFTS AND BENEFITS POLICY - RESCISSION 120

Committee Minutes

M-1 Audit, Risk and Improvement Committee Meeting Minutes 15 August 2019 136

M-2 Airport Advisory Committee Meeting - 7 August 2019 149

M-3 FLOODPLAIN RISK MANAGEMENT ADVISORY COMMITTEE 155

QUESTIONS/BUSINESS WITH NOTICE 178

Confidential Reports

CONF-1 APPOINTMENT OF AUSTRALIA DAY COMMUNITY COMMITTEE MEMBERS 179

CONF-2 McDonald's Park southern hill and seating 180

PRAYER

ACKNOWLEDGEMENT OF COUNTRY

APOLOGIES

Confirmation of Minutes

CM-1 ORDINARY COUNCIL MEETING - 26 AUGUST 2019

Recommendation

That the Minutes of the proceedings of the Ordinary Council Meeting held on 26 August 2019 be confirmed as a true and accurate record.

Attachments

1 ⇩.

Minutes - Ordinary Council Meeting - 26 August 2019

182

DECLARATIONS OF INTEREST

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

NOM-1

Motions Of Which Due Notice Has Been Given

NOM-1 NOTICE OF MOTION - USE OF ELECTRIC VEHICLE

Author: Councillor Paul Funnell

Summary:

The purpose of this notice of motion is to receive a report that outlines the potential efficiencies gained through the purchase of an electric vehicle and to compare its use to that of the Mayor’s vehicle.

Recommendation

That Council request the Mayor to utilise the Council electric vehicle next time travelling to Sydney for any council business, to facilitate the reporting back to Council on, but not limited to the following:

· availability and efficiency of charging stations

· any delays due to range of vehicle

· carbon reduction due to not flying

· carbon comparison to current Mayoral vehicle

· a record of annual usage of mayoral vehicle for the past 10 years

· a log to record Council’s carbon reductions

· a record of any or potential anxiety zones

· comparative data accurately stating advantages of expansion based on this trial

· cost involved with servicing the vehicle

· power source for localised charging

· a record of total time taken in all facets of these actions

· intended roll out time frame of fleet electric vehicles

Report

With the purchase of a full electric vehicle for council as a pool car and as an adjunct to our current carbon emission reduction plans, it is important to have measurable data for the purpose of meeting procurement policy for any and all future expenditure.

The purpose therefore for the request of this report and its methodology, is to receive a full brief on all aspects of the current purchase and the ‘actual’ data that can be used to support the further roll out of such vehicles into our fleet, or the options in relation to such purchases. The opportunity is now available to assess the +/- benefits to the ratepayers via our organisation procurements as we would be derelict in our responsibilities to blindly go down one path or another without looking at all options and utilisation of resources in specific requirements.

There are many options available in an ever developing industry which can provide a range of outcomes that need raw data as inputs for decision making. Utilising a trip that is regularly made by the Mayor is a particularly relevant manner to collect data. To try to implement policy from data in a manner of repeated localised trips will struggle to provide a proper result as it will suffer from replication crisis, and give skewed data.

The areas of reporting requested will give an overall analysis of both positives and negatives that Council can then use as a benchmark for where these particular vehicles, whether that be models, brands etc, can be utilised in our organisation.

Financial Implications

N/A

Policy and Legislation

Wagga Wagga City Council Code of Meeting Practice

Link to Strategic Plan

The Environment

Objective: We create a sustainable environment for future generations

Outcome: We minimise our impact on the environment

Risk Management Issues for Council

N/A

Internal / External Consultation

N/A

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

CR-1

Councillor Report

CR-1 COUNCILLOR REPORT - INLAND RAIL CONFERENCE 21-22 AUGUST 2019

Author: Councillor Greg Conkey OAM

Recommendation

That Council receive and note the report.

Report

The annual Inland Rail Conference organised by the Australian Logistics Council and the Australasian Railway Association was held this year at Toowoomba from 21-22 August 2019.

More than 450 delegates from across eastern NSW attended including local government, state and Commonwealth government representatives as well as representatives from various industries connected to inland rail.

Speakers included the Federal Member for Groom, Dr John McVeigh, the Minister for Regional Services, Decentralisation and Local Government, Mark Coulton, the Shadow Minister for Infrastructure, Transport and Regional Development, Catherine King, the CEO of Inland Rail, Richard Wankmuller, Managing Director of SCT Logistics, Geoff Smith, Mayor of Toowoomba, Cr Paul Antonio as well as many others.

The Queensland Government was not represented which was a disappointment. The total cost of the 1700 kilometre track between Melbourne and Brisbane is more than $10b with the majority of that money being spent in Queensland. However, the Queensland Government is yet to sign the inter-governmental agreement with the Commonwealth Government which is holding up aspects of the project.

The CEO of the Australian Rail Track Corporation, John Fullerton, said Inland Rail will generate a projected 16,000 jobs during the construction stage and that “everyone wants a station (or intermodal centre) but not everyone wants a line running through their property.”

Several speakers raised the issue of property access and that the issues were being addressed as the project gained momentum.

The Chair of the Australian Logistics Council, Phil Davies, said:

· The amount of freight in Australia was expected to grow by 35 percent by 2040

· 77% of Australia’s agriculture products were exported with rail playing a significant role in getting those products to market

· Freight costs in Australia are far higher than other countries

· Inland Rail will significantly reduce those freight costs

Mark Coulton said the importance of rail in shifting freight could not be over emphasised with 15,000 tonnes of food alone needed in Melbourne each day.

He said Sir Henry Parkes was a visionary calling for an Australian standard rail gauge 130 years ago.

Economist, Adrian Hart from BIS Oxford Economics, said:

· This is the Golden Age for rail

· Rail construction has doubled over the past three years and rail construction was set to nearly double again over the next five years

· A challenge was to provide the skilled labour to meet that demand

· Inland Rail CEO, Richard Wankmuller, said the percent of freight on road as opposed to rail was increasing

In 2015 that percentage was 30/70.

The forecast by 2030 is 46% rail to 54% road and in 2050 62% rail to 38% road.

He said the second largest tunnel in the Southern Hemisphere was to be built near Toowoomba as part of the project; the Parkes to Narromine section of the track was well underway and that $712m had already been spent on the project to date.

Other comments made during the conference included:

· The biggest competitor to rail was road with truck loads getting bigger and trucks were becoming efficient;

· Inland Rail is a corridor of commerce with huge advantages to towns and cities along the route as well as towns and cities that can feed into the railway line

· 55% of road fatalities are in regional areas of Australia and that safety cannot be over emphasised

· Regional terminal hubs will play a crucial role in getting freight to the ports too many smaller hubs will dilute the efficiency of Inland Rail

· Planning - especially planning by state governments, were an issue and needed to be addressed

· A reliable efficient road network leading into the major hubs was vital to the success of Inland Rail

· Inland Rail will turbo charge development in regional NSW

· Skills and energy are issues facing Inland Rail

Next year’s conference is likely to be held in Albury/Wodonga with Wagga being mooted to host the conference in 2022.

Financial Implications

N/A

Policy and Legislation

Code of Meeting Practice

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

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We have leaders that represent us

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019. RP-1

Reports from Staff

RP-1 Performance Report - July 2018 to June 2019

Author: Serena Wallace

General Manager: Peter Thompson

Summary:

This report provides details of Council’s performance against the Combined Delivery Program and Operational Plan 2018/2019 as at June 2019.

Recommendation

That Council accept the Performance Reports against Council’s Combined Delivery Program and Operational Plan 2018/2019 as at June 2019.

Report

In accordance with the Integrated Planning and Reporting (IPR) framework, Council is required to report its progress against the Delivery Program on a biannual basis.

The attached reports are a summary of Council’s performance against the targets identified in the Combined Delivery Program and Operational Plan 2018/2019 as at June 2019.

The report includes performance against service targets as well as project progress information on all capital items.

Operating Performance Report

During the 2018/2019 financial year improvements on better informing our community was a focus. For the first time Council produced an online annual report increasing unique visitors to the reporting to our community page by 121%. There was also 23% growth in our social media audience.

The Customer Service team achieved 97% customer satisfaction through their bi-annual survey with the recent external customer service phone survey coming back at 100% satisfaction for the first time. The Customer service team have focused on trying to resolve customer enquires at first point of contact. The team take over 4,000 calls a month and the abandoned call rate has remained well under the industry standard of 6%.

During the year the City also welcomed 18 new events to the City including Mardi Gras, the Touch Football Carnival and the Canberra Raiders game.

Our cultural facilities also exceeded their target with the museum experiencing a 20% increase in visitation and the Library had over 18,000 participants attend programs held throughout the year.

Changes to the tree planting schedule saw 400 additional street trees planted this year with a total of 950 street trees planted.

Capital Works Performance Report

A report was put to Council on the 25 March 2019, resetting Council’s capital works program to a $48.1 million program with 39 capital projects moved from the 2018/2019 financial year to subsequent years.

A further report went to Council on 22 July 2019, requesting a further $4,984,596 be carried over to the 2019/2020 financial year.

The capital performance report has been updated to reflect these changes to the original delivery program adopted by Council.

Some of the highlights from the 2018/2019 financial year include:

- Stage one of the Main City Levee

- The $9.2 million Multi-Purpose Stadium

- Two new sewer pump stations

- 45km of resealing and pavement renewal

- The Livvi’s Place inclusive playground at Bolton Park

- 2.2km upgrade of Byrnes Road

The development of more sophisticated dashboards and performance reports are still being refined to inform Councillors and the community on progress, while assisting management in the delivery of a big program of works. It is envisaged that more mature project management reporting will be provided during the 2019/20 financial year to assist with monitoring the progress of the capital works program.

Financial Implications

N/A

Policy and Legislation

NSW 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

N/A

Attachments

1 ⇩.	Performance Report 2018/2019
2 ⇩.	Capital Works Performance Report 2018/2019

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

RP-2

RP-2 REQUEST FOR FUNDING CONTRIBUTION TO UPGRADE COLLINGULLIE OVAL

Author: Ben Creighton

Director: Michael Keys

Summary:

The Collingullie Glenfield Park Football and Netball Club are requesting a $10,000 contribution towards a project to upgrade the field surface and irrigation at Collingullie Oval.

Recommendation

That Council:

a authorise the General Manager or their delegate to enter into an agreement with the Collingullie Glenfield Park Football and Netball Club inc for the upgrade of field surface and irrigation at Collingullie Oval

b contribute $10,000 exclusive of GST to the project

c approve the budget variation detailed in the financial implications section of the report

Report

Council has received a written request from the Collingullie Glenfield Park Football and Netball Club (CGPFNC) for a funding contribution towards an upgrade of Crossroads Oval at Collingullie (Attachment 1).

The CGPFNC are proposing to complete improvement works at the oval inclusive of laser levelling, resurfacing and an upgrade of the sprinkler system on the oval as well as levelling, turfing and installing an irrigation system for a warmup area on the western fence line. This project will significantly improve the surface of the Crossroads Oval and ensure its future useability.

The CGPFNC have previously demonstrated a high capacity to deliver infrastructure projects and maintain the oval. Currently they carry out all field maintenance with minimal input from Council. They have also recently delivered a significant amenities upgrade project where Council contributed $190,000 towards a community facility, which the club estimates is valued at $750,000. The remainder of the project was delivered using cash and in-kind contributions.

In addition to the proposed financial contribution, the Club will also oversee the works saving Council project management and supervision costs.

Financial Implications

The total cost for this project is estimated at $50,000. The funding from Council is based on the CGPFNC contributing $40,000 in cash and kind support. This is an ideal opportunity to partner with this group and fund a project that might otherwise not occur or be delayed. Council has an annual recurrent budget to Renew Recreational Facilities. For the 2019/20 financial year there is $129,158 allocated. It is proposed to provide $10,000 towards the Crossroads Oval upgrade project. The $10,000 contribution will be paid in evidence-based milestone payments over the life of the project.

The required remaining funds for the upgrade of field surface and irrigation at Collingullie Oval will be contributed by the Collingullie Glenfield Park Football and Netball Club.

Original full year budget	$129,158
Current expenditure (actual and committed at 23 August 2019)	($2,317)
Unexpended budget	$126,841
Proposed contribution to CGPFNC	($10,000)
Unexpended budget Less contribution to CGPFNC project – Renew Recreational Facilities Remaining budget for 2019/20	$116,841

The remaining funds from the annual recurrent budget will be expended on other high priority projects at recreational facilities across the local government area.

Policy and Legislation

Recreation Open Space and Community Strategy and Implementation Plan 2040

Link to Strategic Plan

Community Place and Identity

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

Outcome: We are the city of good sports

Risk Management Issues for Council

The risks associated with implementing this project relate to process, cost, environmental, WHS and contractor performance. These risks are addressed as part of the Council’s project management and contractor performance management systems.

Internal / External Consultation

Internal Consultation has occurred within Council’s City Strategy and Parks Operations Divisions.

Attachments

1 ⇩.

CGPFNC Letter

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

RP-3

RP-3 Rawlings Park lighting

Author: Peter Cook

Director: Michael Keys

Summary:

Football Wagga Wagga have requested permission from Council to install sports ground lighting at Rawlings Park field 2. The report is seeking Council’s endorsement of the proposal.

Recommendation

That Council approve the installation of sports field lighting at Rawlings Park field 2 by Football Wagga Wagga.

Report

Football Wagga Wagga have recently been successful in applying for grant funding for the installation of sport field lighting on the three soccer fields located at Rawlings Park field 2 (Attachment 1). This project is not specifically identified in the Recreation, Open Space and Community Strategy and Implementation Plans 2040, however it aligns with the principles of the strategy and is required due to the exceptionally high growth rate in participation within football. The project will enable increased use of the fields and help address a lack of available fields for the sport, particularly for training purposes.

In designing the lighting consideration has been given to the turf cricket ground and the cricket training facilities to ensure that the location of the light poles will have no impact on their current use.

During discussions with Cricket Wagga Wagga and Lake Albert Cricket Club it became apparent that there is some potential conflict with longer term plans for improved cricket training facilities. As part of these discussions it was proposed that there is potential for the construction of future cricket training facilities on the land next to the overflow carpark on Angel Street directly across the road from the turf cricket ground. This option would allow for year-round cricket training with no impact on the use of the fields for soccer. This option will be further explored in the development of the Rawlings Park Masterplan.

There will be no cost to Council for this project as it is fully funded by the grant received by Football Wagga Wagga. It is proposed that Council Officers would provide technical assistance to Football Wagga Wagga throughout the delivery of the project.

Financial Implications

The installation of the new sports field lighting at Rawlings Park field 2 is at no cost to Council. The user charges for the sports field lights are on a cost recovery basis, and take into consideration the required maintenance and whole of life costs of the lights.

Policy and Legislation

Recreation, Open Space and Community Strategy and Implementation Plans 2040

Link to Strategic Plan

Safe and Healthy Community

Objective: We promote a healthy lifestyle

Outcome: We promote participation across a variety of sports and recreation

Risk Management Issues for Council

The risks associated with implementing this project relate to process, cost, environmental, WHS and contractor performance. These risks are addressed as part of Council’s project management and contractor performance management systems.

Internal / External Consultation

External consultation has occurred with Football Wagga Wagga, Cricket NSW, Cricket Wagga Wagga and Lake Albert Cricket Club.

Attachments

1 ⇩.

Rawlings Park lighting layout plan

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

RP-4

RP-4 Review of Council's Procurement and Disposal Policy - POL 110

Director: Natalie Te Pohe

Summary:

Council’s Procurement and Disposal Policy – POL 110 has been revised and is presented to Council seeking endorsement for public exhibition taking into account the recommendations from Council’s Audit, Risk and Improvement Committee.

Recommendation

That Council:

a notes the recommendations from the Audit, Risk and Improvement Committee

b endorse the revised Procurement and Disposal Policy POL 110 and place on public exhibition for a period of 28 days commencing 14 September 2019 and concluding on 12 October 2019 and invite public submissions for a period of 42 days to 26 October

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

i addressing any submission made in respect of the revised Procurement and Disposal Policy – POL 110

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

Report

Policy Considerations – Stage 1

Council has a commitment to delivering leading practice in Council’s purchasing of goods, services and works that align with the principles of transparency, probity and good governance in accordance with the legislation.

During the initial development of the Procurement Improvement Program it was recognised that Council’s current Procurement and Disposal Policy – POL 110 (the Policy) was very brief, and there were opportunities to improve the Policy to highlight some of the current internal purchasing and disposal requirements. Now, Council needs to ensure that it also reflects the current legislative requirements that have been amended recently.

Some of the key inclusions in the revised Policy include commentary in relation to:

· Ethics and Integrity

· Value for Money

· Procurement Thresholds and Requirements

· First Nations Procurement

· Tender Exemptions

· Exemptions for Quotations

The intent of these inclusions is to improve the community’s knowledge of Council’s procurement processes, which would in turn improve the perception of integrity and provide confidence to the community that Council applies equitable processes to all prospective suppliers.

A workshop was held with Councillors on 6 May 2019 to discuss the following:

· Procurement and Contracting Governance

· Procurement Improvement Program – e-Procurement and Policy Review

· Challenges for Contractors

· Procurement Improvement Program – Education Program

· Next Steps

Suggested amendments from the workshop have been incorporated into the revised Policy.

The revised Policy was presented to the 15 August 2019 Audit, Risk and Improvement Committee meeting whereby the following was resolved:

That the Audit, Risk and Improvement Committee:

a recommends to Council that:

i Council endorse the revised Procurement and Disposal Policy POL 110 and place on public exhibition for a period of 28 days and invite public submissions for a period of 42 days on the amended Procurement and Disposal Policy – POL 110

b note that the Council will receive a further report following the public exhibition and submission period:

i addressing any submission made in respect of the revised Procurement and Disposal Policy – POL 110

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

Prior to presenting the revised Policy to the Audit, Risk and Improvement Committee, legislative amendments were made raising the Tender threshold from $150,000 to $250,000. These were incorporated into the revised Policy presented to the Committee.

Given these amendments have been incorporated into the revised Policy, it is now recommended to place the Policy on public exhibition to seek feedback from the community, recognising that this is Stage 1 of the process.

Procurement Improvement Program – e-Procurement Solution – Stage 2

Another key component of the Procurement Improvement Program is to implement an e-Procurement solution for all procurement activities above $1,500.

The table below highlights the number of purchase orders that were raised in the past 3 financial years, with analysis of 2018/19 not yet undertaken at the time of writing this report given finalisation of the year-end results.

With Council’s current practice of not requiring quotations below $1,500, there remains a requirement to seek 2 quotations for the next tranche and three quotations above $150,000. In 2017/18 over 5,000 quotations would have been sought, which is a significant amount of paperwork and management of quotations required via email. Implementing a solution that can capture, allow officers to assess and award works would create significant efficiencies for the organisation. There are additional benefits for Council that were outlined in the workshop, but specifically the online analytics that can be utilised will allow identification of trends and gaps will be an important decision‑making tool for Council. The analytics tools may assist in reducing the number of low-value orders for example.

Officers recommended that the Policy be revised now and when the new solution was implemented, the Policy would be subsequently revised to capture any amendments required. It is anticipated that the revised Policy may be able to be approved by the General Manager under delegation if they are considered minor.

A key element of implementing the e-Procurement solution will be an education program across Council, key stakeholders and the business sector.

The program will provide an outline of the local government procurement requirements, seek to better understand the challenges that businesses have with Council’s procurement activities; provide an overview of the new e-procurement solution and the opportunity for further training on how to complete RFQ/RFT documentation. It will incorporate the following:

· how to sign up

· noting that sign up will be at no cost to the supplier

· the supplier chooses the categories they wish to receive information on

· the supplier will not be required to be on a preferred supplier panel or Council contract to sign up

While the Policy is out for public exhibition, the requirements documentation will be finalised. It is anticipated that the RFQ for the e-Procurement solution will be in the market during September and October and implemented in the New Year with the revised Policy and education program to follow thereafter.

Financial Implications

While the development of this Policy has no direct financial implications, the next stage of the Procurement Improvement Program includes the sourcing of an e-Procurement solution for Council.

The budget for the e-Procurement solution was approved in the 2018/19 Long Term Financial Plan and will be funded on an annual basis from the IT Corporate Applications budget.

Policy and Legislation

Local Government Act 1993

Local Government (General) Regulation 2005

State Records Act 1998

Council’s Code of Conduct and the following Policies are relevant:

· POL 112 Conflict of Interests Policy

· POL 060 Delegations Policy

· POL 053 Corporate Purchase Card Policy

· POL 107 Gifts and Benefits Policy

· POL 101 Legislative Compliance Policy

· POL 079 Risk Management Policy

· POL 100 Fraud and Corruption Policy

· POL 109 Public Art Policy

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Risk Management Issues for Council

This Policy will assist in ensuring that Council officers maintain appropriate procurement processes and achieve value for money outcomes that demonstrate to the community that its funds are being expended in an efficient and effective manner, therefore maintaining Council’s reputation.

Internal / External Consultation

The Procurement team has consulted with the Corporate Review Committee and Executive along with holding a Councillor workshop on 6 May 2019 with the following Councillors present:

· Mayor Greg Conkey

· Deputy Mayor Dallas Tout

· Cr Yvonne Braid

· Cr Dan Hayes

· Cr Vanessa Keenan

· Cr Rod Kendall

· Cr Kerry Pascoe

Feedback was provided by Councillors and has been incorporated into the revised Policy.

The Policy was presented to the Audit, Risk and Improvement Committee on 15 August 2019, and updated for the legislative and other minor amendments.

As indicated within the report, the e-Procurement solution will be the trigger for the next review of the Policy that will then include an education program. The education program will be more in-depth and include community meetings, stakeholder workshops, and one-on-one meetings.

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

Involve

Collaborate

Attachments

1 ⇩.	Procurement and Disposal Policy POL 110 - Current
2 ⇩.	Revised Procurement and Disposal Policy POL 110 - Tracked Changes
3 ⇩.	Revised Procurement and Disposal Policy POL 110 - Clean Version

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

RP-5

RP-5 POL 107 - GIFTS AND BENEFITS POLICY - RESCISSION

Author: Ingrid Hensley

General Manager: Peter Thompson

Summary:

POL 107 Gifts and Benefits Policy was first adopted by Council in November 2007. The purpose of this Policy was to establish guidelines for dealing with gifts and benefits to establish transparent processes so that the integrity and independence of the individual and the Council is not compromised.

Recommendation

That Council rescind POL 107 Gifts and Benefits Policy as the policy’s scope and objectives are now addressed within Council’s revised Code of Conduct.

Report

The intention to rescind the Gifts and Benefits Policy was reported to Council on 29 April 2019 during consideration of the draft Code of Conduct. It was proposed that the Policy was no longer necessary given the expanded provisions within the new Model Code of Conduct and that it would be a duplication of those provisions. It was recommended that the Policy be rescinded when Council adopted the Code of Conduct and Administration Procedures following the public exhibition period.

During the public exhibition period, Council’s Audit, Risk and Improvement Committee (ARIC) considered the recommendation to rescind the Gifts and Benefits Policy. The Committee advised that whilst there may no longer be a need for a separate policy on gifts and benefits (given changes to mandatory standards issued by the Office of Local Government), members felt that a separate policy might make the requirements more accessible to councillors and staff.

The Code of Conduct was adopted at its meeting on 11 June 2019, where it was reported that a separate report would be reported to a future Council Meeting to consider rescinding the Gift and Benefits Policy.

A review was undertaken, giving consideration to the feedback from ARIC, Council, the Office of Local Government guidelines and circulars, benchmarking and contemporary best practice. Assessment included the practical application of the policy as an accessible separate document providing and educational tool and clear processes of enabling gifts & benefits provisions and mandatory reporting.

The outcome of this review confirmed Council’s original position, that the policy be rescinded, as it was determined that the policy would in fact be a duplication of provisions of the Code and that the mechanics of the Gifts and Benefits process would be more appropriately provided in Council’s internal procedures, ensuring clear internal mechanisms for reporting and recording gifts and benefits.

Financial Implications

N/A

Policy and Legislation

POL 107 Gifts and Benefits Policy

Code of Conduct

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

N/A

Internal / External Consultation

This policy has been internally reviewed by Council’s Corporate Review Committee and Council’s Executive Team.

As outlined in the report the Audit, Risk and Improvement Committee considered a report on 9 May 2019 and Council considered reports on 29 April 2019 and 11 June 2019.

Attachments

1 ⇩.

Gifts and Benefits Policy - POL 107

Report submitted to the Ordinary Meeting of Council on Monday 9 September 2019

M-1

Committee Minutes

M-1 Audit, Risk and Improvement Committee Meeting Minutes 15 August 2019

Author: Ingrid Hensley

General Manager: Peter Thompson

Summary:

The Audit, Risk and Improvement Committee is an advisory committee of Council. This Report seeks that Council endorse the recommendations made by the Committee at its May 2019 meeting. Those recommendations relate to the role of the Committee in providing independent assurance and assistance to Council on financial reporting, risk management, internal controls, governance, and internal and external audit and accountability responsibilities.

Recommendation

That Council endorses the recommendations contained in the minutes of the Audit, Risk and Improvement Committee Meeting held on 15 August 2019.

Report

Report from the Chairperson

Background

The objective of the Audit, Risk and Improvement Committee is to provide independent assurance and assistance to the Council of the City of Wagga Wagga on risk management, control, governance and external accountability responsibilities.

The Audit, Risk and Improvement Committee’s Charter notes that the Committee must keep under review the following aspects of Council’s operations

1. Compliance (legislative compliance; external accountability; Internal audit; external audit)

2. Risk management (risk management; internal audit; external audit)

3. Fraud control (control framework)

4. Financial management (external accountability)

5. Governance (control framework; risk management; external accountability)

6. Implementation of the strategic plan, delivery program and strategies (legislative compliance)

7. Service reviews (external accountability; control framework - also point 8 and 10 below)

8. Collection of performance measurement data by the council (legislative compliance; external accountability:

9. Any other matters prescribed by the regulations

10. The Committee is also able to provide information to the council for the purpose of improving the council’s performance of its functions.

Summary of Committee Discussion

All reports: The Committee provided feedback on reports as presented in the business papers. Those of particular concern or interest are detailed below.

RP1: General Manager’s Update

The Committee thanked the General Manager for his update and commended him on his approach for increasing capacity to meet specialist recruitment shortfall. Items discussed included:

· Special Activation Precinct

· Bomen

· Specialist staff resourcing strategy

· Proposed airport security changes

· Joint Organisation update

· Staff industrial matters

RP2: External Audit Draft Interim Management Letter

The Committee questioned the external auditor relating to Issue 1 - New accounting standards not yet effective (repeat issue). A verbal report from the Director Finance during the meeting provided further detail on the current progress. This area remains of concern to the Committee.

RP7: People and Culture Update

The Committee was pleased with this detailed report. It gave the Members a greater appreciation of the issues faced in ensuring Council is able to fulfil its obligations to the Community by employing a proactive approach to filling specialist roles quickly. The Members discussed the employee leave statistics noting the increase in sick leave and carers leave taken.

RP8: Risk and Governance Update

The Committee received a report that Office of Local Government is inviting councils to identify template governance policy for use across all NSW councils.

OLG is currently developing a policy template for social media. Use of the template policy is not mandatory across NSW Local Government but does provide a consistent approach and will reflect best practice.

The Committee recommends the following to be submitted by council to OLG as template governance policy

· Legislative Compliance

· Gifts and Benefits

· Delegations

RP15: Internal Audit Report

The Committee expressed strong concern and dissatisfaction in relation to the length of time to replace the Chief Audit Executive (resigned late 2018) and requested the General Manager to urgently progress this recruitment action. The Members consider that this delay is impacting on their ability to fulfil their obligations to Council, impedes the completion of outstanding audit recommendations and increases operational risk. The Members recognises and appreciates the work of the Manager Risk and Governance who is juggling complex and competing roles one of which is the internal audit function.

RP17: Operational Presentation

The Committee thanked Mr. Geoff Pym, Manager Gregadoo Waste Management Centre, for his presentation.

Marg Nicholls

Chair

Wagga Wagga City Council Audit, Risk and Improvement Committee

Financial Implications

Council has granted certain authorities to the Audit, Risk and Improvement Committee within the scope of its role and responsibilities, as defined within its Charter. As an advisory committee to Council, the Audit, Risk and Improvement Committee has no authority to action items that may have a budget and/or resource implication outside of this authority unless Council resolves to adopt the recommendations.

The Reports to the Committee considered financial implications as applicable to those individual matters. Following a request by the Committee at its previously meeting, during consideration of the Capital Works Update, the Committee requested that the General Manager report on the plan for increasing capability to meet the demand of the Capital Works Program. This information was provided as part of the General Manager’s Update and also the People and Culture Update.

There are no other direct budgetary implications associated with the minutes of the 15 August 2019 Audit, Risk and Improvement Committee meeting.

Policy and Legislation

Audit, Risk and Improvement Committee Charter

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We are accountable and transparent

Risk Management Issues for Council

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

Internal / External Consultation

N/A

Attachments

1 ⇩.

Audit, Risk and Improvement Committee Meeting Minutes 15 August 2019

1 ⇩.	Floodplain Risk Management Advisory Committee Minutes - 6 August 2019
2 ⇩.	Floodplain Risk Management Advisory Committee Minutes - 7 May 2019
3 ⇩.	Floodplain Risk Management Advisory Committee Minutes - 5 February 2019