Agenda of Ordinary Meeting of Council - Monday, 11 November 2024

Reports submitted to the Ordinary Meeting of Council to be held on Monday 11 November 2024.

Ordinary Meeting of Council AGENDA AND BUSINESS PAPER

Monday 11 November 2024

ORDER OF BUSINESS:

CLAUSE PRECIS PAGE

ACKNOWLEDGEMENT OF COUNTRY 2

REFLECTION 2

APOLOGIES 2

Confirmation of Minutes

CM-1 ORDINARY COUNCIL MEETING - 28 OCTOBER 2024 2

DECLARATIONS OF INTEREST 2

Motions Of Which Due Notice Has Been Given

NOM-1 NOTICE OF MOTION – RIVERINA MEN’S HEALTH CENTRE 3

Notices of Motions of Rescission

NOR-1 NOTICE OF MOTION TO ALTER RESOLUTION – RECONNECTING RIVERS COUNTRY PROGRAM 6

Reports from Staff

RP-1 SERVICE REVIEW - Development Assessment and Building Certification Division 10

RP-2 REQUESTS FOR FINANCIAL ASSISTANCE - SECTION 356 140

RP-3 REVIEW OF PLAQUES POLICY - POL 028 150

RP-4 2025 COUNCIL MEETING DATES 157

RP-5 Deed of Variation - Wagga Wagga Airport Lease and Licence 160

RP-6 QUESTIONS WITH NOTICE 162

Committee Minutes

M-1 CONFIRMATION OF MINUTES AUDIT, RISK AND IMPROVEMENT COMMITTEE - 17 OCTOBER 2024 165

ACKNOWLEDGEMENT OF COUNTRY

Wagga Wagga City Council acknowledges the traditional custodians of the land, the Wiradjuri people, and pays respect to Elders past, present and future and extends our respect to all First Nations Peoples in Wagga Wagga.

We recognise and respect their cultural heritage, beliefs and continuing connection with the land and rivers. We also recognise the resilience, strength and pride of the Wiradjuri and First Nations communities

REFLECTION

Councillors, let us in silence reflect upon our responsibilities to the community which we represent, and to all future generations and faithfully, and impartially, carry out the functions, powers, authorities and discretions vested in us, to the best of our skill and judgement.

APOLOGIES

Confirmation of Minutes

CM-1 ORDINARY COUNCIL MEETING - 28 OCTOBER 2024

Recommendation

That the Minutes of the proceedings of the Ordinary Council Meeting held on 28 October 2024 be confirmed as a true and accurate record.

Attachments

1 ⇩.

Council Meeting Minutes - 28 October 2024

171

DECLARATIONS OF INTEREST

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

NOM-1

Motions Of Which Due Notice Has Been Given

NOM-1 NOTICE OF MOTION – RIVERINA MEN’S HEALTH CENTRE

Author: Councillor Richard Foley

Summary:

This notice of motion seeks Wagga Wagga City Council’s support and calls for a report for the future establishment of a Riverina Men’s Health Centre, offering mental health, fitness, and collaborative law legal services. Inspired by insights from the recent Wagga Women’s Health Service Men’s Forum Event, the centre aims to create positive, community-backed programs with private and government partnership and support.

Recommendation

That Council:

a supports the establishment of a Riverina Men’s Health Centre, a dedicated facility to be based in Wagga Wagga aimed at providing comprehensive health and support services for men in the Riverina region

b recognises the pressing need for such a facility, which will offer services including in-house psychology support and mental health counselling, physical fitness programs, anger management, corrective domestic violence prevention programs, and legal services tailored to men’s health and wellbeing, including collaborative law assistance for men with family law and domestic violence matters to seek better positive outcomes for individuals, their families and ultimately the community

c notes the recent success of the Men’s Forum organised by the Wagga Women’s Health Service, which featured contributions from leading experts, including psychiatrist Adam Blanch, a trauma psychiatrist specialising in trauma and its relation to domestic violence. This pivotal new research presented by Blanch at the forum highlighted innovative insights and strategies that could position this city as a world leader in trialling and implementing trauma-informed approaches based on cutting-edge research in men’s health and domestic violence prevention

d emphasises the importance of involving all sectors of the community, including private sector businesses, financial institutions, and state and federal government, in both the research, future funding streams and Council’s support to report on this initiative. Collaboration with these sectors is essential for securing the funding, resources, and support needed to make the Riverina Men’s Health Centre a reality and to maximise its impact within the wider community

e supports initial Council engagement with relevant stakeholders to explore potential partnerships, funding opportunities, and collaborative efforts that could contribute to the successful foundation and operation of the Centre

f receives a report on the process to establish a Riverina Men’s Health Centre which includes, but is not limited to:

i who the key stakeholders are;

ii the steps involved;

iii the role of Council;

iv consideration of a steering committee or other such panel such as a stakeholder advisory group to oversee and guide the initial development of this centre

Report

There is a growing need for a specialised men’s health facility within the Riverina area. Mental health, physical wellness, social support, and legal assistance services are all critical components for addressing the unique challenges faced by men in our community. A specialised facility such as the Riverina Men’s Health Centre would provide these resources in a cohesive, supportive environment, significantly contributing to both individual and community wellbeing.

The Centre would offer a holistic approach to men’s health, featuring collaborative support from in-house specialists such as psychologists specialising in trauma (such as Adam Blanch), medical professionals in men’s health, fitness experts, and legal advisors, including those trained in collaborative law to assist men with family law and domestic violence matters. It aims to address not only mental and physical health concerns but also preventative and corrective support for issues such as building positive male role models, suicide prevention, anger management and domestic violence.

The recent outstanding success of the Men’s Forum, hosted by the Wagga Women’s Health Service, underscored the need for a trauma-informed approach to men’s health, emphasising among other ideas domestic violence prevention. With insights from expert psychiatrist Mr Adam Blanch, the research shared offered a transformative perspective, providing our city with the opportunity to lead innovative trials and implement effective, research-based strategies that could serve as a model globally. Engaging the private sector, financial institutions, and both tiers of state and federal government in the development of the Riverina Men’s Health Centre will be essential for ensuring the necessary support and resources to realise this vision which I believe would be a national first.

Financial Implications

N/A

Policy and Legislation

Code of Meeting Practice

Link to Strategic Plan

Community leadership and collaboration

Objective: Wagga Wagga has strong community leadership and a shared vision for the future

Our leaders represent our community

Risk Management Issues for Council

N/A

Internal / External Consultation

N/A

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

NOR-1

Notice of Motions of Rescission

NOR-1 NOTICE OF MOTION TO ALTER RESOLUTION – RECONNECTING RIVERS COUNTRY PROGRAM

Author: Councillor Jenny McKinnon & Councillor Amelia Parkins

Summary:

The previous Reconnecting Rivers Country Program motion was a response to community concern but occurred prior to Departmental community consultation sessions in Wagga and a proposed Councillor briefing about the program. A Councillor briefing was urgently arranged and now Councillors have a clearer picture of the aims and proposed operation of the program, as well as the related Draft Landholder Negotiation Scheme. The alternate recommendations in this motion intend to put forward a more targeted approach that recognises the role of the Commonwealth Government in the programs, as well as the need for stakeholder consultation. No list of advertising of the community consultation sessions is needed, as this has already been provided to Council.

Recommendation

That Council alter Resolution No. 24/304 from the 28 October 2024 Ordinary Council Meeting to the following:

That Council:

a write to NSW Minister for Water, Housing and Homelessness the Hon Rose Jackson MLC, and to the Federal Minister for Environment and Water the Hon Tanya Plibersek MP, recommending that:

i Stakeholders, such as landholder representative groups and Councils, are consulted at each stage of the Reconnecting Rivers Country business case and Landholder Negotiation Scheme development and are included in any review of the draft prior to submission to the Australian Government and adoption

ii Legal questions about easement proposals be clarified as a matter of urgency, particularly in relation to public access associated with easement title

iii Landholder property access be guaranteed in relation to any infrastructure changes associated with the Reconnecting Rivers Country program, especially road raising and bridge building

b write to all other RAMJO Councils and any other Councils located on the Murrumbidgee River, seeking feedback and support for our advocacy in this matter

c write to the NSW Shadow Minister for Water Steph Cooke MP, requesting an overview of her knowledge and position on this issue and seek her support in advocating for ongoing consultation for the remainder of the program

Report

At the 28 October 2024 Council Meeting it was resolved:

That Council:

a take up the request to receive an in person update and workshop on what this Reconnecting Rivers Country Program involves and the effects on our Local Government Area (LGA) and our residents

b following the workshop, write to:

i. the NSW Minister for Water, Housing and Homelessness the Hon Rose Jackson MLC, requesting an immediate halt in the Reconnecting River Country Program.

ii. all other RAMJO Councils and any other Council’s located on the Murrumbidgee River, seeking feedback and support of our situation in this matter

iii. the Shadow Minister for Water Steph Cooke MP, requesting her knowledge and position on this issue

c receive a report on the Reconnecting River Country Program that includes a complete list of where proposed consultation for the Landholder Negotiation Scheme was advertised

It is proposed that Council alter this resolution as per the above recommendation.

The Reconnecting Rivers Country program is a Murray-Darling Basin initiative aimed at creating healthier functioning river systems in the Murray and Murrumbidgee valleys. It was established in 2013 (as the Constraints Management Strategy) and Governments have been talking to landholders about minor flooding since then.

Currently, connections between rivers, wetlands and floodplains occur less often than is needed to maintain healthy ecosystems, at least partly due to river regulation and extraction. Water diversion for the environment aims to restore the balance, and to slow the continual decline of the health of Country, including the species depending on these environments to survive. Lack of natural river flows impacts on many processes, including fish breeding cycles, and the other plants and wildlife that rely on intermittent flooding for their survival.

Any landholders that will be impacted from these minor additional flows are farming on floodplains that regularly get flooded naturally, that’s what puts a property under consideration for this program.

The Commonwealth has committed $1 billion to the program. Most of this will be for infrastructure - like upgrading roads, raising bridges, strengthening and realigning levee banks. This is an economic opportunity for regions that ratepayers would otherwise have to pay for.

Farming is an extremely important part of the Wagga and national economy, but the long term future of farming in the Murrumbidgee valley relies on the long-term future of the river. A balance must be found between the needs of both, and this motion seeks to find that balance in relation to the two DCCEEW programs in question.

Financial Implications

N/A

Policy and Legislation

Wagga Wagga City Council Code of Meeting Practice

Link to Strategic Plan

Community leadership and collaboration

Objective: Wagga Wagga has strong community leadership and a shared vision for the future

Our leaders represent our community

Attachments

1 ⇩.

Notice of Motion to alter Resolution – Reconnecting Rivers Country Program

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-1

Reports from Staff

RP-1 SERVICE REVIEW - Development Assessment and Building Certification Division

Author: Rebecca Fox

General Manager: Peter Thompson

Summary:

Council requested a detailed Service Review be undertaken to ensure the long-term sustainable provision of planning, building and development services in the most efficient manner.

The Review undertook extensive consultation, benchmarking and analysis of six ‘in-scope’ areas and a Report has now been finalised.

Overall, the Review found that the Division’s performance is well above average, and timeframes are better than many councils in NSW. There are however opportunities for improvement and the Service Review Report includes 11 recommendations with focus areas for improvement.

Recommendation

That Council:

a notes the Service Review Report dated 28 September 2024

b notes that a ‘zero-based’ budget will be developed for the Division as part of the 2025/26 business planning process for the long term financial plan

c approves the General Manager returning to Council within the next 12 months with an executive structure which considers the findings of the Review regarding executive leadership of the Division

d requests an evaluation of the outcomes of the Service Review be undertaken within 12 months and a report presented to Council by December 2025.

Report

The Division manages a large quantum of work (7,369 applications for a range of services in FY23/24 plus additional advisory work) often in difficult circumstances – there is a nationwide shortage of labour and stakeholders are often critical of the Division’s staff and turnaround times.

Overall the Review found that the Division’s performance is well above average, and timeframes are better than many councils in NSW. For example in FY 23/24, Council’s average assessment timeframe for development applications was 78 days compared with an average of 115 days for all NSW Councils. Having said that, the Review and the Division’s staff acknowledge that averages do not always tell the whole story and there are examples where the Division’s performance has not been acceptable to specific applicants and stakeholders. Staff are also often burned-out by their workloads and unable to find the time and resources for improvement initiatives.

Generally, services are managed consistently and effectively through the Property and Rating system ensuring statutory compliance. There are some exceptions to this finding noted in the Report and resulting from a lack of resources, management oversight or clarity on roles and responsibilities.

Key externally facing areas of focus for improvement identified in the Report include:

· Quality of information received – trial of a new ‘front end’ concierge service and updating of Council’s website to increase the number of applications that can be assessed efficiently without requests for further information. More applications will be rejected with this new process, but quality checks are being undertaken by staff with technical capability much earlier than in the previous process.

· Communication – stakeholders are seeking an improved customer experience, and a comprehensive communications plan is being developed for the Division. Regular meetings with key stakeholders have started together with face-to-face briefings.

· Duty Services – there is no clear link between extensive building surveyor and planner duty services and improved outcomes for customers. The Review recommends reducing duty officer hours by about 50% and putting those hours towards core assessment and certification work. Most stakeholders are supportive of this reduction and an evaluation of the trial is included in the Report.

The Report also includes findings and recommendations related to:

· accountability and performance monitoring

· input into the NSW Planning Portal improvement program, IT and operational efficiencies

· organisational structure and leadership of the Division

· continuous management of resources including budget for contractors/consultants to manage workload

· strategy to ensure work is focused on outcomes and service delivery

· resourcing to address risks and best practice management of issues

· alternate models of delivery (which are limited in practice), and

· development of a zero-based budget.

Details of most findings are included in attachments to the Report. The Review Lead is available to provide further information on any queries or concerns.

Provided current vacancies can be filled, the current level of budgeted resourcing is ‘about right’ for the services to be delivered (except for the new concierge service). As part of the organizational

structure required to be presented to the new Council, the General Manager should consider placing the Division with the strategic planning function – this is the only ‘best practice’ alignment that could be discerned from the benchmarking. Together with a focus on improving collaboration and communication between directorates, this should improve outcomes for external stakeholders and staff.

Staff in the Division are to be commended for engaging with the Review, advancing (many) ideas for improvement and being open to change. Pulse surveys have been conducted with staff every fortnight for 16 weeks and most metrics improved (none declined). Two standouts are ‘change is handled well in our division’ which improved from a rating of 4.6/10 in survey #1 to 7.35/10 in survey #8 and ‘our ways of working are efficient’ which improved from 5.45/10 in survey #1 to 7.14/10 in survey #8.

Financial Implications

A zero-based budget will be developed for the Division as part of the 2025/26 business planning process for the long-term financial plan. This is not expected to have a significant impact on Council’s overall budget given that the Service Review has not recommended significant changes to resourcing.

Policy and Legislation

Services are provided pursuant to a range of legislation relevant to planning and development.

Link to Strategic Plan

Community leadership and collaboration

Objective: Wagga Wagga has strong community leadership and a shared vision for the future

Plan long term for the future of Wagga Wagga

Risk Management Issues for Council

The Review has identified services requiring additional focus to ensure they are managed consistently and provided in the most efficient and effective manner.

A communications plan is required to drive an improved customer experience, ensure that all stakeholders are aware of the services provided and the importance of good quality applications to improve assessment timeframes.

Internal / External Consultation

A Consultation Summary is attached to the Service Review Report as Attachment E.

All corporate service directorates of Council contributed staff to the Review’s Project Team and undertook a significant amount of work benchmarking services and analysing data, including obtaining data from other councils. Their work was of a high standard and delivered quickly – this was greatly appreciated.

A communications plan is being developed in accordance with the Review’s recommendations. Two industry newsletters have been published and meetings have been held with interested industry representatives.

Attachments

1 ⇩.	Service Review Report - 27 September 2024
2 ⇩.	Attachment A - Service Report Plan - 24 May 2024
3 ⇩.	Attachment B - Service Statement and Charter
4 ⇩.	Attachment C - Numbers and Timeframes
5 ⇩.	Attachment D - Organisational Structure - 30 August 2024
6 ⇩.	Attachment E - Consultation Summary - What We Heard
7 ⇩.	Attachment F - Building Certification Accrediation Summary - 30 August
8 ⇩.	Attachment G - Evaluation Report - Duty Service - 31 July 2024
9 ⇩.	Attachment H - Summary of State Referral Timeframes
10 ⇩.	Attachment I - Division and Directorate Structures
11 ⇩.	Attachment J - Salary Benchmarking Summary
12 ⇩.	Attachment K - Project Summary
13 ⇩.	Attachment L - Finances, Fees and Charges Summary - September 2024

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-2

RP-2 REQUESTS FOR FINANCIAL ASSISTANCE - SECTION 356

Author: Carolyn Rodney

Summary:

Council has received fee waiver requests which are detailed for Council’s consideration.

Recommendation

That Council:

a in accordance with Section 356 of the Local Government Act 1993, provide financial assistance to the following organisations:

i Homes NSW – Mount Austin/Turvey Park Clean Up scheduled during 2024/25 financial year - $10,047

ii Homes NSW – Tolland and Ashmont Clean Up events scheduled during 2025/26 financial year - $21,166 (proposed to be included in the 2025/26 operational budget)

b note the proposed budget available for financial assistance requests for the remainder of the 2024/25 financial year

Report

Homes NSW is requesting a fee waiver for three (3) community clean ups in the following suburbs: Mount Austin/Turvey Park on 3 March 2025; Tolland on 21July 2025 and Ashmont on 3 November 2025 for a total waste fee waiver request of $31,213.

Homes NSW have advised dates, streets and amounts of proposed waste for fee waiver as based on previous events.

1. Mount Austin/Turvey Park: Monday 3rd March 2025

Streets for Mount Austin/Turvey Park are Bolger Ave, Bourke St (101 to 141), Castlereagh Ave, Condon Ave, Doyle Ave, Fernleigh Road <100, Gilmore Ave, Heath St, Hely Ave, Hunter St, Jack Ave, Macleay St, Margaret Ave, Macquarie St, McDonough Ave, McKell Ave, Meads Place, Mitchelmore St, Monash Cre, Mt Austin Ave, Northcott Pde, Parkside Ave, Phillip Ave, Scherger Place, Spooner Ave, Townsend Place, Victoria St, and Warren Place.

Item	Current Charge and Estimated Quantities	Estimated Total Fee Waiver
Truck Hire & labour	No cost to Council, as will be paid for by Homes NSW	-
General Rubbish	$285 per tonne (say 23 tonnes)	$6,555
Mattresses	$32 per mattress (say 70 units)	$2,240
Tyres – Bicycle	$15 per tyre (say 15 units)	$225
Tyres – Passenger	$20 per tyre (say 25 units)	$500
Refrigerate equipment CFC removal	$31 per fridge (say 15 units)	$465
Scrap Metal	$31 per tonne (say 2 tonnes)	$62
Total		$10,047

2. Tolland: Monday 21 July 2025

Streets for Tolland estate: Awaba Ave, Quabara Pl, O’Connor St, Anne St, Bruce St, Raye St, Edghill Pl, Kenny Pl, Flynn Pl, Oliver Pl, Brooks Cir, Davies Pl, Bingham Pl, Melba Pl, Jordan Pl, Boyd Pl, Dennis Cres, French Pl, Toy Pl, Tarra Pl, Lalor Pl and Rogers Pl.

Item	*Estimated Charge and Estimated Quantities**	Estimated Total Fee Waiver
Truck Hire & labour	No cost to Council, as will be paid for by Homes NSW	-
General Rubbish	$299 per tonne (say 23 tonnes)	$6,877
Mattresses	$34 per mattress (say 70 units)	$2,380
Tyres – Bicycle	$16 per tyre (say 15 units)	$240
Tyres – Passenger	$21 per tyre (say 25 units)	$525
Refrigerate equipment CFC removal	$33 per fridge (say 15 units)	$495
Scrap Metal	$33 per tonne (say 2 tonnes)	$66
Total		$10,583

* assumed 5% increase to Fees & Charges at Gregadoo Waste Management Centre from 2024/25 charges, as per adopted LTFP assumptions

3. Ashmont: Monday 3 November 2025

Streets for Ashmont are Adams St, Arnott St, Ashmont Ave, Bardia St, Blakemore Ave, Bulolo St, Buna St, Callaghan St, Cameron St, Connorton St, Cottee St, Crawford St, Eaton St, Fernleigh Rd, Jenkins St, Kokoda St, Lae Ave, Madang St, Malta Cre, Marnock Place, Marshall St, Mumford St, O’Regan St, Poulton St, Sepik Rd, Tarakan Ave, Timor Pl, Tobruk St, Truscott Dr, Wau pl and Wewak St.

Item	*Estimated Charge and Estimated Quantities**	Estimated Total Fee Waiver
Truck Hire & labour	No cost to Council, as will be paid for by Homes NSW	-
General Rubbish	$299 per tonne (say 23 tonnes)	$6,877
Mattresses	$34 per mattress (say 70 units)	$2,380
Tyres – Bicycle	$16 per tyre (say 15 units)	$240
Tyres – Passenger	$21 per tyre (say 25 units)	$525
Refrigerate equipment CFC removal	$33 per fridge (say 15 units)	$495
Scrap Metal	$33 per tonne (say 2 tonnes)	$66
Total		$10,583

* assumed 5% increase to Fees & Charges at Gregadoo Waste Management Centre from 2024/25 charges, as per adopted LTFP assumptions

The letters confirm that if they require Council staff or plant/machinery, this will be at cost to Homes NSW/Argyle Housing.

Please note that the proposed clean ups in March and November are currently unfunded by Homes NSW and will only go ahead if (a) they are successful in obtaining a fee waiver for waste fees and (b) they obtain funding for the labour/plant/machinery required to operate the day, which is proposed to be at their cost.

The above request aligns with Council’s Strategic Plan “The Environment” – Objective: We are proactive with our waste management”.

Council has provided similar assistance to the Department in the last 24 months via community clean-up days at Ashmont, Kooringal and Tolland.

On an annual basis Council partners with Homes NSW to support targeted clean up days in social and community disadvantaged suburbs across the City including Ashmont, Mount Austin and Tolland. The support that Council has offered to date includes waste fee waivers and logistical support which is matched by Homes NSW providing approximately $25K funding for each cleanup day to cover the costs of waste contractors, plant hire, on ground staffing and coordination of these clean up days.

This report covers the three scheduled cleanup days for 2025, so rather than submitting separate reports each time a cleanup day is due, Council staff have worked with Homes NSW to finalise the year-long schedule for 2025 as detailed in this report. Low-socio-economic neighbourhoods experience a high turnover of tenants which leads to increases in Illegal dumping. These sites become fire hazards and cause environmental damage which is a burden on ratepayers to cover the cost of these clean-ups. This annual program has proven to contribute to the wellbeing, mental health and public amenity of these neighbourhoods experiencing social and community disadvantage and is an example of Council’s ongoing commitment to proactively helping to address cost of living pressures experienced by some of the most vulnerable members of our community.

Financial Implications

Budget Summary (rounded to the nearest dollar where applicable)
Total Section 356 Contributions, Grants and Donations 2024/25 Budget allocation	$2,190,329
Total of Section 356 Contributions, Grants and Donations budget allocations approved during 2024/25 Operational Plan adoption*	($2,156,731)
Total of fee waivers approved to date this financial year	($760)
Revised Balance of Section 356 budget available for requests received during the 2024/25 financial year	$32,838
1) Homes NSW (to be funded from Solid Waste Cost Centre, as opposed to the General Purpose Revenue Section 356 budget)~ 2024/25 Financial Year - Mount Austin/Turvey Park: $10,047 2025/26 Financial Year – Tolland: $10,583 and Ashmont: $10,583 (proposed to be funded in the 2025/26 Operational Plan Budget)	($-)
Subtotal Fee Waivers included in this report proposed to be funded from the Section 356 Budget	($-)
Proposed Balance of Section 356 fee waiver financial assistance budget for the remainder of the 2024/25 Financial Year	$32,838

*This figure includes Community leases rental subsidies ($1,612,174); Annual Grants Programs ($219,450); Major Events Sponsorships ($100,000); Fee Waivers and Rates and Annual Charges Waivers ($38,725); Contributions ($45,587); Scholarships ($6,000); Road Closures ($29,000) and Other ($105,795).

~It is proposed that Council support these Clean up events by contributing the above assistance estimated at $10,047 for 2024/25 and $20,094 for 2025/26. It is proposed for this support to be funded from Council’s Solid Waste Management Operations budget which can absorb the total cost estimates (Job Number 70138). All other costs associated with this request will be met by Homes NSW.

Policy and Legislation

POL 078 – Financial Assistance Policy

Link to Strategic Plan

The Environment

Objective: Our built environment is functional, attractive and health promoting

Create an attractive city

Risk Management Issues for Council

N/A

Internal / External Consultation

Cross Directorate consultation has been undertaken as required.

Attachments

1 ⇩.	Mount Austin, Turvey Park and Ashmont Clean Up Days 2025
2 ⇩.	Tolland Clean Up Day 2025

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-3

RP-3 REVIEW OF PLAQUES POLICY - POL 028

Author: Ben Creighton

Executive: Fiona Piltz

Summary:

Council received a petition dated 23 October 2023 from 62 signatories. As per Council’s Petition Policy (POL 086), a request can be made to Council seeking action or special consideration of a particular matter, that Council is authorised to determine, which is signed by at least ten different residents / ratepayers / interest parties from at least 10 different addresses.

At the 11 December 2023 Ordinary Meeting of Council, it was resolved in response to the petition that Council would receive a further report once a review of the plaques naming policy was completed.

At the 26 August 2024 Ordinary Meeting of Council, it was resolved to place an amended Plaques Policy on public exhibition.

Recommendation

That Council:

a note that no submissions were received for the draft Plaques Policy during the public exhibition period

b adopt the Plaques Policy (POL 028)

Report

The petition was:

“seeking the introduction of a Council Policy which would provide for the removal of naming plaques and / or signage recognising a person or persons in circumstances where such a person or persons have subsequently fallen from grace through inappropriate or unacceptable actions or behaviours.”

The petition’s accompanying letter to the petition further stated that:

“There are a number of recent instances in various jurisdictions where local identities once recognised for a variety of reasons have fallen from grace and their public recognition subsequently removed. It is considered appropriate Wagga Wagga City Council adopt a policy which provides for such removal in such circumstances. The adoption of a fit and proper person test as used to determine the application of many awards, licences, appointments including professional awards and appointments would be the appropriate mechanism where a request from the community in this context was considered on just grounds. Examples could include imprisonment, criminal convictions, convictions for fraud and other civil finding, dishonesty, bankruptcy and other like matters.”

At the 11 December 2023 Ordinary Meeting of Council, it was resolved in response to the petition that Council would receive a further report once a review of the plaques naming policy was completed.

The removal of naming plaques and signage predominately falls under two existing policies within Council. The first being the Parks Naming Policy – POL 055 and the Plagues Policy – POL 028. Both policies already had provisions which allow for the removal of a plaque, name or signage under a variety of circumstances.

Within the Parks Naming Policy a clause has been included which states:

“Council reserves the right to renew the name of any open space area at its discretion”.

Within the Plaques Policy, there was a section that outlines the requirements of Plaques that have been installed as memorials. This includes a clause that states:

Council does not guarantee to retain the plaque in perpetuity and would normally retain the plaque at its location for a period of not less than five years from the time of installation with the following exceptions:

· The area in which the plaque is located is being redeveloped

· The structure or support on which the item is located is to be removed or permanently altered

· The use of the area in which the memorial is placed changes significantly in character and the plaque is not deemed suitable for the site.

Although not guaranteeing the retaining of a plaque in perpetuity, this clause provided only limited options for removal of a plaque up until five years have elapsed.

The adoption of an all-encompassing fit and proper person test can be difficult to implement as it can be subjective. Instead, it was proposed to utilise the existing Policies to manage this issue. In simple terms, if it is identified by a community member that an individual is potentially not worthy of the recognition that has been given, then a report could be made to Council allowing consideration of the matter.

To facilitate this within the plaques policy it was proposed that the policy is amended to allow for the addition of a clause that states:

“Council reserves the right to remove any plaque at its discretion”.

At the 26 August Ordinary Meeting of Council, it was resolved to place this amendment on public exhibition. The Plaques Policy (POL 028) was placed on public exhibition for a 28-day period from 2 September 2024 to 30 September 2024 with submissions open until 14 October 2024.

Council received no submissions during this time. It is recommended that Council adopt the Plaques Policy with the amendment as exhibited.

Financial Implications

N/A

Policy and Legislation

Local Government Act 1993

Link to Strategic Plan

Community leadership and collaboration

Objective: Our community is informed and actively engaged in decision making and problem-solving to shape the future of Wagga Wagga

Ensure our community feels heard and understood

Risk Management Issues for Council

Council policies are essential to ensure transparent legal, fair and consistent decision making across the Council. They support Council in achieving its corporate objectives and provide a critical guide for staff, councillors and other stakeholders. In the absence of effective policies there is a greater risk of inconsistency, confusion and inefficiency and can lead to non-compliance with the requirements of legislation and regulations.

Internal / External Consultation

The Plaques Policy (POL 028) was placed on public exhibition for a 28-day period from 2 September 2024 to 30 September 2024 with submissions open until 14 October 2024.

The staff have reached out to the individual who submitted the original petition which went to Council in December 2023 at the Ordinary Meeting to provide the opportunity to talk to this report at this Ordinary Council Meeting being 11 November 2024.

Attachments

1 ⇩.

Plaques Policy (POL 028)

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-4

RP-4 2025 COUNCIL MEETING DATES

Author: Scott Gray

Summary:

Council is required under Section 365 of the Local Government Act 1993 (NSW) to meet at least 10 times per year (financial year), each time in a different month. This report provides a schedule for the continuation of two meetings per month according to the current adopted position of Council. Also included is information in relation to alternative Council meeting cycles.

Recommendation

That Council consider and select a preferred option for the schedule of Ordinary Council meetings for the period January 2025 to December 2025.

Report

During the induction program Councillors considered and discussed a number of different meeting cycles for this term including fortnightly, three-weekly and four-weekly meeting cycles. Discussions also took place in regards to potentially moving meeting days to a Wednesday instead of a Monday.

The Wednesday option is proposed to be considered for the following reasons:

· It will allow Councillors the opportunity to review papers over a weekend and provide extra business days to ask questions prior to the Council meeting.

· It provides flexibility for staff and Councillors to have leave on a Monday.

· It will allow members of the community to have more time to review documentation and prepare to speak at a Council meeting.

It is recommended that Council continue meeting on a fortnightly basis, however a decision will need to be made by Council on what days to meet. Staff have outlined two (2) options for Councillors to consider.

Scheduling Options

Outlined below are the proposed Ordinary Council Meeting dates for the period January 2025 to December 2025, based on the second and fourth Monday or Wednesday of the month, with a number of exceptions as noted below. A meeting in late January 2025 is required as there are items which have legislative compliance implications if they are not considered by Council in January 2025.

The meeting date proposed for December 2025 lessens the gap between the December and January meeting dates, with January typically being the period of increased staff absence due to planned leave, with a consequent smaller agenda anticipated. The December date proposed also accommodates the legislative requirements for the investment portfolio reporting.

The Corporate Calendar and other factors has been checked for any conflicting commitments and any overlapping conference dates including:

· Public Holidays and NSW School holidays

· Adoption of Audited Financial Statements within legislated timeframes

· Financial and investment reporting requirements

· Adoption of IP&R documentation

· The National General Assembly has a tentative date of mid to late June 2025.

· LGNSW Conference has not released dates yet, however its estimated to be held in late November 2025

· One monthly meeting proposed for January 2025 and December 2025 to accommodate the Christmas / New Year Holiday periods

Option 1 (Monday’s)	Option 2 (Wednesday’s)	Time	Comments
20 January 2025	29 January 2025	6:00pm	Australia Day - 26 January 2025 (public holiday on Monday 27 January 2025)
10 February 2025	12 February 2025	6:00pm
24 February 2025	26 February 2025	6:00pm
10 March 2025	12 March 2025	6:00pm
24 March 2025	26 March 2025	6:00pm
7 April 2025	9 April 2025	6:00pm	School Holidays - 14 April to Thursday 25 April 2025
28 April 2025	30 April 2025	6:00pm
12 May 2025	14 May 2025	6:00pm
26 May 2025	28 May 2025	6:00pm
10 June 2025 (Tuesday)	11 June 2025	6:00pm	King’s Birthday – 10 June 2025
23 June 2025	25 June 2025	6:00pm
7 July 2025	9 July 2025	6:00pm	School Holidays - 7 July to 18 July 2025
21 July 2025	23 July 2025	6:00pm
11 August 2025	13 August 2025	6:00pm
25 August 2025	27 August 2025	6:00pm
8 September 2025	10 September 2025	6:00pm
22 September 2025	24 September 2025	6:00pm
13 October 2025	15 October 2025	6:00pm
27 October 2025	29 October 2025	6:00pm
10 November 2025	12 November 2025	6:00pm	LGNSW Conference usually early/mid November
24 November 2025	26 November 2025	6:00pm
15 December 2025	17 December 2025	6:00pm

Financial Implications

There are costs involved in conducting Council meetings, including the livestreaming of the Council meetings which requires certain equipment and services. Council has an annual budget allocation to conduct the livestreaming of all Council meetings, which is provided by an external contractor.

Policy and Legislation

In accordance with Chapter 12, Part 2, Section 365 of the Local Government Act 1993 (NSW), the Council is required to meet at least 10 times per year (financial year), each time in a different month.

Link to Strategic Plan

Community Leadership and Collaboration

Objective: We have strong leadership

Outcome: We plan long term

Risk Management Issues for Council

N/A

Internal / External Consultation

Councillors were consulted as part of the induction program. If the Wednesday Option is resolved then we will communicate this change more broadly to the community in advance of the change from 2025.

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-5

RP-5 Deed of Variation - Wagga Wagga Airport Lease and Licence

Author: Christine Priest

General Manager: Peter Thompson

Summary:

This report seeks Council’s endorsement to enter an extension to the current Wagga Wagga Airport lease for a period of 12 months to be executed through a Deed of Variation – Lease and Licence.

Recommendation

That Council:

a agree to a 12 month extension of the Wagga Wagga Airport lease

b delegate authority to the General Manager or their delegate to sign the Deed of Variation on behalf of Council

c authorise the affixing of Council’s Common Seal to documents relating to this matter as required

Report

Background

Wagga Wagga Airport (Wagga Airport) is one of the most significant regional transport gateways in NSW, providing essential services and connection for the region to the rest of Australia, for families, individuals, businesses, education, health services, along with aviation training, maintenance, and general aviation.

Wagga Airport is operated by Wagga Wagga City Council (Council) as a community focused facility.

The current 30-year lease of Wagga Airport from the Commonwealth Department of Defence is due to expire in June 2025.

Council and the community have been advocating for the future of Wagga Airport for some time and launched a community advocacy campaign in May to seek support from key stakeholders and the community. Representation to Defence and Ministers of Parliament have been made by not only Council but other key organisations within the community.

Federal Member for Riverina Michael McCormack announced on 22 May 2024, the decision to put the airport out to public tender had been put on hold until 30 June 2026 to allow more for negotiations to occur.

Council welcomed the additional 12-month extension, and this deed of variation formalises that commitment from Defence. This deed of variation also means that Council can subsequently extend more than 40 subleases of the Wagga Airport for a 12-month period too.

Council continues to remain in dialogue with Defence and is working collaboratively with Defence towards negotiating a long-term lease for the airport to secure our community airports future for the region.

Financial Implications

N/A in relation to the lease itself as all current conditions remain the same for the 12-month extension. The financial implications relate to the trigger for additional work to execute the sub-leases.

Policy and Legislation

Local Government Act 1993

Policy 038 Acquisition, Disposal and Management of Land.

Link to Strategic Plan

Growing Economy

Objective: Wagga Wagga is a thriving, innovative and connected regional capital city

Improve, maintain and renew transport networks and building infrastructure to provide safe, affordable, efficient, and reliable transport connections for our community

Risk Management Issues for Council

N/A in relation to entering into the Deed of Variation, however the current uncertainty about the long-term tenure of Wagga Wagga Airport is a very high risk for Council, Community and the wider Region.

Internal / External Consultation

N/A

Attachments

1 .

Deed of Variation of Lease

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

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

RP-6

RP-6 QUESTIONS WITH NOTICE

Author: Scott Gray

Summary:

This report is to respond to questions with notice raised by Councillors in accordance with Council’s Code of Meeting Practice.

Recommendation

That Council receive and note the report.

Report

The following questions with notice were received prior to the meeting, in accordance with the Code of Meeting Practice.

Councillor Tanner

What is the renewal budget identified in the Asset Management Plan for footpaths?

The Assets Management Plan (AMP) for Transport 2022-2026 notes in section 1.6.2 that for our footpath assets, works and services cannot be provided under present funding levels for footpaths in condition 4 and 5.

Table 9 on page 23 of the AMP for Transport states Council is only funding 6% of the required budget to bring the asset up to a satisfactory condition, with the $420,000 in budget identified over the life of the Long Term Financial Plan being attributable to Councils Pedestrian Access and Mobility Program (PAMP). Council does have an annual budget of $20,000 for Footpath construction, which has been allocated to the acquisition of footpaths (new construction) in the existing AMP for Transport assets. Council staff acknowledge that there is not enough budget to renew this asset category, and without a significant increase in funding allocated, will continue to deteriorate.

Council staff have been working on updating the AMP for all asset categories, with the intention of adopting a new suite of AMP’s in June 2025 (within the first 12 months of the newly elected Councillors). These plans will use the most up to date data, which includes the comprehensive condition assessments undertaken in June 2023 for all Transport assets, including footpaths.

Councillor Tanner

What is the annual budget for road linemarking and the estimated useful life attribute to line marking? What was the linear amount of linemarking renewed in km's in FY23/24 and what is planned for FY25, and does council plan the renewal based on useful life?

For the 2024/25 financial year, Council has introduced a new $75K annual budget for linemarking, funded from general purpose revenue. This budget is planned to be used for linemarking renewed road assets that are reconstructed and/or resealed as part of Councils 2024/25 roads program. Council has also identified $64K in linemarking budget for Regional Roads, funded from the Regional Roads block grant, which will be used to renew linemarking on Councils regional roads network. In addition to the above two funding sources, Council also has an annual ongoing budget, $56K for 2024/25, which is used for Council staff to perform line maintenance as required.

Council does not currently track the quantity of linemarking renewed each financial year. Council did spend in excess of $400K on linemarking throughout the 2023/24 financial year.

Council does not have a specific estimated useful life that it applies to linemarking as it generally depends on the location and product type. Based on this, the life of linemarking can range from anywhere from 12 months to 5 years. Council does not have a renewal plan for linemarking.

Councillor Tanner

What is the annual budget for grading Council’s unsealed road network, and what is the actual annual target?

Council has a budget of $1.98M in the 2024/25 financial year for grading of Council’s unsealed road network, funded from general purpose revenue, of which Council has an ongoing annual budget for.

Additionally, Council received $5.1M in funding under the NSW Natural Disaster Recovery funding which includes programming a number of unsealed roads to be maintenance graded, as well as resheeting and the reinstatement of some damaged sealed roads.

With a combination of the above two funding sources, Council is aiming to maintenance grade 423kms of its unsealed roads network throughout this financial year. Council staff aim to undertake between 350-450km of maintenance grading per year.

In addition to the above annual budget, Council also has $617K allocated in the 2024/25 financial year (funded from general purpose revenue) for addressing unsealed roads customer requests. This is the first year of this annual budget allocation, with previous costs for unsealed roads customer requests having to be funded from the annual grading budget mentioned above.

Councillor Foley

Will Council consider investigation SMS blast technology for Council notices, public exhibition and other important announcements that could be broadcast across the local government area?

Council will investigate the advantages and disadvantages of using SMS to communicate with residents in our local government area. As part of this investigation staff will look at the cost of use and of implementation, restrictions and risk, and the parameters around the effective use of SMS to complement Council’s communications efforts.

Financial Implications

N/A

Policy and Legislation

Code of Meeting Practice

Link to Strategic Plan

Community leadership and collaboration

Objective: Our community is informed and actively engaged in decision making and problem-solving to shape the future of Wagga Wagga

Ensure our community feels heard and understood

Risk Management Issues for Council

N/A

Internal / External Consultation

N/A

Report submitted to the Ordinary Meeting of Council on Monday 11 November 2024

M-1

Committee Minutes

M-1 CONFIRMATION OF MINUTES AUDIT, RISK AND IMPROVEMENT COMMITTEE - 17 OCTOBER 2024

Author: Melinda Conolly

General Manager: Peter Thompson

Summary:

The Audit, Risk and Improvement Committee (ARIC) is an advisory committee of Council. This Report seeks that Council endorse the recommendations made by the Committee at the meeting on 17 October 2024.

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 endorse the recommendations contained in the minutes of the Audit, Risk and Improvement Committee Meeting held on 17 October 2024.

Report

The minutes of the Audit, Risk and Improvement Committee Meeting held on 17 October 2024 are presented to Council for adoption.

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.

Policy and Legislation

Audit, Risk and Improvement Committee Charter

Link to Strategic Plan

Community leadership and collaboration

Objective: Wagga Wagga City Council leads through engaged civic governance and is recognised and distinguished by its ethical decision-making, efficient management, innovation and quality customer service

Ensure transparency and accountability

Risk Management Issues for Council

The Committee considered matters relating to their role in providing independent assurance and assistance to Council on risk management, as outlined in the attached Minutes and which included consideration of Council’s Corporate Strategic Risk Register.

Internal / External Consultation

The ARIC Chairperson Report was distributed to Councillor via the Hub on 24 October 2024.

Attachments

1 ⇩.

ARIC Minutes - 17 October 2024