NORTHERN AGRICULTURAL CATCHMENTS COUNCIL

Meeting of Board of Directors

Monday 30 March 2015

MINUTES

NACC BOARD MEETING TELECONFERENCE

8.30am to 10.30am

Signed as a true and correct record of proceedings

__________________________________________

CHAIR

NACC Board of Directors MINUTES

CONTENTS PAGE AGENDA ............................................................................................................................. 1

1.0 Open Meeting (8.30am) ........................................................................................... 2

1.1. Attendance & Apologies ......................................................................................... 2

1.2. Public Questions and Deputations .......................................................................... 2

2.0 Declaration of Interest .............................................................................................. 3

2.1 Standing Declarations ............................................................................................ 3

2.2 Declaration for this meeting .................................................................................... 3

3.0 Previous Meeting Minutes (for Decision) ............................................................... 4

Recommendation 1 ...................................................................................................... 4

Resolution 1/NACC/03/15 ............................................................................................ 4

3.1 Matters Arising from Previous Meetings: ................................................................ 4

4.0 Executive Reports .................................................................................................... 6

4.1 Chair’s Report (for Information/Decision) ............................................................ 6

Recommendation 2 ...................................................................................................... 6

Resolution 2/NACC/03/15 ................................................................................................ 6

4.2 CEO’s Report (for Information/Decision) ............................................................ 7

Recommendation 3 ...................................................................................................... 8

Resolution 3/NACC/03/15 ................................................................................................ 8

4.3 Finance Report (for Information/Decision) .......................................................... 9

Recommendation 4 ...................................................................................................... 9

Resolution 4/NACC/03/15 ............................................................................................ 9

5.0 Outline concept of stakeholder mapping & skills (for Information/Discussion) ......10

6.0 Incoming / Outgoing correspondence (for Information) ............................................11

7.0 General Business (for Information/Discussion) ......................................................11

7.1 Safety Issues for NACC ........................................................................................ 11

7.2 Next Meeting ........................................................................................................ 11

8.0 Close Meeting .........................................................................................................11

9.0 Attachments (these are emailed electronically as attachments) ...............................11

10.0 Actions arising from this meeting .............................................................................12

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NORTHERN AGRICULTURAL CATCHMENTS COUNCIL

30 March 2015 8.30am to 10.30am

AGENDA

1.0 8.30 am Open Board Meeting

1.1 Attendance & Apologies

1.2 Public questions and deputations

2.0 8.35 am Declaration of Interest

3.0 8.40 am Previous Meeting Minutes (for Decision)

3.1 Acceptance of Minutes – 23 February 2015

3.2 Matters Arising from previous meetings

4.0 9.00 am Executive Reports (for Information/Decision)

4.1 Chair’s Report

4.2 CEO’s Report

4.3 Finance Report

5.0 9. 50 am Outline concept of Stakeholder mapping & skills profiling (for Information/Discussion)

6.0 10.10 am Correspondence IN/OUT

7.0 10.15 am General Business

8.0 10.30 am Close Meeting

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1.0 Open Meeting (8.32am)

Author: Dr Jill Wilson Position: Chair Date: 30 March 2015

1.1. Attendance & Apologies Author: Evelyne Halikis Position: Executive Assistant Date: 30 March 2015

PRESENT: Board Members J Wilson K Broad Y Marsden G Erickson S Love (8.54am) C Sullivan T Thomas IN ATTENDANCE: R McLellan (CEO) T Maina (CSM) E Halikis (EA) OBSERVERS: LEAVE OF ABSENCE:

APOLOGIES: OBSERVER APOLOGIES: ABSENT:

1.2. Public Questions and Deputations

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2.0 Declaration of Interest

2.1 Standing Declarations

2.2 Declaration for this meeting

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3.0 Previous Meeting Minutes (for Decision) Title Acceptance of Previous Minutes Author Evelyne Halikis Position: Executive Assistant Date: 30 March 2015

Recommendation 1 The Board accepts the previous Minutes of Meeting of 23 February 2015 as presented.

Resolution 1/NACC/03/15 The Board confirmed the previous Minutes of Meeting of 23 February 2015 as presented. MOVED: G Erickson SECONDED: Y Marsden CARRIED: All

3.1 Matters Arising from Previous Meetings:

Discussion arising

1. Carbon Quest Australia Director Claire Sullivan reported back from the CQA meeting that the first aggregation auction will take place in mid-April which will be a critical point for CarbonQuest. Any success at the auction will provide an income stream over seven years. A draft management agreement has been sent out to approximately 20 farmers for existing plantings or those that will be in until end of June. There are some oil mallee and sandalwood growers. Shelley Spriggs is taking on a local coordinator role for two days a week until the end of June and has drafted a CQA / NACC Memorandum of Understanding (MOU) to cover corporate services, etc. for NACC to consider. The Corridors project work falls in with the aggregation work and a progress report is being finalised to present to NACC. CEO and Shelley Spriggs have held discussions with regard status and future directions of the CQA “project”. At these meetings, CEO requested greater clarity with regards CQA governance, management, business planning, and performance against agreed/contracted milestones/deliverables. There appears to be an overlap between NACC and CQA activities in the 2014 Management Agreement works schedule. Violetta Pristel is currently working 5 days/week and Shelley Spriggs is working 2 days/week (as CQA program coordinator). Additional input, e.g., NACC finance staff, create one of many “grey areas” in the relationship that should have been articulated in the Management Agreement. In response to these areas Shelley Spriggs has drafted an MOU, to better spell out our relationship between CQA and its shareholder (NACC). NACC requested a contract variation which is in preparation. CEO has also requested a project report (received), decision tree (received), critical path outlining key CQA milestones deliverables, and business plan to demonstrate strategy for financial sustainability beyond June 2015. Key questions for the Board to consider: Based on the decision tree, at what point is NACC/CQA prepared to make hard decisions regarding future courses of action? What is the planning for CQA to provide additional funding beyond NACC?

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Board may want to have an extraordinary meeting based on advice received.

2. Preferred contact by state and commonwealth representatives with NACC Commonwealth: CEO had meetings with the commonwealth team and they are very keen to be reengaging with NACC. Regular meetings between representatives and CEO have been set-up to discuss issues. Also very keen to attend Board meetings – for at least the first part of the meeting. State: CEO has met with John Holley (State NRM0) – who is also keen to attend Board meetings. NACC has existing funding contracts with both groups, and both groups are very positive about NACC and keen to be engaged. CEO recommended that the commonwealth and state representatives are (re)invited to attend Board meetings (until Board goes in camera or has a break in the agenda to allow these observers to exit). Recommendation accepted by Board.

3. Community engagement There has been an excellent response to NACC’s renewed community engagement (see CEO’s report), with many key stakeholders keen to collaborate and/or reconnect. NACC is highly respected throughout the community and the staff held in high esteem. NACC is in good shape to build our profile and to work collaboratively, including across boundaries with other regional NRM groups. Community and stakeholder engagement ongoing, with CEO meeting with multiple partners, etc., in coming weeks.

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4.0 Executive Reports

4.1 Chair’s Report (for Information/Decision) Author: Dr Jill Wilson Date: 30 March 2015 National networking Most of this report will be taken up discussing messages from the National Chairs conference – I have developed a summary of the papers which is an attachment to this agenda. Refer to Attachment 9.1 The key messages are:

We must find ways to demonstrate the contribution of our projects to society, particularly to the

economy;

Align our projects and incentives with industry needs to engage industry in best practice;

Food security and the environmental services embedded in our food will have increasing

importance;

Get involved in the Green Army Program;

Develop effective partnerships at all levels;

Embrace the digital revolution and develop projects based on science and technology;

Develop simple “NRM narratives” and tell our “stories” effectively;

Utilise social media

Operational – community engagement I have tried to follow the activities of the staff over this period and am very heartened by the engagement with the community. Richard himself has attended several crop updates and has made giant leaps in networking with local groups. It appears that the whole organisation is embracing more community engagement. Thank you. Twitter Over this period I have engaged in Twitter to test the networking experience. It has been very successful, partly because so many NACC people are now engaged, and it is a quick way to keep up to date with what is going on. I urge you all to become involved too. Even if you only use it to follow what Richard and the staff are up to, and never make a post, it could be a useful tool for you to keep up to date. Discussion arising

1. Regional NRM Chairs Forum Communication: Commonwealth keen to be seeing more stories from regional NRM groups – to get the messages out about what’s being done/achieved. Social media is as important as mainstream media. Green Army: Commonwealth is keen for NRM groups to support the Green Army programme.

Recommendation 2 That the Board receives the Chair’s Report of 30 March 2015 as presented.

Resolution 2/NACC/03/15 The Board accepted the Chair’s Report of 30 March 2015 as presented.

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MOVED: S Love SECONDED: K Broad CARRIED: All

4.2 CEO’s Report (for Information/Decision) Author: Richard McLellan Date: 30 March 2015 Introduction: This report summarises activities and progress on key issues over the past month. I’d like to thank all members of the NACC team – Board and staff – for the warm welcome that I have received since commencing as CEO one month ago. My primary objectives of this introductory month have been:

induction to NACC policies, processes and internal systems;

to get to know my team and their work (and vice versa);

to better understand the status of our portfolio of projects;

to meet as many key stakeholders as possible; and

to make the most of my “honeymoon period” as a new incoming CEO.

I’m very pleased to report good progress on all fronts.

1. Team Report / Personnel

The “Culture and Values” retreat at Green Head on 17-18 March was a great success,

with all participants expressing positive outcomes from the workshop. Facilitator Jodie

Rowell will be providing a report; and a small working group will be working with me to

review the organisation’s Mission/Purpose, Vision and Values with a view to bringing

recommendations back to the Board for consideration of a few additions and “tweaks” to

better represent NACC’s current purpose and values.

NACC profile – Media interviews (ABC Mid West Radio, Mid West Times / Central

Midlands Advocate, Geraldton Guardian, Everything Geraldton); as well as NACC

platforms (NACC Notes, NACC’s Facebook and Twitter accounts). Approx. 10 program

staff now promoting NACC’s work via Twitter.

Staff profiling – Completed staff skills register to identify ‘unknown’ experience, skills,

volunteer activities and interests.

Staff changes – At his request, Peter Mackay’s work schedule has been reduced to two

days part-time.

2. Regional Liaison & Collaboration & Events

Partner meetings – with Durack College, City of Greater Geraldton (Natural Areas

Management Advisory Group); Mid West Science Engagement Group; Pollinators (Andrew

Outhwaite); DAFWA; Department of Regional Development.

Regional sub-groups – Attended meetings with: WA Growers Group Alliance (Dongara);

Coastcare Forum groups (Ledge Point); Mingenew Irwin Group (Crop Updates,

Mingenew); West Midlands Group (Crop Updates, Badgingarra); NEFF (Crop Updates,

Mullewa); Yarra Yarra Catchment Management Group, Shire of Perenjori, Bush Heritage

(Welcome meeting, Perenjori); Mingenew Irwin Group (Biennial Dinner, Dongara); Friends

of Chapman River (Beach Clean-up activity, Geraldton);

3. Federal & State Liaison and Collaboration & Events

Initiated regular contact (monthly AV meetings) with Australian Government WA NRM

team (Sarah Gowland, Christine Kajewski, Neil Riches, Don Thompson). We have had two

very productive meetings.

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Half-day meeting with John Holley (State NRM Office) to discuss current relationship and

better liaison going forward.

Liaison with Kath Broderick (executive Director NRMWA)

o Recommendation: That Australian and State government NRM representatives be

(re) invited to participate in NACC Board meetings (at least for the first session, and

departing before any business required to be in camera).

Attended opening of new Geraldton office of Darren West (ALP MP).

Stanley Yokwe will be attending the National Regional Landcare Facilitators Forum on 27-

28 May 2015 in Canberra.

4. Projects Updates

Met with Shelley Spriggs to discuss Carbon Quest status and planning.

5. Planned Activities

Indigenous Training – 31 March (with Greg Burrows and Claude McGuire).

Meetings in Perth (1-2 April) – With Kath Broderick (NRMWA), Hans Lambers (Kwongan

Foundation/UWA), Gaye Mackenzie (Rangelands NRM), Lisa Potter (Perth Region NRM),

Anne Smith (Greening Australia).

Discussion arising

1. Culture and Values workshop:

The NACC Culture and Values workshop conducted at Green Head was very successful, but

revealed that not all staff are fully aware of NACC’s Mission (Vision), Purpose and Values. It is

important that all members of staff, and the Board, are familiar with these.

A brief culture and values exercise will be conducted with the Board at the April Board meeting.

We need to ensure our Mission is strong and communicable and that our values are right for the type

of organisation we are in 2015.

CEO recommended that a review be undertaken of the organisation’s name, Mission (Vision) and values – involving both the staff and the Board members – and that the CEO reports back to the Board once this process has been completed. It is being coordinated by the CEO and a small NACC staff working group.

2. Staff culture and collaboration: CEO has reintroduced staff social gathering every Friday afternoon. Key partners and stakeholders are being invited – such as Rangelands NRM, Durack and BCMI staff. Board members are also invited and encouraged to take the opportunity to better get to know the staff.

Recommendation 3 That the Board receives the CEO’s Report of 30 March 2015 as presented.

Resolution 3/NACC/03/15 The Board accepted the CEO’s Report of 30 March 2015 as presented.

MOVED: S Love SECONDED: G Erickson CARRIED: All

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4.3 Finance Report (for Information/Decision) Author: Tom Maina Position: Corporate Services Manager Date: 30 March 2015 Introduction The following reports have been included in this month’s financial report:

o Statement of Financial position drawn as at 28 February 2015 showing the assets and liabilities of NACC.

o Statement of Financial Performance for the period July to February 2015 showing recognised income and expenditure.

o Year to date Administration Expenditure Report.

The result for the period ending February 2015 was presented. NACC Investments NACC Term Deposit 1 placed at 2.90% with a maturity date of 19/4/2015 NACC Term Deposit 2 placed at 2.80% with a maturity date of 19/06/2015 NACC Term Deposit 3 placed at 3.15% with a maturity date of 9/05/2015 NACC Contracts over $50,000 None

Recommendation 4 That the Board receives the Finance Report for February 2015 as presented consisting of:

Statement of financial position as at 28 February 2015

Statement of financial performance for the period 1 July to 28 February 2015

Year to date Administration Expenditure Report

Resolution 4/NACC/03/15 The Board accepted the Finance Report for period ending 28 February 2015 as presented consisting of:

Statement of financial position as at 28 February 2015

Statement of financial performance for the period 1 July to 28 February 2015

Year to date Administration Expenditure Report

MOVED: Y Marsden SECONDED: G Erickson CARRIED: All Discussion arising

1. Confidentiality: Finance report – as it is currently presented – contains confidential information which should not be presented for wider viewing, e.g., to external Board meeting observers, such as state and federal government representatives. It was decided that the finance report be kept in the meeting schedule and agenda as it currently is – but made very general – with a few key dot points to summarise financial status and to highlight any areas of concern (“red flag issues”). The more detailed content of the report should be moved and presented as a separate document/appendix at the back of the report.

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5.0 Outline concept of stakeholder mapping & skills (for Information/Discussion) Author: Richard McLellan Position: CEO Date: 30 March 2015 Introduction The CEO will provide a verbal outline of the concept in preparation for the exercise to be conducted at the April face-to-face Board meeting. Discussion arising A similar exercise was conducted with NACC staff focussing on skills mapping; outlining previous experience, dealings with community groups, volunteering activities, personal strengths and weaknesses, and aspirations within NACC. CEO would like to conduct similar exercise with the Board, but focusing more on networks and relationships. A Stakeholder mapping exercise will determine who the Board has connections with (professional organisations and specific individuals within organisations) who are considered to be strategic for potential future contact. This would be a way to determine our potential reach and to extend the NACC profile.

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6.0 Incoming / Outgoing correspondence (for Information) Incoming: Letter from Natural Resource Management Regions – 9 March 2015

Outgoing: Letter to former CEO from NACC Chair on behalf of the NACC Board - 25 February 2015 The correspondence was duly recorded and received by the Board members MOVED: K Broad SECONDED: G Erickson CARRIED: All

7.0 General Business (for Information/Discussion)

7.1 Safety Issues for NACC

7.2 Wild dogs A query regarding if any action had been taken to deal with the wild dog problem in the district was raised. A feral animal workshop which is being held in Muchea on 31 March may provide information with this issue.

NACC NRMOs are engaged with community groups who are considering Biosecurity group formation or alternative arrangements to address key biosecurity issues such as wild dogs. Sustainable Farming Coordinator currently working on a status report.

7.3 Next Meeting

The next NACC Board meeting will be a Face to Face meeting and will take place at 8.30am on Monday 20 April 2015.

Future Meeting Dates Type of Meeting/Location Monday 25 May 2015 Teleconference

Monday 29 June 2015 Face to Face/NACC Meeting Room

Monday 27 July 2015 Teleconference

Monday 31 August 2015 Face to Face/NACC Meeting Room

Monday 21 September 2015 Teleconference

Wednesday 30 September 2015 NACC Elections

Monday 26 October 2015 Face to Face/NACC Meeting Room

Monday 26 October 2015 NACC AGM

Monday 30 November 2015 Teleconference

Monday 14 December 2015 Face to Face/NACC Meeting Room

8.0 Close Meeting (10.17am)

9.0 Attachments (these are emailed electronically as attachments)

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10.0 Actions arising from this meeting

ACTIONS LIST

NACC Meeting of Board of Directors 30 March 2015

Item No. Description Action by Date due

3.1.1 Provision of what funding NACC has provided to CQA – for all contracts with CQA and consultants, etc.

CSM April meeting

3.1.1 CEO to share all documents received from Shelley Spriggs with Board members.

CEO Ongoing

3.1.2 Invitation to state and federal government representatives to attend future Board meetings.

CEO April meeting

4.1 NACC staff to be sent ‘Uncorrected Board Minutes’ following each meeting

EA From March meeting

4.1.1 CEO to invite Greening Australia representative (Anne Smith) to present to next Board meeting.

CEO April meeting

4.3 Separate the financial reporting into two sections – 1. General summary and 2. A more detailed report to be provided as a separate appendix and not for wider circulation.

CSM April meeting

4.3 Investigate how other regional NRM groups present their financial information at Board meetings.

CSM April meeting

4.3 Refer financial report confidentiality re government representatives attendance at Board meetings to the Audit Committee

CSM Completed

5.0 An Excel spreadsheet will be sent to the Board for completion in preparation of the Stakeholder mapping exercise to be conducted by the Board.

CEO Before April meeting

5.0 Raw data from a previous skill mapping exercise to be provided to the CEO

EA Completed

ACTIONS LIST

NACC Meeting of Board of Directors 23 February 2015

Item No. Description Action by Date due

5.0 Conduct a stakeholder mapping exercise and skills profiling with the NACC Board

R McLellan April meeting

5.0 Twitter training session with NACC Board R McLellan April meeting

6.0 Draft organisational strategic planning process for 2015-2018/ for Board consideration.

R McLellan April meeting