NORTH SYDNEY COUNCIL€¦ · NORTH SYDNEY COUNCIL Council Chambers 6 February 2014 I wish to inform...

NORTH SYDNEY COUNCIL

Council Chambers 6 February 2014

I wish to inform you that a Meeting of the GOVERNANCE COMMITTEE will be held in the Supper Room at 6 pm on Monday 10 February 2014when your attendance is requested. Your attention is directed to the accompanying statement of the business proposed to be transacted at such meeting. WARWICK WINN ACTING GENERAL MANAGER

BUSINESS 1. Minutes

Confirmation of Minutes of the previous Meeting held on 11 November 2013. (Circulated)

Governance Committee - 10/02/14 Page No 2

2. G01: Final Reports - Independent Local Government Review Panel and Local Government Acts Taskforce

Report of Jenny Gleeson, Manager Corporate Planning and Governance The Independent Local Government Review Panel and the Local Government Acts Taskforce have now completed their work and their final reports were publicly released on 8 January 2014. As stated on the Division of Local Government’s website, “the reports were developed at the request of the local government sector and are the result of a comprehensive review program, involving input from councils and the community. They aim to develop stronger, more sustainable local government that will meet the needs of communities over the next 25 years and beyond”. The Division is currently calling for submissions on the final recommendations of the Panel and Taskforce and the next steps for local government reform. Submissions close 7 March 2014. Related financial impacts have either not yet been calculated or are not yet known. Such will be considered when preparing the written submissions. Recommending: 1. THAT Council forwards submissions responding to the recommendations made in the respective Local Government Review Panel and Local Government Acts Task’s final reports, following consideration at the Councillor Working Party - Local Government meeting to be held on 25 February 2014.

3. G02: Community Ward Forums - 2014 Planning

Report of Will Adames, Community Engagement Coordinator In adopting the 2013 Evaluation, Council at its meeting of 18 November 2013 (Min. No. 733) resolved, in part: THAT previous attendees and Precinct Committees be consulted regarding whether they prefer to keep the current Ward Forum format/time/topics/venue as is or if would prefer a ‘town hall’ style meeting, open to the whole local government area held twice a year. THAT the Manager Corporate Planning and Governance write to all local P&C Committees to obtain input on best way to engage in community consultation. A survey seeking feedback on the format/time/topics/venue of Ward Forums was conducted between 25 November 2013 and 10 January 2014. The survey was open to the general public and was promoted to all past Ward Forum attendees and Precinct Committees. 94 completed surveys were returned. The survey findings are outlined in this report. Additionally, this report outlines the findings of the P&C Committee survey, conducted between 4 December 2013 and 31 January 2014. The survey was sent via email to 18 P&C committees (and equivalents) in the North Sydney local government area. 9 completed surveys were returned. There are additional costs associated with the any increase in the frequency of Ward Forums, including advertising, flyer printing and distribution, venue hire and staffing costs. In 2013 the average cost per forums was $1,800, including venue hire (where not Council owned), advertisements in the local paper, flyer printing and distribution and refreshments (tea, coffee and biscuits). The


approximate cost of two forums per Ward (i.e. 8 in total) is $14,400, not including staff costs. If this service was proposed to be expanded then consideration would need to occur during the 2014/15 budget process. Recommending: 1. THAT Council note the findings of the Ward Forums survey and determine the frequency of Ward Forums for 2014. 2. THAT Council note the findings of the P&C Committee survey and the associated recommendations outlined in this report.

4. G03: Complaints Report 1 July-31 December 2013

Report of Katrina Furjanic, Corporate Planning Coordinator The purpose of this report is to give consideration to justified/partially justified complaints received during the period 1 July-31 December 2013 and any resulting action required and to note the compliments received by Council during the period. Recommending: 1. THAT the report be received.

5. G04: Draft Advocacy Policy

Report of Jenny Gleeson, Manager Corporate Planning and Governance A Draft Advocacy Policy has been prepared in accordance with the following Delivery Program activity listed in Year 1 (2013/14) - 5.1.4.1.2 Develop Advocacy Policy and Protocol The need for the policy was identified by Councillors during the Community Strategic Plan Review workshops, with the intent to clarify the distinction between ‘lobbying’ and ‘advocacy’. Council’s Lobbying Policy (D5-24) describes lobbying as “representations made to a Council Official either by an individual or group with a direct interest in a matter; or by an advocate acting on behalf of others”. The Draft Advocacy Policy describes advocacy as an act or process initiated by Council which aims to advance or influence public-policy, legislation and resource allocation decisions. It is recommended that the Draft Advocacy Policy be placed on public exhibition. The introduction (post exhibition) of this new policy will require minor amendments to the Delivery Program. All references to “lobby” within activities must be amended to “advocate”. Recommending: 1. THAT the Draft Advocacy Policy be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Advocacy Policy as adopted at the end of the closing period for submissions.


6. G05: Amended Oversight and Liaison with General Manager Policy

Report of Ross McCreanor, Director Corporate Services Council’s Oversight and Liaison with General Manager Policy has been reviewed to ensure its currency with legislative requirements, other existing Council policies and the Division of Local Government’s Guidelines for the Appointment and Oversight of General Managers - July 2011. Recommending: 1. THAT the Amended Oversight and Liaison with General Manager Policy be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Amended Oversight and Liaison with General Manager Policy as adopted at the end of the closing period for submissions. 3. THAT Council appoint two Councillors to the Dispute Resolution Panel in accordance with Clause 4.17 of the Amended Oversight and Liaison with General Manager Policy.

7. G06: Amended Code of Meeting Principles and Practices

Report of Jenny Gleeson, Manager Corporate Planning and Governance The purpose of this report is to present the Amended Code of Meeting Principles and Practices to Council for endorsement. Proposed amendments to the Code are based on the recent resolutions of Council, the need to streamline the format of Questions with Notice and other minor edits. Recommending: 1. THAT the Amended Code of Meeting Principles and Practices be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Amended Code of Meeting Principles and Practices as adopted at the end of the closing period for submissions.

8. G07: Reference Group and Working Group - Procedures Clarification

Report of Ross McCreanor, Director Corporate Services Stakeholder feedback has highlighted the need to review/clarify the following procedural aspects of Reference/Working Group meetings: Recording when Councillors leave and return to the meeting in relation to indicating who was not present when a vote was taken; Recording a mover and seconder for each recommendation; Recording the number voting for and against each recommendation; and Endorsement by Council of the recommendations arising from the minutes. Note: Refer to G06 for a copy of (amended) Council’s Code of Meeting Principles and Practices. Recommending: 1. THAT the report be received.

DECISION OF 3639th

HELD ON 18 NOVEMBER 2013 COUNCIL MEETING

733. G06: Governance Committee Minutes - 11 November 2013

Report of Jenny Gleeson, Manager Corporate Planning and Governance This report presents the recommendations of the last meeting of the Governance Committee held on 11 November 2013, for Council adoption. The minutes are attached for information. Recommending: 1. THAT Council agrees to conduct consultation between February and May 2014 to determine the level of community support for a Stormwater Management Service Charge, to be introduced from 1 July 2014; and that the proposed rates to be consulted on are:

Residential (Capped) $25.00 Residential Strata Plan or Company Title (Capped)

$12.50

Business (Capped) $25.00 Business Strata Plan or Company Title (Capped)

$5.00

2. THAT all future serious failures by utility providers (in relation to drainage) be reported to Council. Council by resolution will resolve that the Mayor or General Manager write to the responsible Minister requesting action. 3. THAT Council defer discussion of this matter (Investment Options for funds from the lease of 2 Anzac Ave, Cammeray) to a Councillor Workshop, with all Directors and Financial Services Department staff present, and consideration in context of the previously identified unfunded projects list and Section 94 funds collected for capital works projects. 4. T HAT Council adopts Option 2 for Permanent Staff Parking at the Discounted Corporate Rate at the Ridge Street Carpark and that this initiative is implemented on an 18 month trial basis. 5. THAT the delegations to the Mayor and General Manager as contained in the Delegations of Authority Manual be granted. 6. THAT the delegations by the General Manager to staff in the Delegations of Authority Manual be noted. 7. THAT Council appoint Mr John Gordon and Mr Ron Switzer as the independent representatives to the Audit and Risk Committee, for a further period of two years. 8. T HAT the Audit and Risk Committee Charter be amended to read “The independent external member(s) will be appointed for two years with an option for a further two years”. 9. THAT Mr John Gordon and Mr Ron Switzer be thanked for their sterling work to date. 10. THAT the amended Working Group Charters be adopted. 11. THAT the Community Ward Forums Series - 2013 Evaluation report be received. 12. THAT staff be congratulated for their contribution to this program in 2013. 13. THAT the 2014 schedule rotate i.e. each Ward not held at same time of year as per 2013. 14. T HAT previous attendees and Precinct Committees be consulted regarding whether they prefer to keep the current Ward Forum format/time/topics/venue as is or if would prefer a ‘town hall’ style meeting, open to the whole local government area held twice a year. 15. THAT the Manager Corporate Planning and Governance write to all local P&C Committees to obtain input on best way to engage in community consultation. 16. T HAT a further report addressing the related Community Ward Forums resolutions be presented to the Governance Committee. 17. THAT the Draft Events Strategy be placed on public exhibition for 28 days.

18. T HAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions. 19. T HAT further information be provided to Councillors comparing the proposed two part-time positions to a full-time and part-time position designated to events management. RESOLVED: 1. THAT Council agrees to conduct consultation between February and May 2014 to determine the level of community support for a Stormwater Management Service Charge, to be introduced from 1 July 2014; and that the proposed rates to be consulted on are:

Residential (Capped) $25.00 Residential Strata Plan or Company Title (Capped)

$12.50

Business (Capped) $25.00 Business Strata Plan or Company Title (Capped)

$5.00

2. THAT all future serious failures by utility providers (in relation to drainage) be reported to Council. Council by resolution will resolve that the Mayor or General Manager write to the responsible Minister requesting action. 3. THAT Council defer discussion of this matter (Investment Options for funds from the lease of 2 Anzac Ave, Cammeray) to a Councillor Workshop, with all Directors and Financial Services Department staff present, and consideration in context of the previously identified unfunded projects list and Section 94 funds collected for capital works projects. 4. T HAT Council adopts Option 2 for Permanent Staff Parking at the Discounted Corporate Rate at the Ridge Street Carpark and that this initiative is implemented on an 18 month trial basis. 5. THAT the delegations to the Mayor and General Manager as contained in the Delegations of Authority Manual be granted. 6. THAT the delegations by the General Manager to staff in the Delegations of Authority Manual be noted. 7. THAT Council appoint Mr John Gordon and Mr Ron Switzer as the independent representatives to the Audit and Risk Committee, for a further period of two years. 8. T HAT the Audit and Risk Committee Charter be amended to read “The independent external member(s) will be appointed for two years with an option for a further two years”. 9. THAT Mr John Gordon and Mr Ron Switzer be thanked for their sterling work to date. 10. THAT the amended Working Group Charters be adopted. 11. THAT the Community Ward Forums Series - 2013 Evaluation report be received. 12. THAT staff be congratulated for their contribution to this program in 2013. 13. THAT the 2014 schedule rotate i.e. each Ward not held at same time of year as per 2013. 14. T HAT previous attendees and Precinct Committees be consulted regarding whether they prefer to keep the current Ward Forum format/time/topics/venue as is or if would prefer a ‘town hall’ style meeting, open to the whole local government area held twice a year. 15. THAT the Manager Corporate Planning and Governance write to all local P&C Committees to obtain input on best way to engage in community consultation. 16. T HAT a further report addressing the related Community Ward Forums resolutions be presented to the Governance Committee. 17. THAT the Draft Events Strategy be placed on public exhibition for 28 days. 18. T HAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions. 19. T HAT further information be provided to Councillors comparing the proposed two part-time positions to a full-time and part-time position designated to events management.

Voting was as follows: For/Against 12/0

Councillor Yes No Councillor Yes No Gibson Y Morris Y Reymond Y Clare Y Carr Y Baker Y Bevan Absent Robertson Y Butcher Y Marchandeau Y Burke Y Beregi Y Barbour Y

ITEM G06 REPORTS 18/11/13

N O R T H S Y D N E Y C O U N C I L R E P O R T S

Report to General Manager Attachments:

1. Minutes 11 November 2013

SUBJECT: Governance Committee Minutes - 11 November 2013 AUTHOR: Jenny Gleeson, Manager Corporate Planning and Governance EXECUTIVE SUMMARY: This report presents the recommendations of the last meeting of the Governance Committee held on 11 November 2013, for Council adoption. The minutes are attached for information. FINANCIAL IMPLICATIONS: Nil RECOMMENDATION: 1. THAT Council agrees to conduct consultation between February and May 2014 to determine the level of community support for a Stormwater Management Service Charge, to be introduced from 1 July 2014; and that the proposed rates to be consulted on are:

Residential (Capped) $25.00 Residential Strata Plan or Company Title (Capped) $12.50 Business (Capped) $25.00 Business Strata Plan or Company Title (Capped) $5.00

2. THAT all future serious failures by utility providers (in relation to drainage) be reported to Council. Council by resolution will resolve that the Mayor or General Manager write to the responsible Minister requesting action. 3. THAT Council defer discussion of this matter (Investment Options for funds from the lease of 2 Anzac Ave, Cammeray) to a Councillor Workshop, with all Directors and Financial Services Department staff present, and consideration in context of the previously identified unfunded projects list and Section 94 funds collected for capital works projects. 4. THAT Council adopts Option 2 for Permanent Staff Parking at the Discounted Corporate Rate at the Ridge Street Carpark and that this initiative is implemented on an 18 month trial basis. 5. THAT the delegations to the Mayor and General Manager as contained in the Delegations of Authority Manual be granted. 6. THAT the delegations by the General Manager to staff in the Delegations of Authority Manual be noted. 7. THAT Council appoint Mr John Gordon and Mr Ron Switzer as the independent representatives to the Audit and Risk Committee, for a further period of two years. 8. THAT the Audit and Risk Committee Charter be amended to read “The independent external member(s) will be appointed for two years with an option for a further two years”. 9. THAT Mr John Gordon and Mr Ron Switzer be thanked for their sterling work to date. 10. THAT the amended Working Group Charters be adopted. 11. THAT the Community Ward Forums Series - 2013 Evaluation report be received. 12. THAT staff be congratulated for their contribution to this program in 2013. 13. THAT the 2014 schedule rotate i.e. each Ward not held at same time of year as per 2013. 14. THAT previous attendees and Precinct Committees be consulted regarding whether they prefer to keep the current Ward Forum format/time/topics/venue as is or if would prefer a ‘town hall’ style

Report of Jenny Gleeson, Manager Corporate Planning and Governance Re: Governance Committee Minutes - 11 November 2013

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meeting, open to the whole local government area held twice a year. 15. THAT the Manager Corporate Planning and Governance write to all local P&C Committees to obtain input on best way to engage in community consultation. 16. THAT a further report addressing the related Community Ward Forums resolutions be presented to the Governance Committee. 17. THAT the Draft Events Strategy be placed on public exhibition for 28 days. 18. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions. 19. THAT further information be provided to Councillors comparing the proposed two part-time positions to a full-time and part-time position designated to events management. Signed: Endorsed by: Director Corporate Services

Report of Jenny Gleeson, Manager Corporate Planning and Governance Re: Governance Committee Minutes - 11 November 2013

(3)

LINK TO DELIVERY PROGRAM The relationship with the Delivery Program is as follows: Direction: 5. Our Civic Leadership Outcome: 5.2 Council is ethical, open, accountable and transparent in its decision making BACKGROUND In accordance with Council’s Code of Meeting Principles and Practices: Clause 50.6 - the minutes of a Committee meeting may only be confirmed and adopted by resolution of that Committee, passed at a subsequent meeting of that Committee. Clause 50.7 - the recommendations arising at Committee meetings are to be submitted to the next available Council meeting for adoption. SUSTAINABILITY STATEMENT The sustainability implications are of a minor nature and did not warrant a detailed assessment. DETAIL This report presents the recommendations of the last meeting of the Governance Committee held on 11 November 2013, for Council adoption. The minutes of the meeting are attached for information.

Minute Book Page No 37

This is Page No 37 of the Minutes of the Governance Committee Meeting of the North Sydney Council held on 11 November 2013.

NORTH SYDNEY COUNCIL

REPORT OF GOVERNANCE COMMITTEE SUBJECT: PROCEEDINGS OF COMMITTEE AT MEETING HELD IN THE SUPPER

ROOM AT THE COUNCIL CHAMBERS, NORTH SYDNEY, ON MONDAY 11 NOVEMBER 2013 AT 7.30PM.

PRESENT

The Mayor, Councillor Jilly Gibson in the Chair, Councillors Baker, Barbour, Beregi, Bevan, Butcher, Carr, Clare, Marchandeau, Robertson and Reymond.

Staff: Penny Holloway, General Manager Robert Emerson, Director Open Space and Environmental Services Duncan Mitchell, Director Engineering and Property Services Jenny Gleeson, Manager Corporate Planning and Governance Cameron Sim, Fleet and Parking Stations Manager John Van Hesden, Assets Manager

Apologies were received from Councillor Burke, Councillor Morris and Ross McCreanor, Director Corporate Services

At the commencement of business (7.30pm) Councillors present were – The Mayor, Councillor Jilly Gibson in the Chair, Councillors Baker, Barbour, Beregi, Bevan, Butcher, Clare, Marchandeau, Robertson and Reymond

48. Minutes

The Minutes of the previous meeting held on 9 September 2013, copies of which had been previously circulated, were taken as read and confirmed.

The Motion was moved by Councillor Baker and seconded by Councillor Marchandeau. Voting was as follows: For/Against 10/0

Councillor Yes No Councillor Yes No Gibson Y Morris Absent Reymond Y Clare Y Carr Absent Baker Y Bevan Y Robertson Y Butcher Y Marchandeau Y Burke Absent Beregi Y Barbour Y

ATTACHMENT TO G06 - 18/11/13 Page 4

GOVERNANCE COMMITTEE - 11/11/13 Page No 38


49. G01: Proposed Stormwater Management Service Charge (SWMC)

Report of John Van Hesden, Assets Manager The purpose of this report is to inform the Council of the proposal to introduce a Stormwater Management Service Charge (known as SWMC) applicable to all North Sydney local government area ratepayers. The Local Government Act 1993 was amended in 2005 to allow councils to levy a SWMC for improved stormwater management. This change was made in recognition of councils’ need for sustainable funding to support their key role in stormwater management. Council has 95km of stormwater pipes at a current replacement cost of $139 million. Over the past eight years detailed Closed-Circuit Television (CCTV) inspections have been carried on 60% of Council’s stormwater pipes to collect data on the condition of the pipes. This surveying revealed that over 25% of Council’s stormwater pipes are in ‘very poor’ condition. The consequences of not carrying out the timely rehabilitation of assets in ‘very poor’ condition cannot be highlighted more than the Coroners’ Inquest into the death of five people as a result of the collapse of a Gosford City Council culvert known for many years to be in poor condition. Currently, under Scenario 2 (adopted) of the Council’s Long Term Financial Plan 2013-2023 (component of the Resourcing Strategy), it will take Council 24 years to replace all pipes classified as being in ‘very poor’ condition. The average annual budget is $923,000 for stormwater assets. However, Scenario 3 is the preferred (i.e. required) funding scenario for stormwater assets as it which estimates an average annual budget of $1,800,000 is required. Therefore there is an annual funding gap of $877,000 over the period 2013 to 2023. There are limited avenues for funding the $877,000 per year gap other than a SWMC. The introduction of a SWMC would see this timeframe/gap reduced to 15 years to replace all pipes classified as being in poor condition. Reducing the capital renewal funding currently allocated to Council’s other infrastructure assets such as Roads, Buildings, Retaining Walls, Seawalls, Marine Structures, Footpaths and the like only transfers risk from one asset class to another. Approximately $500,000 per year can be raised via a SWMC. The shortfall of $377,000 will be reviewed as part of the annual budget review process. Community engagement is required. Based on the cost of the previous special rate variation engagement program, the cost of sending a letter to all ratepayers is approximately $20,500 including printing, postage and mail processing. This equates to approximately $0.65 per rateable property. Advertisements in the local paper cost approximately $200-$400 each. Recommending: 1. THAT Council determines its position in regards to a Stormwater Management Service Charge (SWMC): a) THAT Council agrees to conduct consultation between February and

May 2014 to determine the level of community support for a Stormwater Management Service Charge, to be introduced from 1 July 2014; and that the proposed rates to be consulted on are:


b) THAT the Council resolves not to pursue the introduction of a Stormwater Management Service Charge payable by North Sydney local government area ratepayers.




Resolved to recommend: 1. THAT Council agrees to conduct consultation between February and May 2014 to determine the level of community support for a Stormwater Management Service Charge, to be introduced from 1 July 2014; and that the proposed rates to be consulted on are:


2. THAT all future serious failures by utility providers (in relation to drainage) be reported to Council. Council by resolution will resolve that the Mayor or General Manager write to the responsible Minister requesting action.

The Motion was moved by Councillor Gibson and seconded by Councillor Baker. Voting was as follows: For/Against 11/0

Councillor Yes No Councillor Yes No Gibson Y Morris Absent Reymond Y Clare Y Carr Y Baker Y Bevan Y Robertson Y Butcher Y Marchandeau Y Burke Absent Beregi Y Barbour Y

50. G02: Investment Options for funds from the lease of 2 Anzac Ave, Cammeray

(former ANZAC Club site)

Report of Duncan Mitchell, Director Engineering and Property Services Council at its meeting of 14 October 2013 (Min. No. 625) resolved: THAT Council enter into a long-term lease with the NSW Department of Education and Communities for the site at 2 Anzac Avenue, Cammeray, to be used as an education facility. Council must determine how the lease funds could be best invested to ensure that Council can enhance its future funding sources for programs and projects that will serve to benefit the North Sydney community for future generations. In order for Councillors to discuss the content of the Commercial in Confidence memorandum it will be necessary to close the meeting to the public. Council needs to determine a financial strategy on how to best invest these funds. Recommending: 1. THAT Council determines its position on this matter. Resolved to recommend: 1. THAT Council defer discussion of this matter (Investment Options for funds from the lease of 2 Anzac Ave, Cammeray) to a Councillor Workshop, with all Directors and Financial Services Department staff present, and consideration in context of the previously identified unfunded projects list and Section 94 funds collected for capital works projects.

The Motion was moved by Councillor Baker and seconded by Councillor Gibson. Voting was as follows: For/Against 11/0





51. G03: Provision of Staff Parking in the Ridge Street Carpark

Report of Cameron Sim, Fleet and Parking Stations Manager Council at its meeting of 27 November 2012 requested that options to provide subsidised parking for staff in the Ridge Street Carpark be investigated. Four options were investigated:

a) Provision of and expanded Earlybird staff parking scheme; b) Provision of Permanent staff parking at the Discounted Corporate

rate; c) Provision of Validated Discount staff parking; and d) Provision of Free staff parking.

Each of these options has advantages and disadvantages, as well as inherent costs and impacts on other users of the car park which are outlined in this report. These options were presented to Council’s Senior Management Team (MANEX) and it was resolved that Option 2 was the preferred option and staff should be surveyed if they would be interested in taking up the offer. A Staff survey was undertaken in September 2013 regarding this option; 29.8% of staff surveyed indicated an interested in taking up this offer. There are no financial implications for Council in implementing the recommended Option 2. Recommending: 1. THAT Council adopts Option 2 for Permanent Staff Parking at the Discounted Corporate Rate at the Ridge Street Carpark and that this initiative is implemented on an 18 month trial basis. Resolved to recommend: 1. THAT Council adopts Option 2 for Permanent Staff Parking at the Discounted Corporate Rate at the Ridge Street Carpark and that this initiative is implemented on an 18 month trial basis. The Motion was moved by Councillor Marchandeau and seconded by Councillor Gibson. Voting was as follows: For/Against 11/0





52. G04: Review of Delegations of Authority

Report of Ross McCreanor, Director of Corporate Services An annual review of the delegations granted to staff in accordance with Section 377 of the Local Government Act 1993 has been undertaken. Amendments to the Delegations of Authority Manual have been highlighted in red in Attachment 1. Recommending: 1. THAT the delegations to the Mayor and General Manager as contained in the Delegations of Authority Manual be granted. 2. THAT the delegations by the General Manager to staff in the Delegations of Authority Manual be noted.

Resolved to recommend: 1. THAT the delegations to the Mayor and General Manager as contained in the Delegations of Authority Manual be granted. 2. THAT the delegations by the General Manager to staff in the Delegations of Authority Manual be noted.

The Motion was moved by Councillor Baker and seconded by Councillor Marchandeau.



Councillor Butcher retired from the meeting at 7.58pm. 53. G05: Audit and Risk Committee - Appointment of Independent

Representatives

Report of Ross McCreanor, Director Corporate Services The purpose of this report is to re-appoint independent representatives to the Audit and Risk Committee. Currently the Audit and Risk Committees Charter states that “the independent external member(s) will be appointed for two years with an option for a further two years”. On the 21 May 2012, independent members Mr John Gordon and Mr Ron Switzer were appointed for a further two years ending 31 December 2013. It is recommended that Council extend the independent members appointments for a further two and/or four year term (depending on the members’ wishes) to allow for succession planning. It is also recommend that the Charter be amended to read “The independent external member(s) will be appointed for four years with an option for a further two and/or four years” Funding for these projects was included in the adopted 2013/14 budget. Recommending:




1. THAT Council appoint Mr John Gordon and Mr Ron Switzer as the independent representatives to the Audit and Risk Committee, for a further period of two and/or four years. 2. THAT the Audit and Risk Committee Charter be amended to read “The independent external member(s) will be appointed for fours years with an option for a further two and/or four years”. Resolved to recommend: 1. THAT Council appoint Mr John Gordon and Mr Ron Switzer as the independent representatives to the Audit and Risk Committee, for a further period of two years. 2. THAT the Audit and Risk Committee Charter be amended to read “The independent external member(s) will be appointed for two years with an option for a further two years”. 3. THAT Mr John Gordon and Mr Ron Switzer be thanked for their sterling work to date. The Motion was moved by Councillor Baker and seconded by Councillor Clare. Voting was as follows: For/Against 10/0

Councillor Yes No Councillor Yes No

Gibson Y Morris Absent Reymond Y Clare Y Carr Y Baker Y Bevan Y Robertson Y Butcher Absent Marchandeau Y Burke Absent Beregi Y Barbour Y

54. G06: Working Group Charters

Report of Jenny Gleeson, Manager Corporate Planning and Governance Council’s Committee, Reference Group and Working Group structure is reconstituted annually each September. Council at its meeting of 2 September 2013 resolved (Min No. 560): THAT existing Committees of Council, Reference Groups and Working Groups be reconstituted. Also, Council at its meeting of 5 August 2013 resolved (Min No.495): THAT all Reference Group and Working Party charters be amended to include an unlimited number of Reference Group and Working Party members. THAT the amended charters be referred to the next Governance Committee. The amended Reference Group Charters were adopted by Council at its meeting of 14 October 2013 (Min. No 635). The amended Working Group Charters are reported to Governance Committee for consideration. The related financial implications include advertising the call for citizen members in the local paper. The associated costs will be covered by the 2013/14 budget. Recommending: 1. THAT the amended Working Group Charters be adopted. Resolved to recommend: 1. THAT the amended Working Group Charters be adopted.




The Motion was moved by Councillor Baker and seconded by Councillor Marchandeau. Voting was as follows: For/Against 10/0



55. G07: Community Ward Forums Series - 2013 Evaluation

Report of William Adames, Community Engagement Coordinator This report summarises the key findings of the 2013 Community Ward Forums series evaluation. 118 people participated in the forums in 2013 and 78 completed evaluation forms, representing 66% of the total attendees. Attendees most enjoyed the question and answer sessions, presentation of information about specific Council projects, and interaction with the General Manager, Mayor and Councillors and staff. The Community Ward Forums program will continue in 2014. The cost of conducting the Ward Forums is included in the financial estimates of the adopted Delivery Program 2013/14-2016/17. Based on the 2013 events, in addition to staff time, the approximate cost per event is $1,800, including venue hire (where not Council owned), advertisements in the local paper, flyer printing, flyer distribution and refreshments (tea, coffee and biscuits). Advertising costs are approximately $875 per event and printing/delivery of promotional flyers costs approximately $650 per Ward. Recommending: 1. THAT the Community Ward Forums Series - 2013 Evaluation report be received. Resolved to recommend: 1. THAT the Community Ward Forums Series - 2013 Evaluation report be received. 2. THAT staff be congratulated for their contribution to this program in 2013. 3. THAT the 2014 schedule rotate i.e. each Ward not held at same time of year as per 2013. 4. THAT previous attendees and Precinct Committees be consulted regarding whether they prefer to keep the current Ward Forum format/time/topics/venue as is or if would prefer a ‘town hall’ style meeting, open to the whole local government area held twice a year. 5. THAT the Manager Corporate Planning and Governance write to all local P&C Committees to obtain input on best way to engage in community consultation. 6. THAT a further report addressing the related Community Ward Forums resolutions be presented to the Governance Committee. The Motion was moved by Councillor Barbour and seconded by Councillor Baker. Voting was as follows: For/Against 10/0




Councillor Yes No Councillor Yes No Gibson Y Morris Absent Reymond Y Clare Y Carr Y Baker Y Bevan Y Robertson Y Butcher Absent Marchandeau Y Burke Absent Beregi Y Barbour Y

56. G08: Draft Events Strategy

Report of Rob Emerson, Director Open Space and Environmental Services Council at its meeting of 23 July 2012 resolved: THAT Council prepare an Events Strategy and budget, identify opportunities and seek private sector interest in investing in activities in the North Sydney CBD. This report responds to the resolution and a Draft Events Strategy has been prepared for Council’s consideration. Council has identified the benefits of establishing an integrated and coordinated approach to public events. This strategy has been prepared after review of many other councils’ approaches to public event management, and after consultation with all Council staff currently involved in the delivery of public events. The principle objectives of the Draft Events Strategy are to improve our delivery and provision of public events that:

create a sense of connectedness within our community; provide a great sense of enjoyment for the community; encourage active, healthy lifestyles, personal wellbeing and life long

learning as a way of life; provide economic stimulus for business; and create strong viable commercial centres.

The financial resources associated with the Events Strategy are subject to the adopted Delivery Program 2013/14-2016/17 and financial estimates provided and approved within the annual Operational Plan and Budget. No additional funding beyond the current approved 2013/14 budget is being sought for the implementation of the Events Strategy. Recommending: 1. THAT the Draft Events Strategy be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions. Resolved to recommend: 1. THAT the Draft Events Strategy be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions.

Councillor Baker left the meeting at 8.17pm.

The Motion was moved by Councillor Reymond and seconded by Councillor Barbour.





Councillor Yes No Councillor Yes No Gibson Y Morris Absent Reymond Y Clare Y Carr Y Baker Absent Bevan Y Robertson Y Butcher Absent Marchandeau Y Burke Absent Beregi Y Barbour Y

Councillor Baker returned to the meeting at 8.19pm.

RECOMMITTAL It was moved by Councillor Baker and seconded by Councillor Barbour and carried unanimously that Item G08 be recommitted. Resolved to recommend: 1. THAT the Draft Events Strategy be placed on public exhibition for 28 days. 2. THAT should Council receive submissions, a further report be prepared for Council’s consideration. Should Council receive no submissions, Council consider the Draft Events Strategy as adopted at the end of the closing period for submissions. 3. THAT further information be provided to Councillors comparing the proposed two part-time positions to a full-time and part-time position designated to events management. The Motion was moved by Councillor Baker and seconded by Councillor Barbour.




The meeting closed at 8.25pm ____________________________ __________________________ CHAIRPERSON GENERAL MANAGER


NORTH SYDNEY COUNCIL€¦ · NORTH SYDNEY COUNCIL Council Chambers 6 February 2014 I wish to inform...

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Transcript of NORTH SYDNEY COUNCIL€¦ · NORTH SYDNEY COUNCIL Council Chambers 6 February 2014 I wish to inform...