Agenda of Extraordinary Council Meeting

Georges River Council – Extraordinary Meeting - Wednesday, 4 October 2017 Page 2

4. Finance and Governance

Item: CCL216-17 Determination of Georges River Council Standing Committees and Calendar of Council Meetings

Author: Executive Manager, Office of the General Manager

Directorate: Office of the General Manager

Matter Type: Finance and Governance

Recommendation

(a) That Council endorse the proposed cycle of Standing Committees and Council Meetings to September 2018 as attached to this report.

(b) That Council establish the following Standing Committees:

· Environment and Planning Standing Committee at 6.00pm

· Finance and Governance Standing Committee at 6.00pm

· Community and Culture Standing Committee at 7.00pm

· Assets and Infrastructure Standing Committee at 7.00pm

(d) That the delegations within the Standing Committee Terms of Reference be reviewed in six (6) months.

(e) That the December 2017 Council Meeting be held on the third Monday of the month (on 18 December).

Executive Summary

1. This report is presented to Council to adopt the Terms of Reference for the proposed Standing Committees and endorse the proposed Schedule of Standing Committee and Council Meetings.

Background

2. The Local Government (General) Regulation 2005 (Regulation 2005), Part 10, Division 5 - Council Committees (Section 260), provides:

(1) A council may, by resolution, establish such committees as it considers necessary.

(2) A committee is to consist of the mayor and such other councillors as are elected by the councillors or appointed by the council.

(3) The quorum for a meeting of a committee is to be:

(a) such number of members as the council decides, or

(b) if the council has not decided a number - a majority of the members of the committee.

3. In accordance with the aforementioned Regulation 2005:

A council must specify the functions of each of its committees when the committee is established, but may from time to time amend those functions (Section 261).

4. The proposed Georges River Council Standing Committees include:

· Environment and Planning Standing Committee

· Community and Culture Standing Committee

· Assets and Infrastructure Standing Committee

· Finance and Governance Standing Committee

5. The function, role, responsibilities and structure of the Georges River Council Standing Committees are outlined in the attached Terms of Reference.

6. As resolved by Council at its meeting of 25 September 2017, the Standing Committees will convene on the second Monday of each month at 6.00pm and 7.00pm. Minutes of the Georges River Council Standing Committees would be reported to the next Meeting of Council.

7. A proposed Schedule of Council Meeting dates and Standing Committee Meetings is also attached to this report for the consideration and endorsement of the Council.

Financial Implications

8. A budget allocation exists for the convening of Council Meetings and associated Standing Committees. There is no additional budget impact for the establishment of the Georges River Council Standing Committees.

File Reference

17/1831

ATTACHMENTS

Attachment View1	Terms of Reference - Environment and Planning Standing Committee
Attachment View2	Terms of Reference - Finance and Governance Standing Committee
Attachment View3	Terms of Reference - Community and Culture Standing Committee
Attachment View4	Terms of Reference - Assets and Infrastructure Standing Committee
Attachment View5	2017-2018 Council Meeting and Standing Committee Calendar Schedule

Georges River Council – Extraordinary Meeting - Wednesday, 4 October 2017 Page 29

Item: CCL217-17 Appointment of Councillors to Georges River Council Standing Committees

Author: Executive Manager, Office of the General Manager

Directorate: Office of the General Manager

Matter Type: Finance and Governance

Recommendation

(a) That Council determine the Committee members for the Assets and Infrastructure Committee, based on Council’s determination of its Committee Meeting structure, for the period until September 2018.

(b) That Council determine the Committee members for the Finance and Governance Committee, based on Council’s determination of its Committee Meeting structure, for the period until September 2018.

(c) That Council determine the Committee members for the Community and Culture Committee, based on Council’s determination of its Committee Meeting structure, for the period until September 2018.

(d) That Council determine the Committee members for the Environment and Planning Committee, based on Council’s determination of its Committee Meeting structure, for the period until September 2018.

(e) That Council determine the Chairperson and Deputy Chairperson (optional) for each Standing Committee.

Executive Summary

1. This report seeks Council’s determination of Councillor members to the Assets and Infrastructure Committee, Finance and Governance Committee, Community and Culture Committee and Environment and Planning Committee for the period until September 2018.

Background

2. The Terms of Reference for the Standing Committees provides for membership of up to seven (7) Councillors (voting members) with a quorum being the majority of voting members of the Committee.

3. This report has been submitted to Council in order to determine the Councillor members to each Committee for the period until September 2018.

4. Each Committee will need to elect a Chairperson. It is also recommended that Council elect a Deputy Chairperson for each Committee (optional).

Financial Implications

5. Within budget allocation.

File Reference

16/16

Item: CCL218-17 Determination of Georges River Council Advisory Committees and Appointment of Councillor Representatives

Author: Executive Manager, Office of the General Manager

Directorate: Office of the General Manager

Matter Type: Finance and Governance

Recommendation

(a) That Council establish the following Advisory Committees for the 2017 – 2020 term of Council:

· Major Events Advisory Committee

· Community Development and Services Advisory Committee

· Economic Development Advisory Committee

· Local Traffic Advisory Committee

(b) That Council adopt the attached Terms of Reference to the relevant advisory committees.

(b) That Council nominate a chairperson to each of these Committees in accordance with the adopted Terms of Reference.

(c) That Council nominate one (1) formal voting member to the Local Traffic Advisory Committee, the member also being the chairperson of that committee.

Executive Summary

1. This report seeks Council’s establishment of the Advisory Committees for the current term of Council and endorsement to proceed to an expression of interest process for Community members for these committees.

Background

2. Advisory committees are an indispensable source of engagement between Council and the community and this report seeks Council’s endorsement of the proposed Advisory Committees. It also requests Council to determine the Councillor members and Chairperson for each Committee.

3. The following Advisory Committees are proposed to be established:

· Major Events

· Community Development and Services (incorporates the former Aboriginal Advisory Committee and Disability Access Committee)

· Economic Development

4. Local Traffic Advisory Committee

Roads and Maritime Services (RMS) is responsible for the control of traffic on all roads in New South Wales. The RMS has delegated certain aspects of the control of traffic on local roads to Councils, under certain conditions.

One of these conditions requires Councils to obtain the advice of the RMS and the Police prior to proceeding with any proposal, most commonly achieved by the establishment by Council of a Local Traffic Advisory Committee (LTAC).

The LTAC meets on the third Tuesday of each month and considers proposal related to traffic, parking and signage.

The LTAC is composed of four (4) formal members each with one vote only. These four members are a representative from Council, the Police, the RMS and the Local State Member of Parliament or their nominee. Council’s representative may be any Councillor or Council Officer. Council may also choose to send more than one representative to a meeting of the LTAC, however it is still limited to one vote.

Financial Implications

5. Within budget allocation.

File Reference

17/396

ATTACHMENTS

Attachment View1	Terms of Reference - Major Events Advisory Committee
Attachment View2	Terms of Reference - Community Development and Services Advisory Committee
Attachment View3	Terms of Reference - Economic Development Advisory Committee

Georges River Council – Extraordinary Meeting - Wednesday, 4 October 2017 Page 48

Item: CCL219-17 Appointment of Councillor Delegates on External Committees and Panels

Author: Executive Manager, Office of the General Manager

Directorate: Office of the General Manager

Matter Type: Finance and Governance

Recommendation

That Council determine the Councillor delegates to the external committees as detailed in the table contained in the report.

Executive Summary

1. This report serves to confirm Councillor delegates to all external committees.

Background

2. The appointment of Councillor delegates to external committees is undertaken annually.

3. The table below details the external panels and committees of which Georges River Council is a member and the number of delegates to be appointed.

4. In the case of Southern Sydney Region of Councils (SSROC), it should be noted that Council must appoint the Mayor and Deputy Mayor as members.

Committee/Panel	Number of Councillors
Southern Sydney Region of Councils (SSROC)	Mayor and Deputy Mayor
Sydney South Planning Panel	2 (plus 1 alternate)
Audit Risk and Improvement Committee	2
Georges River Combined Councils Committee (GRCCC)	1
Community Grants Panel	2
Public Libraries Association	1

Southern Sydney Region of Councils (SSROC)

5. SSROC is an association of eleven councils, south of Sydney Harbour and covering a third of Sydney’s population. It provides a forum for the exchange of ideas between member councils, undertaking regional projects that contribute to the sustainability of councils and communities.

Sydney South Planning Panel

6. The Sydney South Planning Panel encompasses Georges River, Sutherland Shire and Canterbury-Bankstown local government areas.

7. The Panel provides independent, merit-based decision making on significant development applications. It may also have a role in planning proposals, undertake rezoning reviews or act as the relevant planning authority when directed.

8. The Panel consists of five members, with two council members nominated by each relevant council. At least one Council member is required to have expertise in one or more of the following areas: planning, architecture, heritage, the environment, urban design, land economics, traffic and transport, law, engineering or tourism. Councils are not restricted to nominating people from the Council’s local government area.

9. Councils determine the fees they pay their Panel members (if any). The Minister has provided guidance to all councils on appropriate rates of remuneration for travel and meal allowances for Panel members.

Audit Risk and Improvement Committee (ARIC)

10. The NSW Government in 2016 adopted legislation in the form of the Local Government Amendment (Governance and Planning) Act 2016 No 38, which requires every NSW Council to have an Audit, Risk and Improvement Committee (ARIC).

11. The purpose of the Committee is to provide independent advice and assistance to the Council on risk management, control, governance and external accountability responsibilities.

Georges River Combined Councils Committee (GRCCC)

12. The Georges River Combined Councils’ Committee (GRCCC) consists of nine local councils, as well as government agencies and community representatives within the Georges River catchment. The GRCCC helps to facilitate a coordinated approach to the management of the Georges River.

Community Grants Panel

13. The Community Grants Panel is a Council appointed Panel which includes Councillors and Council officers. The Panel assesses applications for financial and/or in-kind assistance from organisations or individual members of the community as part of the biannual $400,000 Georges River Community Grants Program and makes recommendations to Council for the awarding of funds.

NSW Public Libraries Association

14. The NSW Public Libraries Association is the peak body for public libraries in NSW and meets quarterly.

Financial Implications

15. Within budget allocation.

File Reference

17/396