AGENDA


Extraordinary Council Meeting

 

Monday, 28 September 2020

6.00pm

 

 

Dragon Room (Level 1, Georges River Civic Centre, Hurstville)

and

Skype Online Meeting

 

 

 

 

 

 

 

 

 


Georges River Council – Extraordinary Council Meeting -  Monday, 28 September 2020                                             Page 2

 

Extraordinary Council Meeting

 ORDER OF BUSINESS

 

1.      OPENING

2.      ACKNOWLEDGEMENT OF COUNTRY

Council acknowledges the traditional custodians of the land on which this meeting is being held as the Biddegal people of the Eora Nation.

3.      APOLOGIES / LEAVE OF ABSENCE  

4.      NOTICE OF WEBCASTING

5.      DISCLOSURES OF INTEREST

6.      PUBLIC FORUM

7.      REPORTS

CCL051-20       Election of the Deputy Mayor

(Report by Executive Services Officer)....................................................................... 3

CCL052-20       Appointment of Councillor Representation to Georges River Council Standing Committees

(Report by Executive Services Officer)....................................................................... 5

CCL053-20       Appointment of Councillor Delegates to Advisory Committees, External Committees and Panels

(Report by Executive Services Officer)....................................................................... 7

8.      CONCLUSION

 

 

 

 

 

 

 

 

 

 

 

Item:                   CCL051-20   Election of the Deputy Mayor 

Author:              Executive Services Officer

Directorate:      Office of the General Manager

Matter Type:     Finance and Governance

 

 

 

RECOMMENDATION:

(a)     That Council determine the method of voting for the election of Deputy Mayor.

(b)     That the General Manager, as Returning Officer, undertake the election of Deputy Mayor for the ensuing one year period by announcing the nominations and then conducting the election.

(c)     That letters be forwarded to the Office of Local Government and the CEO of LGNSW advising of the election of the Deputy Mayor.

 

EXECUTIVE SUMMARY

1.      Council resolved on 23 September 2019 to elect a Deputy Mayor for a term of one year.

2.      Council is now required to conduct an election for the position of Deputy Mayor in accordance with clause 394 and Schedule 7 of the Local Government (General) Regulation 2005.

BACKGROUND

3.      The Deputy Mayor may be elected for the mayoral term of two years or a shorter term, in accordance with Section 231 of the Local Government Act 1993. Council previously resolved to appoint this position for a term of 1 year.

4.      The following procedures are to be followed for the election process:

a.     Nomination of the Returning Officer;

b.     Announcement and confirmation of nominations;

c.     Determination of method of voting:

(i)         open voting (by voice); or

(ii)        ordinary ballot (secret ballot); or

(iii)       preferential ballot.

d.     Conduct of the election.

5.         Should Council determine that the method of voting will be via a secret or preferential ballot, the returning officer will require Councillors to register their ballot via the previously provided email address.

FINANCIAL IMPLICATIONS

6.      There are no financial implications from this report.

RISK IMPLICATIONS

7.      The Enterprise Risk Management Strategy contains two relevant actions in regard to the provision of an open, accessible and transparent decision making and meeting process. The election of the Deputy Mayor in accordance with the Local Government (General) Regulation 2005 upholds these principles. 

8.      No operational risks have been identified.

COMMUNITY ENGAGEMENT

9.         Election of the Deputy Mayor is conducted in accordance with the Local Government (General) Regulation 2005 which does not require community consultation.

FILE REFERENCE

D20/158405

 

 

 

  


Georges River Council – Extraordinary Council Meeting -  Monday, 28 September 2020                                             Page 5

Item:                   CCL052-20   Appointment of Councillor Representation to Georges River Council Standing Committees 

Author:              Executive Services Officer

Directorate:      Office of the General Manager

Matter Type:     Finance and Governance

 

 

 

RECOMMENDATION:

That Council determine the Councillor representatives and Chairpersons of the following Standing Committees for the period until September 2021:

i.        Assets and Infrastructure Committee

ii.       Community and Culture Committee

iii.      Environment and Planning Committee

iv.      Finance and Governance Committee.

 

EXECUTIVE SUMMARY

1.      Council on an annual basis determines Councillor representation on Standing Committees pursuant to Section 360 of the Local Government Act 1993.

2.      This report seeks Council’s determination of Councillor representation for the following Standing Committees for the period until September 2021:

i.     Assets and Infrastructure Committee

ii.    Community and Culture Committee

iii.   Environment and Planning Committee

iv.   Finance and Governance Committee.

BACKGROUND

3.      On 4 October 2017, Council resolved to establish the following Standing Committees:

·        Assets and Infrastructure Committee

·        Community and Culture Committee

·        Environment and Planning Committee

·        Finance and Governance Committee

4.      The operation of each Standing Committee has been reviewed regularly since their inception. Changes are periodically made to the Terms of Reference of the Committees to provide for improved efficiencies in the conduct of the meetings. 

5.      Following the adoption of the Code of Meeting Practice (the Code) in May 2019, the Terms of Reference for Standing Committees were again reviewed and updated to ensure the operation of each Committee was aligned with the provisions of the Code.

FINANCIAL IMPLICATIONS

6.      Adoption of the recommendations outlined in this report will have no financial impact, as there is provision for the conduct of meetings allocated in the adopted 2020/21 Operational Plan.

RISK IMPLICATIONS

7.      The Enterprise Risk Management Strategy contains two relevant actions in regard to the provision of an open, accessible and transparent decision making and meeting process.  The appointment of Councillor representation to Committees through the meeting process and subsequent inclusion of this information on Council’s website is one of many strategies that have been implemented to ensure that these actions are achieved.  

8.      No operational risks have been identified.

COMMUNITY ENGAGEMENT

9.      Members of the community are able to attend and address Committee meetings in accordance with Council’s Code of Meeting Practice.

FILE REFERENCE

D20/158496

 

 

 

  


Georges River Council – Extraordinary Council Meeting -  Monday, 28 September 2020                                             Page 7

 

Item:                   CCL053-20   Appointment of Councillor Delegates to Advisory Committees, External Committees and Panels 

Author:              Executive Services Officer

Directorate:      Office of the General Manager

Matter Type:     Finance and Governance

 

 

 

RECOMMENDATION

(a)       That Council determine the Councillor delegates to the following advisory committees, external committees and panels:

                    i.          Southern Sydney Regional Organisation of Councils (SSROC);

                  ii.          Georges River Combined Councils Committee (GRCCC);

                 iii.          NSW Public Libraries Association;

                 iv.          Sydney South Planning Panel; and

                  v.          Local Traffic Advisory Committee (LTAC).

(b)       That Councillor representation on the Audit Risk and Improvement Committee and the Community Grants Assessment Panel be discontinued and the Terms of Reference be amended accordingly.

 

EXECUTIVE SUMMARY

1.         This report serves to determine Councillor delegates to advisory committees, external committees and panels, until September 2021.

BACKGROUND

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

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

External Committees

Committee/Panel

Number of Councillors

Current membership

Southern Sydney Regional Organisation of Councils (SSROC)

Mayor and Deputy Mayor

(plus 2 alternates)

The Mayor, Councillor Greene

Deputy Mayor, Councillor Hindi

Councillor Badalati (alternate)

Councillor Katris (alternate)

Councillor Kastanias (alternate)

Georges River Combined Councils Committee (GRCCC)

1

Councillor Tegg

NSW Public Libraries Association

1

Councillor Payor

Sydney South Planning Panel

2 (plus one alternate)

Councillor Katris

Deputy Mayor Councillor Hindi

Councillor Payor (alternate)

(3 year term, expiring September 2020)

Southern Sydney Regional Organisation of Councils (SSROC)

4.      SSROC is an association of eleven (11) 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.

Georges River Combined Councils Committee (GRCCC)

5.         The Georges River Combined Councils’ Committee (GRCCC) consists of eight (8) active local council members, 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.

NSW Public Libraries Association

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

Southern Sydney Planning Panel

7.         Councillor Hindi, Councillor Katris and Councillor Payer (alternate) currently represent Council on the Panel.  Their term of appointment was for three (3) years and expires in September 2020.  At least one (1) member nominated by Council must have appropriate qualifications in a planning or related field.

Advisory Committees and Internal Panels

Committee/Panel

Number of Councillors

Current membership

Local Traffic Advisory Committee

1 (Chairperson)

Councillor Badalati

Floodplain Risk Management Committee

1 (Chairperson)

Councillor Hindi

(for the term of Council)

Local Traffic Advisory Committee

8.      The Local Traffic Advisory Committee is a technical review committee which is required to advise the Council on matters referred to it by Council. These matters must be related to prescribed traffic control devices and traffic control facilities for which Council has delegated authority.

9.      The Local Traffic Advisory Committee guidelines stipulate that Council can appoint one (1) representative, who is the Chairperson of the Committee. The Council representative can be a councillor or a member of staff.

Floodplain Risk Management Committee

10.    Councillor representation on this Committee is not currently sought as Councillors are appointed after each general election for the term of Council. It should be noted that the Councillor representative is also required to be the Chairperson. 

Community Grants Assessment Panel

11.    The 2019/20 Internal Audit Program included an audit of Financial Assistance under Section 356 of the Local Government Act. The audit was conducted by independent external auditors and was completed in June 2020.

12.    The audit included a review of the Community Grants policies and processes encompassing the functions and activities of the Community Grants Assessment Panel. The audit determined that having selected councillors sit on a community grants assessment panel could create a risk of actual or perceived political influence over the staff assessment process.

13.    The Audit Risk and Improvement Committee considered the report at its meeting of 13 July 2020 and supported the recommendation that Council consider whether it is appropriate for councillors to continue to sit on the Community Grants Assessment Panel (and whether it is more appropriate for staff recommendations to be submitted directly to the relevant standing committee meeting to be consistent with the treatment of all grants/financial assistance across Council).

16.    In accordance with the Audit Risk and Improvement Committee recommendation, it is proposed that Councillor representation on the Community Grants Assessment Panel be discontinued and the staff assessments (based on Council-adopted policy criteria) be submitted directly to the Community and Culture Committee for reporting to Council.

Audit, Risk and Improvement Committee

17.    Council was briefed on 4 November 2019 on changes to NSW Local Government Internal Audit and Risk Management Framework being proposed by the NSW government (OLG).

18.    These proposed changes include having 3 or 5 independent members comprising the ARIC and no councillors.

19.    The Office of Local Government has indicated that a Terms of Reference for Audit Risk and Improvement Committees are scheduled for release in 2020 with changes to the Local Government Regulations anticipated in 2021.

20.    The current independent membership tenures expire in December 2020 (2) and March 2021 (1) at which point the independent positions will be open to public expressions of interest.

21.    In accordance with the impending legislation, it is recommended that there be no further representation of councillors on the Audit Risk and Improvement Committee.

22.    Council will express its thanks to Mr John Gordon (Chair), Ms Elizabeth Gavey and Mr Stephen Horne for their representation on the Audit Risk and Improvement Committee since 2016, when their terms expire.

FINANCIAL IMPLICATIONS

24.    Adoption of the recommendations outlined in this report will have no financial impact, as there is provision for the conduct of meetings allocated in the adopted 2020/21 Operational Plan.


 

 

RISK IMPLICATIONS

25.    The Enterprise Risk Management Strategy contains two relevant actions in regard to the provision of an open, accessible and transparent decision making and meeting process.  The appointment of Councillor representation to Committees through the meeting process and subsequent inclusion of this information on Council’s website is one of many strategies that have been implemented to ensure that these actions are achieved.

COMMUNITY ENGAGEMENT

26.    Members of the community are able to attend and address Council’s Committee meetings in accordance with Council’s Code of Meeting Practice.

FILE REFERENCE

D20/163876