_____________________________________________________________________________________________________ CITY OF SUBIACO Attachments Policy and Priority Committee Meeting 11 September 2018 Item PP1 Benchmarking Policy Attachment 1…………………………………………………………………….. Item PP2 Policy Manual Attachment 1 - Proposed Structure..…………………………………………. Attachment 2 - Current Structure……….…………………………………….. Item 7 Officer Presentations Attachment 1 - Review of Ward Boundaries and Elected Member Representation Briefing Paper………………………………………………… Attachment 2 - Review of Ward Boundaries and Elected Member Representation Discussion Paper…..………………………………………... REPORT ITEM NO. PP1 ATTACHMENT NO. 1 Benchmarking Policy City of Subiaco Policy Manual Benchmarking Policy Policy Statement The City will measure its performance with other comparable local governments and organisations for ongoing benchmarking. Policy Scope and Application This policy applies to the City services, Elected Members, local governments and organisations that are deemed appropriate for ongoing benchmarking. Benchmarking is the process of comparing performance to that of other local governments and organisations. Benchmarking is a valuable instrument for identifying efficiency improvements and measuring service quality. Key principles informing this policy are: City of Subiaco is committed to reviewing, developing and coordinating quality standards and continuous improvement initiatives. City of Subiaco encourages benchmarking or external referencing with comparable local governments and organisations as a means of identifying comparative strengths and weaknesses, improving performance and assuring quality and standards. The City will use both qualitative and quantitative measures of performance. Policy Details Responsible Directorate Corporate Services Responsible Branch Finance and Governance Services Responsible Officer Manager Finance and Governance Services Affected Branches All Council Adoption Meeting Date Reviewed/Modified Meeting Date Reviewed/Modified Meeting Date Page 1 of 1 REPORT ITEM NO. PP2 ATTACHMENT NO. 2 Policy Manual - Proposed Structure Policy Manual Elected Members and Public Contents and Introduction 1. Legislative Policies 2.1 Code of Conduct 2.11 Elections 2.12 Appointment of Auditors 10.2 Interim and Proportionate Valuations 10.5 Disposal of Assets 10.7 Financial Reporting Compliance 10.9 Property and Investment Assets 10.12 Purchasing 11.1 Records Management 2. Governance and Councillor Policies 1.11 Social Media 2.2 Media Statements 2.3 Candidate Information and Councillor Induction 2.4 Council and Committee Meeting Arrangements 2.5 Elected Member Professional Development 2.6 Notification of Significant Matters 2.7 Legal Representation: Costs Indemnification 2.8 Elected Member Election and Retirement 2.9 Elected Member Entitlements 2.10 Review of Policies 2.15 Litigation 3.2 Honorary Freeman of the City 3. Governance and Staff Policies 1.8 City Relationships (Sister Cities) 2.13 Acting Chief Executive Officer 9.1 The City as a Preferred Employer 10.1 Discount on Rates 10.3 Financial Reporting to Council 10.4 Budget Re-Allocations 10.6 Insurance Portfolio 10.8 Balance Carried Forward 10.10 Preference to Local Suppliers 4. Regulation and Enforcement Policies 8.1 Parking Control 8.2 Parking Infringements 8.3 Liquor Licensing 8.4 Footpath Activities 8.5 Outdoor Concerts 8.6 Strata Titled Properties 8.7 Temporary Advertising on Reserves 8.8 Razor Wire 8.9 Rodent Control 8.10 Street Banners 8.11 Parking Permits 8.12 Beekeeping 5. Environmental Polices 1.3 Sustainability 1.6 Nuclear Free Zone 5.7 Public Open Space in a Drying Climate 6. City Services (Service Delivery) Policies 4.4 Joint Provision of Community Facilities 4.5 Library Services 4.6 Museum Services 4.8 Provision of Community Recreation Facilities, Programs and Services 5.3 Use of Active Recreation Areas 5.4 Use of Passive Recreation Areas 7.1 Waste Services Policy 7. Operational Policies 5.1 Street Trees 5.2 Street Verges 6.1 Cyclist, Pedestrian and Disabled Facilities 6.2 Local Area Traffic Management 6.3 Footpaths 6.4 Crossovers 6.5 Stormwater Disposal 6.6 Street Lighting 6.7 Managing Road Reserve Obstruction to Facilitate Building & Development Works 6.8 Infrastructure Asset Management 8. Community (People) Policies 1.1 Community Consultation 1.2 Anti-Discrimination 1.4 Social Housing 1.5 Community Safety and Crime Prevention 1.7 Civic Matters 1.9 Regionalisation 1.10 Homelessness 3.1 Subiaco Award 3.3 Memorials 3.4 Youth Achievement Grants 4.1 Volunteers 4.2 Donations 4.3 Community Development Grants 4.7 Community Partnership Funding 5.5 Christmas Season Lighting 5.6 Community Garden Policy REPORT ITEM NO. PP2 ATTACHMENT NO. 2 Policy Manual - Current Structure Policy Manual Elected Members and Public Contents and Introduction 1. Public Policy 1.1 Community Consultation 1.2 Anti-Discrimination 1.3 Sustainability 1.4 Social Housing 1.5 Community Safety and Crime Prevention 1.6 Nuclear Free Zone 1.7 Civic Matters 1.8 City Relationships (Sister Cities) 1.9 Regionalisation 1.10 Homelessness 1.11 Social Media 2. Governance 2.1 Code of Conduct 2.2 Media Statements 2.3 Candidate Information and Councillor Induction 2.4 Council and Committee Meeting Arrangements 2.5 Elected Member Professional Development 2.6 Notification of Significant Matters 2.7 Legal Representation: Costs Indemnification 2.8 Elected Member Election and Retirement 2.9 Elected Member Entitlements 1 2.10 Review of Policies 2.11 Elections 2.12 Appointment of Auditors 2.13 Acting Chief Executive Officer 2.14 Council Election Caretaker Policy 2.15 Litigation Policy 3. Awards and Honours 3.1 Subiaco Award 3.2 Honorary Freeman of the City 3.3 Memorials 3.4 Youth Achievement Grants 4. Community Development 4.1 Volunteers 4.2 Donations 4.3 Community Development Grants 4.4 Joint Provision of Community Facilities 4.5 Library Services 4.6 Museum Services Policy 4.7 Community Partnership Funding 4.8 Provision of Community Recreation Facilities, Programs and Services 5. Parks and Reserves 5.1 Street and Reserve Trees 5.2 Street Verges 5.3 Use of Active Recreation Areas 5.4 Use of Passive Recreation Areas 5.5 Christmas Season Lighting 5.6 Community Garden 5.7 Public Open Space in a Drying Climate 6. Infrastructure 6.1 Cyclist and Pedestrian Facilities 2 6.2 Local Area Traffic Management 6.3 Footpaths 6.4 Crossovers 6.5 Stormwater Disposal 6.6 Street Lighting 6.7 Managing Road Reserve Obstruction to Facilitate Building & Development Works 6.8 Infrastructure Asset Management 7. Waste Management 7.1 Waste Services Policy 8. Regulation and Enforcement 8.1 Parking Control 8.2 Parking Infringements 8.3 Liquor Licensing 8.4 Footpath Activities 8.5 Outdoor Concerts 8.6 Strata Titled Properties 8.7 Temporary Advertising on Reserves 8.8 Razor Wire 8.9 Rodent Control 8.10 Street Banners 8.11 Parking Permits 8.12 Beekeeping 9. Human Resources 9.1 The City as a Preferred Employer 10. Financial Management 10.1 Discount on Rates 10.2 Interim and Proportionate Valuations 10.3 Financial Reporting to Council 10.4 Budget Re-Allocations 10.5 Disposal of Assets 3 10.6 Insurance Portfolio 10.7 Financial Reporting Compliance 10.8 Balance Carried Forward 10.9 Property and Investment Assets 10.10 Preference to Local Suppliers 10.12 Purchasing 11. Records Management 11.1 Records Management 4 Item 7 Attachment 1 Review of Ward Boundaries & Elected Member Representation Briefing Paper Ward Review Briefing Paper Director Corporate Services 11 September 2018 Briefing Paper Page 1 REVIEW OF WARD BOUNDARIES AND ELECTED MEMBER REPRESENTATION BRIEFING PAPER Briefing Purpose: To provide Elected Members with: An overview of the current ward situation. An overview of the current Representation Ratio (ratio of elected members to electors in each ward). Proposed ward boundary and representation options. Background Clause 6 of Schedule 2.2 of the Local Government Act 1995 (the Act) requires a local government which has wards, to carry out a review of the ward boundaries and the number of councillors for each ward (representation) from time to time so that no more than eight years elapse between successive reviews. The City last reviewed its wards and Representation Ratios in 2016. In 2016, the impact of the City of Perth Act 2016 triggered the need for the City of Subiaco to review its wards. This is because the Act effectively ceded the City of Subiaco area south of Aberdare Road to the City of Perth. Consequently, elector numbers reduced; a South Ward councillor resigned; and the flow- on effect to Representation Ratios resulted in inequitable representation across the district. Council resolved to commence a ward review in April 2016. In November 2016 the City carried out a public consultation period. At the close of the consultation period, 111 submissions were received. The community feedback and comments from the submissions received during the public consultation period supported: Retaining four wards 42%; 21% of respondents supported no wards; a combined total of 19% preferred two wards (14% of those the north-south option); 14% three wards; and 6% proposed other options. Reducing the size of Council for the four-ward structure to eight councillors (83%). Of the 105 respondents who chose options from the Discussion Paper, 83% of them supported reducing Councillor numbers. In November 2016, Council resolved to provide a submission to the Local Government Advisory Board (LGAB) to: 1. Adjust the boundaries of the City of Subiaco’s current four wards to equalise representation ratios. 2. Increase the number of offices of Council from eleven to twelve (Council’s Submission). In December 2016, Council’s decision was submitted to the LGAB. In February 2017, the City received the following correspondence from the Department of Local Government and Communities: “The Minister for Local Government rejected the Advisory Board’s recommendation to accept Council’s resolution of 22 November 2016. The City’s proposal was not accepted due to part 2 of the resolution (which increases the number of offices of councillor from eleven to twelve) being opposed by the majority of public submissions to the review.” Council was provided the opportunity to resubmit another option by the LGAB.