NORTH SYDNEY COUNCIL Council Chambers 26 June 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 30 June 2014 when your attendance is requested. Your attention is directed to the accompanying statement of the business proposed to be transacted at such meeting. WARWICK WINN GENERAL MANAGER BUSINESS 1. Minutes Confirmation of Minutes of the previous Meeting held on 14 April 2014. (Circulated) Governance Committee - 30/06/14 Page No 2 2. G01: Mayoral Minutes and Deputy Mayor - Clarification Report of Jenny Gleeson, Manager Corporate Planning and Governance In adopting the minutes of the Governance Committee meeting held 10 February 2014, Council at its meeting of 17 February 2014 resolved (Min No. 37): THAT a further report be prepared for Council’s consideration, including advice on the nature, use and timing of Mayoral Minutes, including defining urgency; in preparing the report staff seek advice from the Division of Local Government, Local Government NSW and best practice advice. THAT a report be prepared for Council’s consideration regarding the formalisation of the Deputy Mayor’s role when the Mayor is unavailable or on leave (including briefing and hand over), civic functions and the feasibility of a supplementary allowance in the context of best practice advice. The report addresses the above mentioned resolutions. Recommending: 1. THAT the report be received. 3. G02: Proposed amendments to Code of Meeting Principles and Practice Report of Ian Curry, Governance Coordinator The purpose of this report is to propose amendments to the Code of Meeting Principles and Practice to clarify the existing arrangements for dealing with matters brought forward on the agenda and to recommend the addition of a rest break adjournment and a clause relating to acknowledgement to the Chair when leaving the Chamber during a Council meeting. The Code of Meeting Principles and Practice was last considered by Council at its meeting on 17 February 2014. Recommending: 1. THAT Council determine if it wishes to change the Order of Business to reflect current practice regarding Matters Brought Forward; and add clauses regarding a rest break adjournment and acknowledgement of the Chair when leaving the Chamber during a Council meeting. 2. 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. 4. G03: Ward Forums 2014 Report of Jenny Gleeson, Manager Corporate Planning and Governance Council at its meeting of 17 February 2014 (Min No. 37), resolved in part: THAT Council note the findings of the Ward Forums survey and consider increasing the frequency of Ward Forums for 2014 to two per Ward, per year as part of the 2014/15 budget process. The proposed increase from four to eight Ward Forums was included in the Draft Amended Delivery Program 2013/14-2016/17/Operational Plan 2014/15 Governance Committee - 30/06/14 Page No 3 which was exhibited for 28 days in May 2014. No written submissions were received in response to this proposed amendment. Due to the timing of the adoption of the Amended Delivery Program 2013/14- 2016/17/Operational Plan 2014/15 and remaining availability within the corporate calendar it is not be possible to hold eight events in 2014. It is therefore recommended that only four be held in 2014 i.e. one per Ward. The Victoria Ward Forum has already been held (15 April) leaving only three forums to be scheduled for the reminder of 2014. An increase in funding for eight Ward Forums was included in the Amended Delivery Program 2013/14-2016/17/Operational Plan 2014/15; which adopted by Council at its meeting of 23 June 2014 (Min No. 212). Recommending: 1. THAT that tentative dates be scheduled for the remaining 2014 Ward Forums so venues can be secured. 5. G04: Councillor Professional Development Plan 2014/15 Report of Jenny Gleeson, Manager Corporate Planning and Governance This report summarises the training, briefing, workshops and conferences attended by Councillors during the 2013/14 financial year and recommends training for the 2014/15 financial year. The 2014/15 Councillor training and conference budget allocations were adopted by Council at its meeting 23 June 2014 as part of the Amended Delivery Program/Operational Plan 2014/15. Based on 2013/14 expenditure the 2014/15 budget will be reconsidered at the September 2014 budget review, and can include any recommendations arising from consideration of this report. Recommending: 1. THAT Council determine its training requirements for the 2014/15 financial year. 6. G05: General Manager Performance Review Panel - Appointment Report of Warwick Winn, General Manager In accordance with the ‘Guidelines for the Appointment and Oversight of General Managers’ issued by the Office of Local Government (OLG) under Section 23 of the Local Government Act 1993: The performance of the general manager must be reviewed at least annually against the agreed performance criteria for the position. The council is to establish a performance review panel and delegate the task of performance reviews of the general manager to this panel. Performance review panels should comprise the Mayor, the Deputy Mayor, another Councillor nominated by Council and a Councillor nominated by the General Manager. The role of the review panel includes: conducting performance reviews; reporting the findings and recommendations of those reviews to council; and development of the performance agreement. Governance Committee - 30/06/14 Page No 4 The 2013/14 Performance Review Panel consisted of the Mayor, Deputy Mayor, Councillors Beregi and Marchandeau. It is now time to appoint the Panel for 2014/15. Local Government NSW’s Management Solutions have been engaged to provide facilitation of the performance management process. The first meeting of the 2014/15 Review Panel must occur before 14 July 2014 to set the General Manager’s performance agreement. The General Manager’s contact of employment commenced on 15 April 2014. In accordance with Clause 7.1 of the contract, within three months after the commencement date the employee and the Council must sign a performance agreement setting out agreed performance criteria. The Facilitator is available anytime Tuesday 1 July, Monday 7 July, Tuesday 8 July and Wednesday 9 July to meet with the Review Panel. Appointed Panel members will need to confirm their availability at the close of the Governance Committee meeting. Recommending: 1. THAT the General Manager’s Performance review panel comprise the Mayor, the Deputy Mayor, another Councillor nominated by Council and a Councillor nominated by the General Manager. 2. THAT Council nominate one Councillor and the General Manager nominate one Councillor to the panel for 2014/15. 3. THAT Council delegate to the Panel the role of: conducting performance reviews reporting the findings and recommendations of those reviews to council development of the performance agreement. Page 5 DECISION OF 3648th COUNCIL MEETING HELD ON 28 APRIL 2014 130. G03: Governance Committee - 14 April 2014 Report of Jenny Gleeson, Manager Corporate Planning and Governance This report presents the recommendations of the last meeting of the Governance Committee held on 14 April 2014, for Council adoption. The minutes are attached for information. Recommending: 1. THAT Council determines not to submit any Motions to the 2014 National General Assembly of Local Government, under the theme of 'Getting Down to Business'. 2. THAT Attachment1 - Discussion Paper be endorsed by Council. 3. THAT a progress report regarding the outcomes of the 2014 National General Assembly of Local Government be presented to Council in due course. 4. THAT interested Councillors nominate their interest in attending the 2014 National General Assembly of Local Government to the General Manager. 5. THAT the Amended Oversight and Liaison with General Manager Policy be deferred to a future Council meeting, and incorporate Councillor feedback. 6. THAT advice be obtained from the Office of Local Government regarding the calling/timing of Special (Extraordinary) Council meetings. 7. THAT the Reference and Working Groups role in Council’s Community Engagement Framework report be received. 8. THAT the number and structure of Reference and Working Groups be reviewed and any recommendations arising from the review be reported to the Governance Committee; and that the review include consideration of the meeting practice and minute taking. 9. THAT the summary of actions arising from the Councillor Workshop - Finance held on 1 April 2014 be noted. 10. THAT the list of proposed additional works/projected be endorsed for inclusion in the Amended Delivery Program and Budget. 11. THAT Council resolve to be a non-financial member of 10,000 Friends of Greater Sydney in 2014/15, and that the $5,000 be redirected to the Community Grants and Subsidies program. 12. THAT Council staff be thanked and congratulated on their work preparing for the preliminary budget documentation. 13. THAT the Draft Community Grants and Subsidies 2014/15 report be placed on public exhibition for a minimum of 28 days, aligning with the Amended Delivery Program/Draft Operational Plan 2014/15. 14. THAT the Draft Fees and Charges Schedule 2014/15 be endorsed and placed on public exhibition from a minimum of 28 days. 15. THAT the Amended Delivery Program 2013/14-2016/17 and Operational Plan 2014/15 be endorsed and placed on public exhibition for a minimum of 28 days commencing 1 May 2014. 16. THAT Council staff be thanked for their hard work in preparing the Amended Delivery Program 2013/14-2016/17 and Operational Plan 2014/15.