Council Minutes - Section B: Reports - 13 March 2018

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Reports tabled at the Special Meeting of Council on Wednesday date held at the Barrabool Hills Baptist Church, 32 Province Boulevard, Highton.

1. Councillor Appointments to Portfolios

2. Councillor Appointment to Committees

1. Councillor Appointments to Portfolios

Purpose

To adopt a number of Council portfolios and appoint a Councillor Chair and Deputy Chair for each portfolio.

Background

This Council has identified a number of areas of strategic focus for the municipality and the organisation. In order to maintain effective oversight of these strategic focus areas, Council will introduce a suite of portfolios to support the Council in its effective governance of the municipality.

Key Issues

• The following portfolios will be created to support Council in its effective governance of the municipality:

• Community health and safety;

• An inclusive and diverse community;

• Social and infrastructure planning;

• Sustainable development;

• Environment and sustainability;

• Arts and culture;

• Transportation and connections;

• Economic development;

• Tourism and events;

• Leadership and governance;

• Veterans Affairs;

• Finance;

• Strategy and communications; and

• Disability access and inclusion.

• Each portfolio will oversee a number of strategic areas of focus, and a Councillor Chair and Deputy Chair will be appointed to each portfolio. A list of the portfolios, their Councillor Chairs and Deputy Chairs and the portfolio areas of responsibility are included at Attachment 2.

• The Mayor retains overall responsibility as spokesperson on behalf of Council as required by the Local Government 1989 (the Act).

• The portfolio Chair and Deputy Chair, in addition to the responsibilities held as a Councillor under the Act, will:

• Keep up to date with Council proposals, issues and activities relevant to the portfolio;

• Act as the Council spokesperson on portfolio relevant matters excluding major announcements and major events;

• Be a key point of contact and engagement with stakeholders relevant to the portfolio;

• Report to Councillors on portfolio issues to ensure all Councillors have all the information necessary to make informed decisions; and

• Championing Council’s key priorities and decisions relevant to their portfolio.

• Portfolio holders have no statutory responsibilities other than being Councillors. Councillor roles, responsibilities and obligations are provided by the Act.

• The Chair and Deputy Chair for each portfolio will be appointed for a term of two years at which time the appointment of Councillor to portfolios will be reviewed.

Councillor Murrihy moved, Councillor Nelson seconded -

That Council adopts the portfolios and appoints the Councillor Chair and Deputy Chair for each portfolio as set out in Attachment 2 of this report.

Carried.

Attachment 1

Financial Implications

There are no financial implications associated with the subject of this report.

Community Engagement

The assignment of a portfolio to Councillors is considered to provide an effective means for Council to be made aware of the community needs. Portfolio Chairs and Deputy Chairs will provide an important link between the community and the Council for matters of strategic focus for their portfolio.

Policy/Legal/Statutory Implications

The Council’s Media and Communications Policy must be reviewed and amended to align with the adopted portfolios.

Alignment to City Plan

The implementation of Councillor portfolios enhances how we do business by providing a key point of contact and engagement with stakeholders relevant to the portfolio.

Conflict of Interest

No officer involved in the preparation of this report had a direct or indirect interest.

Risk Assessment

There are no high or significant risks associated with the implementation of the recommendations contained in this report.

Environmental Implications

There are no environmental associated with the subject of this report.

Attachment 2

Portfolios

2. Councillor Appointment to Committees

Purpose

To appoint Councillors to Council committees and as Council’s representatives to external committees, boards, associations and forums.

Background

Council has a number of Special and Advisory Committees established in accordance with the provisions of the Local Government Act (Vic) 1989 (the Act). Council is also entitled to appoint Council representatives to external boards, committees, associations and forums in accordance with the governance requirements of those bodies.

Council must appoint its representatives formally by a decision of Council in accordance with the Act. In addition, the Mayor may appoint Councillors to be the chairperson of Council Special Committees in accordance with section 11E of the City of Greater Geelong Act (Vic) 1993 (COGG Act).

Key Issues

• To support the Council in its effective governance of the municipality, Councillors will be appointed to Special and Advisory Committees of Council as well as being Council representatives of external bodies.

• At an Ordinary Council meeting on 20 September 2017, Council adopted its current Committee Representation Policy (Policy).

• In accordance with this policy, the Act and the COGG Act, Councillors will be appointed to the Special and Advisory Committees of Council and as Council representatives to external bodies as set out in Attachment 2.

• The Mayor will exercise his discretion in accordance with section 11E of the COGG Act and appoint the Councillors noted in Attachment 2 as chairperson of Council Special Committees.

• In alignment with the Policy, Council has recognised the need to have more female representation on the CEO Employment Matters Committee to achieve gender balance and diversity. As a result, Councillor Jim Mason will step down as a member of the CEO Employment Matters Committee and Councillor Stephanie Asher will become a member of that committee.

• All Councillor appointments to Special or Advisory Committees of Council or as Councillor representatives of external bodies will be for the term set out in Attachment 2.

Councillor Murrihy moved, Councillor Nelson seconded -

That Council:

1. Appoints Councillors to Council Committees and as Council’s representatives to external committees, boards, associations and forums as set out in Attachment 2;

2. Revokes the appointment of Councillor Jim Mason to the CEO Employment Matters Committee;

3. Appoints Councillor Stephanie Asher to the CEO Employment Matters Committee;

4. Notes the Mayor’s appointment of Councillors as Chairpersons of Special Committees in accordance with section 11E of the City of Greater Geelong Act (Vic) 1993 as noted in Attachment 2;

5. Notes that all appointments of Councillors to Special or Advisory Committees of Council or external bodies is for the term set out in Attachment 2; and

6. Acknowledges and thanks the various Council committees and their members for their achievements and ongoing contribution to the community.

Carried.

Attachment 1

Financial Implications

Ensures that Councils resources are managed efficiently and effectively.

Stakeholder Consultation and Communication

Councillors and the Executive have been consulted in the preparation of this report. Outcomes from this report will be communicated to all committees.

Committee representation provides an opportunity to identify and respond to the social needs of the community.

Policy/Legal/Statutory Implications

Where there is a legislative requirement to establish a committee, these have been maintained. Special Committees of Council continue to operate in accordance with their delegations and requirements under the Local Government Act 1989

Alignment to City Plan

Committee appointments have been made to best support the implementation of the Council Plan.

Conflict of Interest

No officer involved in the preparation of this report had a direct or indirect interest.

Risk Assessment

Councillors and officers are required to consider the risks and regulatory requirements of any appointment to a Council Committee, particularly in respect to:

• Directors and Officers Liability Insurance;

• Conflicts of Interest;

• Confidentiality of Information; and

• Adherence to the required governance proceedings.

Environmental Implications

Nominations to a number of organisations provide a link to the community to enhance the management of the region’s environment.

Attachment 2

Councillor Appointments to Committees

Close of Meeting

As there was no further business the meeting closed at 7:00pm on Tuesday, 13 March 2018.

Signed: _________________________________________

Councillor Bruce Harwood (Mayor)

Date of Confirmation: _____________________________

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