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ENVIRONMENTAL SERVICES COMMITTEE MEETING AGENDA

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ENVIRONMENTAL SERVICES COMMITTEE MEETING AGENDA Powered By Docstoc
					                                    CITY OF SUBIACO

                                           MINUTES

                          SPECIAL COUNCIL MEETING
                                    COUNCIL CHAMBERS
                                241 ROKEBY ROAD, SUBIACO

                                TUESDAY, 30 OCTOBER 2007

                                  COMMENCEMENT: 5.30PM
                                     CLOSURE: 7.42PM




No responsibility whatsoever is implied or accepted by the City for any act, omission or statement or
intimation occurring during Committee meetings.

The City disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by
any person or legal entity on any such act, omission or statement or intimation occurring during
Committee meetings.

Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made
in a Committee meeting does so at that person’s or legal entity’s own risk.

In particular and without derogating in any way from the broad disclaimer above, in any discussion
regarding any planning application or application for a licence, any statement or intimation of approval
made by any member or officer of the City during the course of any meeting is not intended to be and is
not taken as notice of approval from the City.

The City of Subiaco wishes to advise that any plans or documents contained within this agenda may be
subject to copyright law provisions (Copyright Act 1968, as amended) and that the express permission of
the copyright owner(s) should be sought prior to their reproduction.

Members of the public should note that no action should be taken on any item discussed at a Committee
meeting prior to written advice on the resolution of Council being received.

Agendas and Minutes are available on the City’s website www.subiaco.wa.gov.au
                                                    CONTENTS


SWEARING IN OF COUNCILLORS............................................................................... 1


1.    DECLARATION OF OPENING OF SPECIAL MEETING....................................... 1


2.    ELECTION OF DEPUTY MAYOR .......................................................................... 1


3.    ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE........................................ 2


4.    DISCLOSURE OF INTEREST................................................................................ 3


5.    PUBLIC QUESTION TIME ..................................................................................... 3


6.    NOMINATIONS AND APPOINTMENTS TO EXTERNAL ORGANISATIONS....... 3


7.    COMMITTEES COMPRISING ELECTED MEMBERS, STAFF AND
      OTHERS............................................................................................................... 10


8.    COUNCIL MEETING ARRANGEMENTS............................................................. 15


9.    CLOSURE OF MEETING ..................................................................................... 23
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SWEARING IN OF COUNCILLORS

Before the meeting opened Freeman of the City, Richard Diggins JP, swore in the
Councillors Elect who were declared elected by the Returning Officer at the election
held on Saturday, 20 October 2007.

In accordance with Section 2.29(1) of the Local Government Act 1995, a person
elected as a Councillor has to make a declaration before acting in the office

Regulation 13 of the Local Government (Constitution) Regulations 1998 prescribes the
form of the declaration. This is contained in Form 7 of those Regulations, and is to be
made before a person authorised to take statutory declarations under the Declarations
and Attestations Act.

The declaration was as follows:

I, ________________, of ___________ having been elected to the council of the
City of Subiaco, declare that I take the office upon myself and will duly, faithfully,
honestly, and with integrity, fulfil the duties of the office for the people in the district
according to the best of my judgement and ability, and will observe the Local
Government (Rules of Conduct) Regulations 2007.

Declarations were made as follows:

Councillor Judith Gedero
Councillor Phil Jacobsen
Councillor Stan Lauder
Councillor James Turnbull
Councillor Rodney Wells
Councillor Loren White



1.    DECLARATION OF OPENING OF SPECIAL MEETING

The Mayor declared the meeting open at 5:40pm and welcomed the Councillors, media
and public.



2.    ELECTION OF DEPUTY MAYOR

The Mayor called for nominations for the office of Deputy Mayor.

The Deputy Mayor is to be elected by the Council (including the Mayor) from amongst
the Councillors.


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Nominations for the position of Deputy Mayor are to be made in writing. If a councillor
is nominated by another councillor, the person conducting the election is not to accept
the nomination unless the nominee has advised the person conducting the election,
verbally or in writing, that he or she is willing to be nominated. A nomination form was
attached to the agenda.

The Council Members (including the Mayor) are to vote on the matter by secret ballot
as if they were voting at an election. The Mayor is to declare the result and invite the
Deputy Mayor to make a declaration pursuant to Regulation 13(3) of the Local
Government (Constitution) Regulations 1998:

Three nominations were received and an election held using the preferential voting
system.

The Mayor declared that:

•      The candidates were Crs Gedero, McTaggart and White
•      The order of the election was Cr McTaggart, Cr Gedero, Cr White
•      Cr McTaggart was declared elected deputy mayor for the period to the next
       ordinary local government elections.

Cr McTaggart made a declaration as follows:

I, Andrew McTaggart, of 5 Hopetoun Terrace, Shenton Park having been elected to the
office of deputy mayor of the City of Subiaco, declare that I take the office upon myself
and will duly, faithfully, honestly, and with integrity, fulfil the duties of the office for the
people in the district according to the best of my judgement and ability, and will observe
the Local Government (Rules of Conduct) Regulations 2007.


The declaration was witnessed by Richard Diggins JP



3.    ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE

The following members were present:
Mayor Henderson
Councillor Clements
Councillor Gedero
Councillor Hewett
Councillor Jacobsen
Councillor Lauder
Councillor McTaggart
Councillor Riccelli
Councillor Rowe
Councillor Stoney
Councillor Turnbull
Councillor Wells
Councillor White


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The following staff was present:
Chester Burton, Chief Executive Officer
Scott Hawkins, Director Corporate Services
Marisa Spaziani, Director Community Services
Di Jowett, Public Liaison
Leah Murphy, Minutes Secretary



4.    DISCLOSURE OF INTEREST

There were no disclosures of interest received.



5.    PUBLIC QUESTION TIME

There were no public questions asked.


NEW MOTION
Moved Cr White/seconded Cr Clements
That standing order 3.8 be suspended for item 6
                                                   MOTION CARRIED BY COUNCIL 13/0
                                                                                           6:12




6.    NOMINATIONS AND APPOINTMENTS TO EXTERNAL ORGANISATIONS

Prepared by:                   Scott Hawkins, Director Corporate Services
Supervised by:                 Chester Burton, Chief Executive Officer
Date:                          22 October 2007
File ref:                      A/783
Voting requirements:           Normal - more than half elected members present required
                               to vote in favour

Council decision
1.   That the following be appointed as a member to the Perth Modern School
     Council:

       •          Member:      Cr Judith Gedero

2.     That the following be appointed as the city’s observers at ProSubi Board
       meetings:

       •          Observers:   Cr Murray Rowe and Cr Andrew McTaggart

3.     That the following be appointed as a member and deputy of the Swan River
       Trust:

       •          Member:      Cr Murray Rowe
       •          Deputy:      Cr James Turnbull

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4.     That the following be appointed as the city’s delegate and deputy to the Western
       Suburbs District Planning Committee:

       •          Delegate:    Cr Lynley Hewett
       •          Deputy:      Cr James Turnbull

5.     That the following be appointed as the city’s delegates and deputies to the WA
       Local Government Association Central Metropolitan Zone Committee:

       •          Delegates:   Mayor Heather Henderson and Cr Andrew McTaggart
       •          Deputies:    Cr James Turnbull and Cr Judith Gedero

6.     That the following be appointed as the city’s representative and deputy of the
       Western Suburbs Voluntary Regional Organisation of Council (WESROC)
       Board:

       •          Member:      Mayor Heather Henderson
       •          Deputy:      Cr Andrew McTaggart

7.     That the following be appointed as a member and deputy of the Western
       Metropolitan Regional Council:

       •          Member:      Cr Phil Jacobsen
       •          Deputy:      Cr Andrew McTaggart

8.     That the following be nominated for appointment by the Minister for Planning and
       Infrastructure to the Board of the Subiaco Redevelopment Authority:

       •          Members:     Cr Andrew McTaggart and Cr Lynley Hewett to 30 June
                               2008 in line with the Ministers request.


STAFF RECOMMENDATION
Moved Cr White/seconded Cr Clements
1.   That the following be appointed as a member to the Perth Modern School
     Council:

       •          Member:      One elected member

With the agreement of the mover and seconder the words “Member: One elected
member” were replaced with “Member: Cr Judith Gedero”.

2.     That the following be appointed as the city’s observers at ProSubi Board
       meetings:

       •          Observers:   Two elected members

With the agreement of the mover and seconder the words “Observers: Two elected
members” were replaced with “Observers: Cr Murray Rowe and Cr Andrew
McTaggart”.



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3.     That the following be appointed as a member and deputy of the Swan River
       Trust:

       •          Member:      One elected member
       •          Deputy:      One elected member

With the agreement of the mover and seconder the words “Member: One elected
member, Deputy: one elected member” were replaced with “Member: Cr Murray Rowe,
Deputy: Cr James Turnbull”.

4.     That the following be appointed as the city’s delegate and deputy to the Western
       Suburbs District Planning Committee:

       •          Delegate:    One elected member
       •          Deputy:      One elected member

With the agreement of the mover and seconder the words “Delegate: One elected
member, Deputy: One elected member” were replaced with “Delegate: Cr Lynley
Hewett, Deputy: Cr James Turnbull

5.     That the following be appointed as the city’s delegates and deputies to the WA
       Local Government Association Central Metropolitan Zone Committee:

       •          Delegates:   Two elected members
       •          Deputies:    Two elected members

With the agreement of the mover and seconder the words “Delegates: Two elected
members, Deputies: Two elected members” were replaced with “Delegates: Mayor
Heather Henderson and Cr Andrew McTaggart, Deputies: Cr James Turnbull and Cr
Judith Gedero”.

6.     That the following be appointed as the city’s representative and deputy of the
       Western Suburbs Voluntary Regional Organisation of Council (WESROC)
       Board:

       •          Member:      Mayor or Mayor’s nominee
       •          Deputy:      One elected member

With the agreement of the mover and seconder the words “Member: Mayor or Mayor’s
nominee, Deputy: One elected member” were replaced with “Member: Mayor Heather
Henderson, Deputy: Cr Andrew McTaggart”.

7.     That the following be appointed as a member and deputy of the Western
       Metropolitan Regional Council:

       •          Member:      One elected member
       •          Deputy:      One elected member

With the agreement of the mover and seconder the words “Member: One elected
member, Deputy: One elected member” were replaced with “Member: Cr Phil
Jacobsen, Deputy: Cr Andrew McTaggart”.
                           AMENDED MOTIONS 1 - 7 CARRIED BY COUNCIL 13/0

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                                                                                              6:47


8.       That the following be nominated for appointment by the Minister for Planning and
         Infrastructure to the Board of the Subiaco Redevelopment Authority:

                       •     Members:      Two elected members or employees

With the agreement of the mover and seconder the words “Members: Two elected
members or employees” were replaced with “Members: Cr Andrew McTaggart and Cr
Lynley Hewett to 30 June 2008 in line with the Ministers request”.
                                    AMENDED MOTION 8 CARRIED BY COUNCIL 9/4
               CR’S WHITE, LAUDER, RICCELLI AND ROWE VOTED AGAINST THE
                                                                    MOTION
                                                                                              6:48
Background
Council is able to make appointments to a number of external committees,
organisations and boards, either as members or as observers. Council is also able to
nominate members for appointment by the Minister for Planning and Infrastructure to
the Subiaco Redevelopment Authority board. Appointments are generally for the
period up to the next ordinary local government elections.

The purpose of this report is to make relevant appointments.

Detail

1.       Perth Modern School Council

         Terms of reference:
         To support the Principal in her administration of Perth Modern School, notably in
         the areas of relationships with the wider community, curriculum priorities, student
         behaviour and budget.

         Membership:
         The constitution of the Perth Modern School Council allows for membership of
         one City of Subiaco councillor.

         Meetings:
         The meetings occur six times during the year (once during Terms 1 and 4 and
         twice during Terms 2 and 3) and additional meetings as deemed necessary.
         Meetings are held at 4.00pm.

2.       ProSubi Board

         Terms of reference:
         To promote the central business area of the City of Subiaco as an attractive and
         desirable place to shop and do business.

         Membership:
         Under the agreement with ProSubi, the city can nominate two members to act as
         observers at board meetings.

         Meetings:
         The meetings occur monthly on the second Wednesday of the month at 6.00pm.

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3.     Swan River Trust

       Terms of reference:
       To consider any matter which is relevant to the City of Subiaco concerning a
       development or proposed development in a part of the management area that is
       in or adjoins the district of the City of Subiaco
       To consider any matter likely to affect the interests of the City of Subiaco in a
       material and extensive way

       Membership:
       One member and a deputy may be appointed.

       Meetings:
       The Trust meetings occur monthly (twice in December) on a Monday morning,
       and the member joins the meeting only for items in which the city has an interest

4.     Western Suburbs District Planning Committee

       Terms of reference:
       To assist and advise the Western Australian Planning Commission on regional
       planning matters. To investigate, report and formulate recommendations in
       respect of matters affecting or likely to affect the Metropolitan Region Scheme
       with particular regard to the Western Suburbs section of the metropolitan region.

       To exercise such functions of the Western Australian Planning Commission as
       the Commission may delegate to it under the provisions of Section 20 of the Act.

       To act as a forum for representatives of member local governments and their
       technical officers to discuss planning matters of mutual interest, which do not
       necessarily have any relationship to the Western Australian Planning
       Commission.

       Member local governments are:
       −    Cambridge
       −    Claremont
       −    Cottesloe
       −    Mosman Park
       −    Nedlands
       −    Peppermint Grove
       −    Subiaco

       Membership:
       One member and a deputy may be appointed.

       Meetings:
       The committee meets every two months on the third Thursday of the month at
       6.00pm.     The venue for the meeting rotates between member local
       governments, however if there is insufficient issues to discuss then the meetings
       are cancelled.




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5.     WA Local Government Association Central Metropolitan Zone Committee

       Terms of reference:
       To consider issues of relevance and in common to local governments who are
       members of the West Australian Local Government Association.

       Membership:
       Two delegates and two deputies may be appointed

       Meetings:
       The committee meets once very two months on the last Thursday of the month
       at 6.00pm. The venue for the meeting rotates between the member local
       governments.

6.     Western Suburbs Voluntary Regional Organisation of Councils (WESROC)
       Board

       Terms of reference:
       To facilitate co-operation and joint activities between local governments in the
       western suburbs of Perth.

       Member local governments are:
       −    Claremont
       −    Cottesloe
       −    Mosman Park
       −    Nedlands
       −    Peppermint Grove
       −    Subiaco

       Membership:
       One member who shall be the Mayor or the Mayor’s nominee and a deputy is to
       be appointed.

       Meetings:
       The board meets once every three months on a Monday at 12.30pm at each
       local authority on rotation.

7.     Western Metropolitan Regional Council (WMRC)

       Terms of reference:
       To manage the operation of the transfer station (corner Lemnos Street and
       Brockway, Shenton Park) and assist member local governments with waste
       management and recycling.

       Member local government are:
       −   Claremont
       −   Cottesloe
       −   Mosman Park
       −   Peppermint Grove
       −   Subiaco



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       Membership:
       One member and a deputy may be appointed.

       Meetings:
       Meetings are held every two months (even months) on the first Thursday of the
       month at 5.30pm at the Town of Mosman Park.

       Fees:
       Members receive a fee of $140 per meeting paid annual in arrears in late June
       or early July.

8.     Subiaco Redevelopment Authority Board

       Terms of reference:
       To deal with planning and development in the prescribed area of the city in
       accordance with the Subiaco Redevelopment Act 1994.

       Membership:
       Board membership consists of five people appointed by the Minister, of whom
       two are to be elected members or employees of the City of Subiaco nominated
       by the Council.

       Meetings:
       The meetings are held monthly on the fourth Thursday commencing at 2.00pm
       at the East Perth Redevelopment Authority office.

       Fees:
       Board members receive an annual fee of $8,700 paid in two instalments in June
       and December. Public servants do not receive any payment.

       On 6 August 2007, advice was received from the Minister for Planning and
       Infrastructure as follows:

                  “The Expenditure Review Committee has recently approved
                  an extension to the Subiaco Redevelopment Authority for a
                  further 12 months to 30 June 2008, to enable it to complete
                  the final stages of urban renewal in Subiaco.

                  For the purpose of continuity, I wish to maintain the current
                  composition of the SRA Board and therefore propose to
                  extend the terms of membership of the City of Subiaco
                  representatives namely Cr Lynley Hewett and Cr Andrew
                  McTaggart, to 30 June 2008.

                  Council’s support of this initiative would be much appreciated.”

Consultation
There has been no consultation associated with this report

Statutory and policy considerations
The appointments to the various bodies detailed above are in accordance with the
statutory provisions applicable and constitutions of the various bodies


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Strategic implications
Membership of external organizations contributes to effective co-operation,
communication and resource share between the City of Subiaco, neighbouring councils
and other organizations on matters of mutual interest

Financial, social and environmental implications
Other than staff time supporting members, there are limited direct financial implications.
Participation contributes to achievement of the city’s social and environmental
objectives.

Attachments
There are no attachments to this report


Cr Riccelli left the chamber at 7:00pm.
Cr Riccelli entered the chamber at 7:02pm.

Cr McTaggart left the chamber at 7:00pm.
Cr McTaggart entered the chamber at 7:01pm.



7. COMMITTEES COMPRISING ELECTED MEMBERS, STAFF AND OTHERS

Prepared by:           Scott Hawkins, Director Corporate Services
Supervised by:         Chester Burton, Chief Executive Officer
Date:                  22 October 2007
File ref:              A/783
Voting requirements:   Absolute majority - 7 elected members required to vote in favour

Council decision
That this item be deferred to the next CATS Committee or if Council resolve to not
continue with the Committee system, a future Concept Forum or its equivalent, to allow
Councillors to discuss the merits and implications of the Staff recommendation.


STAFF RECOMMENDATION TO COUNCIL
Moved Cr White/seconded Cr Jacobsen
1.   That the following committees be established:
     a) Environmental Sustainability
     b) Economic Sustainability
     c)   Social Sustainability
     d) Disabilities Access and Inclusion

2.     That nominations be sought for appointment of non-elected members to
       committees.

3.     That elected member appointments be made at the same meeting as
       appointment of non-elected members.




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AMENDMENT
With the agreement of the mover and seconder
The recommendation be amended by adding the following to recommendation 1:
e) Subiaco Arts Centre;
And adding the following:
4.   That the proposed purpose, membership and meeting arrangements for the
     Subiaco Arts Centre committee be the same as the previous Subiaco Theatre
     Centre committee.
5.   That the Subiaco Arts Centre committee first undertake an immediate review of
     the new lease and that the lease then be presented to full Council for
     consideration.
6.   That the Mayor write to the Minister for Culture and Arts, asking that consideration
     be given to amending the Perth Theatre Trust Act 1979 such that the Minister
     nominates three Trustees for Culture and the Arts, three by the City of Perth and
     one by the City of Subiaco.
                                          AMENDED MOTION LOST BY COUNCIL 5/8
       CR’S WHITE, LAUDER, RICCELLI, HEWETT, ROWE, STONEY, TURNBULL &
                                                                 MAYOR HENDERSON
                                                                                           7:07


NEW MOTION
Moved Cr Stoney/seconded Cr Hewett
That this item be deferred to the next CATS Committee or if Council resolve to not
continue with the Committee system, a future Concept Forum or its equivalent, to allow
Councillors to discuss the merits and implications of the Staff recommendation.
                                                 MOTION CARRIED BY COUNCIL 11/2
                          CR’S WELLS & JACOBSEN VOTED AGAINST THE MOTION
                                                                                           7:08


Cr Stoney provided the following reasons:
1.    This Special Council meeting is not the forum to discuss any change to the
      committee structures.
2.    Staff should have raised these suggestions earlier to allow them to be discussed
      and decided before it was required to elect members.
3.    There should be adequate time to resolve the issue before the committees need
      to meet again.
4.    While it seems that the intent is to bring specific expertise into the advisory
      committees, this should be balanced with the need to maintain community
      interest and value. The membership suggested for one committee will exclude at
      least one valuable member.

Background
In May 2005, council established the following committees comprising elected
members, staff and others:
      •   Sustainable Development
      •   Business
      •   Disability Services
      •   Social Housing
      •   Community Safety

Details of these committees are attached. These committees and their memberships
ceased on 20 October 2007.


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The purpose of this report is to establish relevant committees.

Detail
To accord with the city’s mission – to provide leadership and services for sustainable
community development – it is proposed that the following committees be established:
       a) Environmental Sustainability Committee to build on the contribution of the
           Sustainable Development Committee
       b) Economic Sustainability Committee to build on the contribution of the
           Business Committee
       c)  Social Sustainability Committee to build on the contribution of the
           Community Safety Committee

In addition, to assist in complying with the provisions of Disabilities Services Act it is
proposed that a Disability Access and Inclusion Committee be established to build on
the contribution of the Disability Services Committee.

As the Social Housing Advisory Committee met rarely over the past two years it is
proposed that in this policy area a project-by-project approach be taken where
appropriate.

The proposed purpose, membership and meeting arrangements for the committees are
as follows:

1.     Environmental Sustainability Committee

       Purpose – To consider and assist the city with:
       •   Identifying issues related to environmental sustainability in the City of
           Subiaco
       •   Sharing information on strategies and plans to enhance environmental
           sustainability
       •   Promoting environmental sustainability by the city itself, or in association
           with government agencies, community groups, private organisations,
           businesses and individuals
       •   Facilitating stakeholder and community input to the city and other key
           organisations with respect to environmental sustainability
       •   Raising awareness and informing the community about matters relating to
           environmental sustainability in the city

       Meetings:
       The committee meets three monthly as required.

       Membership
       •   Two elected members of council
       •   The Chief Executive Officer, or his nominee
       •   One representative of the Swan River Trust
       •   One representative of Subiaco businesses
       •   One representative of local schools
       •   One representative with expertise and interest in energy conservation
       •   One representative with expertise and interest in water conservation
       •   One representative with expertise and interest in waste reduction

       Appointment is for the period up to the next ordinary local government elections.

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2.     Economic Sustainability Committee

       Purpose – To consider and assist the city with:
       •   Identifying issues related to economic sustainability in the City of Subiaco
       •   Sharing information on strategies and plans to enhance economic
           sustainability
       •   Promoting economic sustainability by the city itself or in association with
           government agencies, community groups, private organisations,
           businesses and individuals
       •   Facilitating stakeholder and community input to the city and other key
           organisations with respect to economic sustainability
       •   Raising awareness and informing stakeholders and the community about
           matters relating to economic sustainability in the city

       Meetings:
       The Committee meets three monthly as required.

       Membership:
       •  Two elected members of council
       •  The Chief Executive Officer, or his nominee
       •  One member nominated by ProSubi
       •  One member nominated by the Subiaco Business Association
       •  One member representing businesses outside the Subiaco central
          business area
       •  One representative of the West Australian Football Commission
       •  One representative of major hospitals
       •  One representative of the University of Western Australia
       •  One representative with expertise and interest in economic sustainability
          from a consumer perspective

       Appointment is for the period up to the next ordinary local government elections.

3.     Social Sustainability Committee

       Purpose – To consider and assist the city with:
       •   Identifying issues related to social sustainability in the City of Subiaco
       •   Sharing information in strategies and plans to enhance social sustainability
       •   Promoting social sustainability by the City itself, or in association with
           government agencies, community groups, private organisations,
           businesses and individuals
       •   Facilitating stakeholder and community input to the city and other key
           organisations with respect to social sustainability
       •   Raising awareness and informing stakeholders and the community on
           matters relating to social sustainability in the City

       Meetings:
       The committee meets three monthly as required.

       Membership:
       •   Two elected members of council
       •   The Chief Executive Officer, or his nominee


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       •          Officer-in-Charge at the Subiaco Police Station
       •          One representative of the West Australian Football Commission
       •          One representative of the University of Western Australia
       •          One representative of Roadwise
       •          One representative of Subiaco businesses
       •          One representative of licensed premises
       •          One representative of local schools
       •          One representative with expertise and interest in seniors needs

       Appointment is for the period up to the next ordinary local government elections.

4.     Disability Access and Inclusion Committee

       Purpose – To consider and assist the city with:
       •   Identifying issues related to disability access and inclusion in the City of
           Subiaco
       •   Sharing information on strategies and plans to enhance disabilities access
           and inclusion
       •   Promoting the wellbeing and sense of belonging of people with disabilities
           by the city itself, or in association with government agencies, community
           groups, private organisations, businesses and individuals
       •   Facilitating stakeholder and community input to the city and other key
           organisations with respect to disability access and inclusion
       •   Raising awareness and informing the community about matters relating to
           disability access and inclusion in the City

       Meetings:
       The committee meets three monthly as required.

       Memberships:
       •   Two elected members of council
       •   The Chief Executive Officer, or his nominee
       •   One representative of Subiaco businesses
       •   One representative of the health and community services sector
       •   One representative who has a physical disability
       •   One representative who has a sensory disability
       •   One representative who has an intellectual disability
       •   One representative who cares for a person with a disability
       •   One representative who works with people with a disability

       Appointment is for the period up to the next ordinary local government election.

Consultation
Public consultation was not relevant to the development of this report.

Statutory and policy considerations
Sections 5.8 to 5.25 of the Local Government Act 1995 set out the requirements for
establishment and operation of the committees of council

Section 5.9 of the act allows council to establish committees made up of council
members, employees and other persons


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Section 5.10 of the Local Government Act 1995 provides that if a committee could have
a council member as a member and the mayor wishes to be a member, the local
government is to appoint the mayor to be a member of the committee.

It also provides that if a committee will have an employee as a member and the CEO
wishes to be a member, the local government is to appoint the CEO or the CEO’s
representative to be a member of the committee.

Strategic implications
The work of these committees contributes to the aims of the city’s strategic plan

Financial, social and environmental implications
Other than requiring substantial staff time for administrative support, there are no
significant costs associated with the operation of the committees. The committees
contribute to achievement of the city’s social and environmental aims.

Attachments
1.    Details of previous committees



8. COUNCIL MEETING ARRANGEMENTS

Prepared by:               Chester Burton, Chief Executive Officer
Date:                      22 October 2007
File ref:                  A/783
Voting requirements:       Absolute majority – 7 elected members required to vote in
                           favour

Council decision
1.   That a Corporate and Technical Services Committee and a Development and
     Community Services Committee comprising elected members only be
     established.

2.     That the Corporate and Technical Services Committee deal with matters for
       which the Directors of Corporate Services and Technical Services are
       responsible and the Development and Community Services Committee deal with
       matters for which the Director of Development Services and Community
       Services are responsible

3.     That the following be appointed to the Corporate & Technical Services
       Committee:
       •     Mayor Henderson, Cr Clements, Cr Wells, Cr Rowe, Cr Gedero, Cr
             Stoney, Cr Hewett, Cr McTaggart, Cr Jacobsen, Cr Riccelli, Cr Lauder
             and Cr White.

4.     That the following be appointed to the Development and Community Services
       Committee:
       •      Mayor Henderson, Cr Clements, Cr Wells, Cr Rowe, Cr Gedero, Cr
              Stoney, Cr Turnbull, Cr Hewett, Cr McTaggart, Cr Jacobsen, Cr Riccelli,
              Cr Lauder and Cr White.


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5.     That the Development and Community Services Committee be delegated
       authority to determine development applications in accordance with the
       delegations provided to the previous Planning Committee

6.     That Council and Committee meetings be held monthly on Tuesdays
       commencing at 5:30pm

7.     That, generally, the Development and Community Services Committee meet in
       the second week, the Corporate and Technical Service Committee in the third
       week and Council in the fourth week of the month

8.     That agendas for committee meetings be distributed a week before the meeting
       and agendas for Council meetings be distributed on the Friday before the
       meeting

9.     That committees be requested to rotate the role of presiding member in May and
       November each year.

10.    That a Concept Forum be held at 5:30pm, on the first Tuesday of the month if
       required to discuss relevant matters

11.    That an Audit Committee be established in accordance with the terms of
       reference in the staff report contained in the agenda, and the following elected
       members be appointed as members:

       •          Mayor Henderson, Councillor White, Councillor Hewett


STAFF RECOMMENDATION TO COUNCIL
Moved Cr McTaggart/seconded Cr Wells
1.   That effective from November 2007, council meetings generally be held on the
     fourth Tuesday of the month commencing at 5:30pm;

2.     That in December 2007 the council meeting be held on December 18;

3.     That agendas be distributed two weeks before the meeting;

4.     That an agenda forum be held on the Tuesday before each Council meeting
       commencing at 5:30pm;

5.     That when required a concept forum be held on the first Tuesday of the month
       commencing at 5:30pm;

6.     That an Audit Committee be established in accordance with the terms of
       reference in this report, and the following be appointed as members:
       •      At least three elected members
                                                        MOTION LOST BY COUNCIL 5/8
       CR’S WHITE, LAUDER, RICCELLI, HEWETT, ROWE, GEDERO, STONEY AND
                                 MAYOR HENDERSON VOTED AGAINST THE MOTION
                                                                                            7:33




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ALTERNATIVE RECOMMENDATION
Moved Cr Stoney/seconded Cr Rowe
1.   That a Corporate and Technical Services Committee and a Development and
     Community Services Committee comprising elected members only be
     established.

2.     That the Corporate and Technical Services Committee deal with matters for
       which the Directors of Corporate Services and Technical Services are
       responsible and the Development and Community Services Committee deal with
       matters for which the Director of Development Services and Community
       Services are responsible

3.     That the following be appointed to the Corporate & Technical Services
       Committee:
       •     Elected members

With the agreement of mover and seconder Mayor Henderson, Cr Clements, Cr Wells,
Cr Rowe, Cr Gedero, Cr Stoney, Cr Hewett, Cr McTaggart, Cr Jacobsen, Cr Riccelli, Cr
Lauder and Cr White be appointed to the Corporate & Technical Services Committee.

4.     That the following be appointed to the Development and Community Services
       Committee:
       •      Elected members

With the agreement of the mover and seconder Mayor Henderson, Cr Clements, Cr
Wells, Cr Rowe, Cr Gedero, Cr Stoney, Cr Turnbull, Cr Hewett, Cr McTaggart, Cr
Jacobsen, Cr Riccelli, Cr Lauder and Cr White be appointed to the Development and
Community Services Committee.

5.     That the Development and Community Services Committee be delegated
       authority to determine development applications in accordance with the
       delegations provided to the previous Planning Committee

6.     That Council and Committee meetings be held monthly on Tuesdays
       commencing at 5:30pm

7.     That, generally, the Development and Community Services Committee meet in
       the second week, the Corporate and Technical Service Committee in the third
       week and Council in the fourth week of the month

8.     That there be no meetings or forums during the Christmas School Holidays

9.     That agendas for committee meetings be distributed a week before the meeting
       and agendas for Council meetings be distributed on the Friday before the
       meeting

10.    That committees be requested to rotate the role of presiding member in April and
       October each year

11.    That a Concept Forum be held at 5:30pm, on the first Tuesday of the month if
       required to discuss relevant matters



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12.    That an Audit Committee be established in accordance with the terms of
       reference in the staff report contained in the agenda, and the following elected
       members be appointed as members:

       •          At least three elected members


AMENDMENT 1
With the agreement of the mover and seconder the words “At least three elected
members” were replaced with “Mayor Henderson, Cr White and Cr Hewett”.


AMENDMENT 2
With the agreement of the mover and seconder
Recommendation 8 was deleted.


AMENDMENT 3
With the agreement of the mover and seconder
Recommendation 10 was amended by replacing the words “April and October” with
“May and November”
                                             MOTION CARRIED BY COUNCIL 11/2
                                             CARRIED BY ABSOLUTE MAJORITY
                  CR’S MCTAGGART AND WELLS VOTED AGAINST THE MOTION
                                                                                             7:42


Cr Stoney provided the following reasons:
1.    The Committee system has been working well and we should retain it.
2.    The words of the alternate resolution are similar to those proposed by staff as an
      alternative.
3.    The times for the two standing committees have been altered to allow staff an
      extra week to have monthly financial reports ready

Background
Since May 2004 Council has operated with a monthly meeting cycle comprising:

        •         Week 1:     Concept Forum (when required)
                              Committee agenda sent out
        •         Week 2:     Corporate and Technical Services Committee
                              Committee agenda sent out
        •         Week 3:     Planning Committee
                              Council agenda sent out
        •         Week 4:     Council Meeting

Prior to May 2004 Council operated under different meeting arrangements based on
the following three weekly cycle:

        •     Week 1:         Concept Forum (when required)
        •     Week 2:         No meeting - Council agenda sent out
        •     Week 3:         Council Meeting




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The purpose of this report is for Council to determine its meeting arrangements
following the October ordinary elections.
Detail
Meeting Systems
Under the current system, most elected members attend a meeting or concept forum
four times a month. In most cases they receive the agenda or papers a week
beforehand and must find the time to read, understand and clarify the information
provided before coming to the meeting.

Review of meeting arrangements used by other metropolitan local governments has
identified alternatives which may have benefits compared to the current arrangements.

Of the various arrangements in place, the following is considered to offer increased
efficiencies and well-informed decision-making:

        •     Week 1:     Concept Forum (when required)
        •     Week 2:     No meeting - Council agenda sent out
        •     Week 3:     Council Agenda Forum
        •     Week 4:     Council Meeting

For informed decision-making, elected members must have the opportunity to gain
maximum knowledge and understanding of issues on which they must vote. The
complexity of many items means that elected members may need an opportunity to ask
questions of relevant staff members.

Some local governments have determined that this can be achieved by the elected
members convening as a body to become better informed on issues listed for council
decision. Such assemblies have been termed agenda forums.

Agenda forums are considered more efficient and effective than elected members
meeting staff on an individual basis for such a purpose with the added benefit that all
elected members hear the same questions and answers. Local governments which
use agenda forums generally hold them a week before council meetings.

To facilitate the agenda forums, agendas for council meetings would be distributed two
weeks before the meeting giving elected members a week to read them and review
them. A week later at an agenda forum, elected members would be able to clarify the
content of reports that have been distributed as part of the Council agenda.

This approach allows elected members two weeks to read and understand agenda
reports and ask questions of staff in a way that enables all elected members to have
access to the same information.

Agenda forums are not for decision-making but would be held in the Council Chambers,
be chaired by the Mayor, be open to the public and conducted using a structured
process.

Decision making at council meetings a week later would be facilitated and expedited by
the opportunity at the agenda forum to clarify misunderstanding or issues before
Council.



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This alternative arrangement would reduce the number of meetings to three per month,
double the time available for elected members to read and understand agenda reports
and provide the opportunity to clarify their content at an agenda forum.

One of the consequences of the current meeting arrangements is that there is
significant delay in consideration of monthly financial reports by council. This occurs
because it is not possible to process the end of month data in time for inclusion in the
Corporate and Technical Services Committee agenda of the following month. As a
result council does not receive the reports until the subsequent month. Under the
proposed system it will be possible for each council meeting to consider the financial
reports for the previous month.

The role of presiding members requires particular skills and experience. Under current
policy, presiding members of committees change every six months to ensure equity.
However, it has become apparent that many councillors are reluctant to take on this
role. The alternative meeting system proposed would overcome this situation as the
Mayor or in her absence the Deputy Mayor would chair all meetings and forums.

Historically, meetings have been held on Tuesdays. However, use of this day results in
a range of problems due to public holidays, which generally fall on Monday. To
overcome this, consideration should be given to holding meetings on Wednesdays as
this would assist in finalising and distributing agenda reports and dealing with the
administrative demands that occur on the days immediately before a meeting.
However, introduction of this change has not been recommended at this time.

Concept forums involve elected members and staff meeting to discuss strategies and
concepts for the development of the local government and the district. Such forums
often involve projects that are in the early planning stage and are some time away from
being presented to council for decision.

Behind closed doors and in a relatively informal manner are the two notable
characteristics of concept forums. Holding such meeting behind closed doors is
justified in that many of the ideas and concepts are preliminary and while looking for
creative ideas some may be extreme, expensive or impractical and never adopted.
Discussions on such proposals in a public forum would be counter-productive. Privacy
and informality allows elected members to propose ideas, ask questions and discuss
issues for the better understating of those in attendance.

Audit Committee
In addition to these meeting arrangements the city is required to establish an Audit
Committee. In the period up to October 20 the city had an Audit Advisory Committee
with the following purpose, membership and meeting arrangements:

Purpose:
• To develop each year an annual and three year Strategic Audit Plan
• To review audit reports and ensure their recommendations are implemented
• To report annually to the Council on the activity
• To meet at least once with the City’s external auditors to review their activities
• To recommend the appointment to Council of the city’s external auditors

Meetings:
The committee meet as required and at least three times per year.


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Special meetings can be initiated by any committee member or the external or internal
auditors.
Membership:
At least three Elected Members of council.

Alternative Meeting Arrangements
The recommendations in this report give effect to the proposals outlined above,
however, if council wishes to retain committee-based meeting arrangements it is
proposed that the recent system be continued with some modifications.

The most recent committee system comprised a Corporate and Technical Services
Committee and a Planning Committee.

This committee system was introduced with the expectation that half the councillors
would make up one committee and the other half would make up the other committee.
However, progressively the number of members of each committee grew until all
councillors were members of the Planning Committee and all but two we members of
the Corporate and Technical Services Committee. In effect, this has meant that, when
making decisions (most if not all of the) elected members have been making
recommendations to themselves.

The function of the Corporate and Technical Services Committee was to deal with
matters within the responsibility of the Directors of Corporate Services and Technical
Services. The function of the Planning Committee was to deal with matters within the
responsibility of the Director of Development Services.

Arising from organisational changes in 2006, most of the responsibilities of the Director
Development Services are now undertaken by the Directors of Development Services
and Community Services. Accordingly, it is proposed that the committee deal with
matters within the responsibility of the Directors of Development Services and
Community Services and be retitled the Development and Community Services
Committee to more accurately reflect its scope.

If a committee system is to be retained, the following recommendations are suggested
for consideration:

1.     That a Corporate and Technical Services Committee and a Development and
       Community Services Committee comprising elected members only be
       established

2.     That the Corporate and Technical Services Committee deal with matters for
       which the Directors of Corporate Services and Technical Services are
       responsible and the Development and Community Services Committee deal with
       matters for which the Director of Development Services and Community
       Services are responsible

3.     That the following be appointed to the Corporate & Technical Services
       Committee:
          •    Elected members




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4.     That the following be appointed to the Development and Community Services
       Committee:
          •      Elected members

5.     That the Development and Community Services Committee be delegated
       authority to determine development applications in accordance with the
       delegations provided to the previous Planning Committee

6.     That Council and Committee meetings be held monthly on Tuesdays
       commencing at 5:30pm

7.     That, generally, the Corporate and Technical Service Committee meet in the
       second week, the Development and Community Services Committee in the third
       week and Council in the fourth week of the month

8.     That there be no meetings or forums during the Christmas School Holidays

9.     That agendas for committee meetings be distributed a week before the meeting
       and agendas for Council meetings be distributed on the Friday before the
       meeting

10.    That committees be requested to rotate the role of presiding member in April and
       October each year

11.    That presiding members of committees receive training in the role before or soon
       after being elected

12.    That a Concept Forum be held at 5:30pm, on the first Tuesday of the month if
       required to discuss complex matters

13.    That an Audit Committee be established in accordance with the terms of
       reference in this report, and the following elected members be appointed as
       members:
       •      At least three elected members

Consultation
Public consultation was not relevant to the development of this report.

Statutory and policy considerations
Sections 5.8 to 5.25 of the Local Government Act 1995 set out the requirements for
establishment and operation of committees of Council.

Section 5.9 of the Act allows Council to establish committees made up of council
members only.

Section 5.10 of the Act states that each council member is entitled to be a member of at
least one committee of comprising elected members only and if a council member
nominates himself or herself to a committee or committees, the local government is to
include that council member in the persons appointed to at least one of those
committees. It also gives the Mayor the right to be appointed a member of any
committee, which has or could have a council member as a member.



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Section 7.1A of the Act requires each local government to establish an audit committee
of three or more persons.



Strategic implications
The work of these committees contributes to the aims of the City’s strategic plan.

Financial, social and environmental implications
Other than staff time, there are no significant costs associated with the operation of the
committees themselves. These committees contribute to achievement of the City’s
social and environmental aims.

Attachments
There are no attachments to this report.



9.     CLOSURE OF MEETING

The Mayor declared the meeting closed at 7:42pm.




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