Agenda of Civic Events Committee - 3 June 2015 · of CIVIC EVENTS COMMITTEE MEETING ... city...

NOTICE

of

CIVIC EVENTS COMMITTEE MEETING

Pursuant to the provisions of Section 84(1) of the Local Government Act 1999

TO BE HELD IN

COMMITTEE ROOM PLAYFORD CIVIC CENTRE

10 PLAYFORD BOULEVARD, ELIZABETH

ON

WEDNESDAY, 3 JUNE 2015 AT 4.00PM

TIM JACKSON CHIEF EXECUTIVE OFFICER Issue Date: Thursday, 28 May 2015

(PRESIDING MEMBER – CR GAY SMALLWOOD-SMITH)

Mayor Glenn Docherty (ex officio)

Cr Marilyn Baker (City of Playford Councillor)

Mr Ron Watts (Rotary Club of Elizabeth)

Mr Darrell Morcom (Ridley District Scouts)

Mrs Coral Gooley (Community Member)

Mr Wayne Squires (Community Member)

Ms Angela Wareing

(Playford District Girl Guides)

Mr Alvin Warren

(Legion of Frontiersman)

Mr Robert Klose

(Elizabeth Playford Lions Club)

Civic Events Committee Agenda 2 03 June 2015

CITY OF PLAYFORD STRATEGIC PLAN

Strategy 1 - Our foundations – services, city presentation and community pride

Playford will rebuild itself with a range of facilities and services providing a village lifestyle that is connected socially and physically through a network of open spaces and sustainable trails. A sense of identity will pervade in the City with residents and businesses alike being proud of the community in which they chose to live and work.

Outcomes: 1.1 Liveable City with mix of services and facilities 1.2 Environmental responsibility 1.3 Attractive and sustainable open spaces 1.4 Improved visual amenity 1.5 Enhanced reputation

Strategy 2 - Securing Playford’s future and building value

Playford will ensure that the land that we own or govern is preserved for appropriate residential, manufacturing, horticultural, agricultural, commercial and recreational needs. We will undertake structure planning and build assets and infrastructure that secure our social, environmental and economic future.

Outcomes: 2.1 Well planned and sustainable City 2.2 Diversified and expanding economic base

Strategy 3 - Elizabeth, Adelaide’s Northern CBD

Playford will further develop the Elizabeth Regional Centre as the major retail, commercial, education, social services, arts and entertainment centre for the region. This development will integrate with and underpin adjacent urban renewal, a Regional Sports Precinct, the Lyell McEwin Health Precinct, and a regional Education and Training Precinct with expanded tertiary facilities linked into developing manufacturing industries and the Defence Precinct.

Outcomes: 3.1 Provision of CBD facilities and services 3.2 Vibrant, walkable and cosmopolitan lifestyle 3.3 Opportunities for social interactions

Strategy 4 - Securing Playford’s future in the global economy

The City of Playford will capitalise on its strategic geographical position and demographics to work with other local government bodies, the State and Commonwealth governments, applied research bodies and other regions to establish a diverse industry base and expand its defence, advanced manufacturing, horticulture, health and ageing industry sectors to provide local jobs for local people, capitalising on the digital economy, as the foundation for a rising standard of living for the community.

Outcomes: 4.1 Key economic drive of the State 4.2 Robust local economy with local job opportunities 4.3 Part of Southern Food Bowl with national and international links 4.4 Re-focused manufacturing to support economic growth in the north of the State

Strategy 5 - Building our capabilities

As the entity responsible for many of the needs of its community, the City of Playford will focus on improving its financial performance, innovation and skills in partnership development and advocacy to resource and guide the achievement of this strategic plan.

Outcomes: 5.1 Highly performing organisation 5.2 Delivering value for money services 5.3 Effective government and private sector partnerships.


CITY OF PLAYFORD

CIVIC EVENTS COMMITTEE CHARTER

1. Role

1.1. The Committee’s role is to:

1.1.1. Provide advice and recommendations to Council on strategic

matters relating to the planning and delivery of Council’s Civic

Events.

1.1.2. Support Council in the delivery of Council’s Civic Events.

2. Terms of Reference

2.1. The Committee’s terms of reference are to consider all matters

relating to

2.1.1. Council’s annual Civic Events program and major new

events as they arise in consultation with Council.

2.1.2. Propose an annual Calendar of Civic Events to Council.

2.1.3. Deliver Council’s Civic Events and provide

recommendations for continuous improvement of the

annual Civic Events program.

3. Definitions

CEO is the Chief Executive Officer.

Council Member is a person appointed or elected by the electors of a

particular ward, as a representative of the ward in the City of Playford.

Community Organisations are not for profit organisations and service

clubs whose broad purpose is to serve the needs and aspirations of the

Playford community. Such organisations will be formal in nature and

have in place governance processes and insurance coverage for their

operations.


CDAP Member means a person appointed by Council under section

56A(3) of the Development Act 1993 to be a member of its CDAP and

includes the Presiding Member of the CDAP.

Executive Officer is a staff member appointed by the Chief Executive

Officer to support a Section 41 Committee.

Local Government Governance Panel (LGGP CHAIR) means the

independent Panel established by the Local Government Association

(LGA) to assist Councils to deal with complaints made in respect of the

Council’s Council Member Code of Conduct or the Minister’s code of

conduct for CDAP Members.

Independent Members are Members on a committee or panel who are

not elected but have been appointment by the Council to undertake a

similar role as Council Members on Council’s Section 41 Committees or

the Council Development Assessment Panel. They are external

appointees.

Individual Community Members are defined as residents of the City of

Playford. Such persons may be involved and affiliated with organisations

that serve the local community, however they do not act as

representatives of such organisations in their role on the Committee.

Mayor is the person appointed or elected as the principle Member of the

City of Playford to represent the local government area as a whole.

Staff includes Staff, contractors, volunteers and all others who perform

work on behalf of council.

4. Delegations

4.1. The Committee may:

4.1.1. Approve Committee’s minutes as a true and accurate

record of proceedings.

4.1.2. Approve the committee’s work plan.

4.1.3. Approve their annual report.

4.2. The Civic Events Committee may determine all matters relating to

the City of Playford Annual Civic Events program with the following

exceptions:

4.2.1. Appoint a Presiding Member

4.2.2. Expend funds beyond the Council approved budgets for

events.


4.2.3. Amend the Committee’s Charter.

4.2.4. Establish the overall concept of Civic Events, as this is

determined by Council.

4.3. Any other matters referred to the Committee are to be debated,

with a recommendation made to Council for resolution.

5. Meetings

5.1. The Committee will meet on the first Wednesday of the month as

required, with a minimum once per quarter, starting at 4.00pm in

the Committee Room at the Playford Civic Centre, 10 Playford

Boulevard, Elizabeth.

5.2. Special Meetings of the Committee may be necessary from time to

time and may be called in accordance with Section 82 of the Local

Government Act 1999.

5.3. Committee meetings may be called, amended or cancelled by the

Presiding Member of the Committee, in consultation with Executive

Officer providing support to the Committee.

5.4. An agenda will be prepared and distributed to all Committee

Members on the Thursday prior to the meeting. Agendas for

special meetings may be distributed in a shorter timeframe and will

provide at least a minimum of four (4) hours’ notice having regard

for the urgency of the matter(s) being considered.

5.5. The agenda format shall be the common format used by the City of

Playford for Section 41 Committees as detailed in the Code of

Practice for Council, Special Council and Committee Meetings.

5.6. Minutes of meetings will only record recommendations and

resolutions, and will be provided to all Committee Members in

accordance with legislative requirements.


6. Membership

6.1. The Committee is comprised of the following members to be

selected on the basis of their capacity to bring a relevant skill mix to

the Committee:

6.2. Individual and Community Organisations will be appointed as

members of the Committee for a period not exceeding two (2) years.

6.3. Council Members will be appointed as members of the Committee

for a period not exceeding (2) years, or if the term is likely to exceed

the next General Council Election, then the membership will end

prior to polling day at the next General council Election.

6.4. Community Organisation Representatives will hold office while they

continue to be authorised by that body or agency to represent it.

Nomination Process for Independent Members

Term of Office

Endorsed by Council Resolution

Appointed Members

Membership Type

Endorsed by Council Resolution on

Term Concludes

Community Members sought through an expression of interest process then endorsed by Council Resolution

Cr Gay Smallwood-Smith

Council Member

25 Nov 2014 Resolution 1998

November 2016

Cr Marilyn Baker Council Member

25 Nov 2014 Resolution 1998

November 2016

Mayor Glenn Docherty

Mayor – ex-officio

LG Act 1999 November 2018

Mr Robert Klose (Elizabeth Playford Lions Club)

Community Org Rep

25 June 2013 Resolution 1304

April 2017

Mr Darrell Morcom (Ridley District Scouts)

Community Org Rep


April 2017

Ms Angela Wareing (Playford District Girl Guides)

Community Org Rep


April 2017

Mr Alvin Warren (Legion of Frontiersman)

Community Org Rep


April 2017

Mr Ron Watts (Rotary Club of Elizabeth)

Community Org Rep


April 2017

Mrs Coral Gooley Individual Community Member

28 April 2015 Resolution 2130

April 2017

Mr Wayne Squires Individual Community Member

28 April 2015 Resolution 2130

April 2017

Each subsequent appointment will be 2 years – Term ending in November.


6.5. Each member should have interest, experience and skills in

activities, which will be community related. Availability to attend

meetings regularly is essential. Committee Members shall

participate on a voluntary basis.

6.6. A person invited to assist the Committee is not a member and

does not have a right to vote.

7. Term and Role of Presiding Member

7.1. The Presiding Member must be a Council Member and will be

determined by the Council.

7.2. The Mayor shall not be the presiding member of the Committee.

7.3. The person selected must have the required skills to undertake the

Presiding Member role as follows:

7.3.1. Oversee the conduct of meetings in accordance with the

Local Government Act 1999 Meeting Regulations and the

Council and Committee Meetings Code of Practice

7.3.2. Ensure all members of the Committee have opportunities

to participate in debate and discussions in an open and

encouraging manner.

7.3.3. Where a matter has been debated significantly and no

new information is being discussed the Presiding Member

may call the meeting to order and ask for the debate to be

finalised and a recommendation be put forward.

8. Role of Committee Members

8.1. The primary responsibilities of the Committee Members are to

8.1.1. Actively participate in Committee meetings and act

professionally in the manner in which they represent the

Committee on behalf of Council.

8.1.2. Facilitate effective communication and promote the

awareness of Civic Events Committee matters.

8.1.3. Provide advice to Council on current and emerging trends

relating to Civic Events Committee matters;

8.1.4. Utilise the skills and experience of Committee members in

enhancing City of Playford Civic Events Committee

matters.


9. Role of Administration

9.1. The Executive Officer and relevant staff are nominated by the Chief

Executive Officer may provide advice to Committee members during

the debate and discussion of items to ensure Committee members

have suitable and accurate information to aid their decision making.

9.2. Administration officers do not have a decision making role, although

may provide advice and clarification of issues if requested by the

Presiding Member.

10. Reporting and Review of the Committee

10.1. Recommendations by the Committee will be referred to the next

Ordinary Council Meeting for final resolution.

10.2. An annual report will be prepared for endorsement by the

Committee for inclusion in Council’s Annual Report by 30

September each year.

10.3. In reviewing its performance the Committee will have regard to:

10.3.1. The achievement of outcomes relating to the Committee’s

role.

10.3.2. Meeting attendance.

10.3.3. Key challenges for the next financial year.

10.3.4. Key achievements including the assessment of the

percentage of work completed from the Committee’s

Annual Work-plan, including the intangible benefits.

10.4. As required the Committee will communicate with Council

Members on issues of importance to the Council. This

communication will be authorised by the Committee and may be

delivered by a Committee Member in the form of a presentation to

Council Members, a communiqué or a written memo.

10.5. Council will assess the ongoing role and effectiveness of this

committee as part of establishing its Section 41 Committee

structure following a General Election of Council or as required by

Council.


11. Deputations

11.1. The Council Committee may resolve to allow a deputation to

appear if it is the business of that committee.

11.2. A deputation must not exceed five minutes except with the consent

of the meeting.

12. Petitions

12.1. Under the Local Government Act (Procedures at Meetings

Regulations 2013, Reg 10, a petition must be received by Council;

petitions will not be received by committees.

13. Committee Business

13.1. The Committee will prepare and keep under review an annual

work-plan and consider business as per the Functions of the

Committee.

14. Code of Practice

14.1. This charter is to be read in conjunction with the City of Playford’s Code of Practice for Council, Special Council and Committees.

15. Supporting Documentation

15.1. The following documents are to be read in conjunction with the

Civic Events Committee Charter;

City of Playford Code of Practice for Council, Special Council

and Committee Meetings

City of Playford Code of Practice for Public Access to Meetings

and to association meeting documents

Code of Conduct for Council Members as established under

Section 63(1) of the Local Government Act 1999


16. Approval and Change History

Approval Date

Approval by Change

23 August 2011

Council Resolution Scheduled review.

22 October 2013

Council Resolution Number 1466

Scheduled review.

25 November 2014


Alignment to Council Elections 2014, change to common format and other minor amendments

16 December 2014


Committee Meeting Date, Time and Place of meeting updated Membership updated to remove City of Playford Staff Member


City of Playford Civic Events Committee Meeting

AGENDA WEDNESDAY, 3 JUNE 2015 AT 4.00PM

1. ATTENDANCE RECORD

1.1 Present

1.2 Apologies

1.3 Not Present

2. CONFIRMATION OF MINUTES

RECOMMENDATION

The Minutes of the Civic Events Committee Meeting held 1 April 2015 be confirmed as a true and accurate record of proceedings.

3. DECLARATIONS OF INTEREST

4. DEPUTATION / REPRESENTATIONS

Nil

5. STAFF REPORTS

Nil

6. INFORMAL DISCUSSION

6.1 Anzac Day Commemoration Services Update ............................................... 14

6.2 2016 Australia Day Event Strategy ................................................................ 15

6.3 Community Carols 2015 Event Strategy ........................................................16

6.4 Fremont Park Stage 1 Works ........................................................................ 17

6.5 Committee Self Assessment (Attachment) ....................................................18

7. INFORMAL ACTIONS

8. CONFIDENTIAL MATTERS

Nil


9. COMMITTEE WORKPLAN

9.1 City of Playford Civic Events Committee Work Plan 2015 (Attachment) ........31

10. CLOSURE


INFORMAL DISCUSSION


6.1 Anzac Day Commemoration Services Update

Presenter: Ms Rosemary Munslow

Purpose: Opportunity to discuss the successes and possible improvements for the ANZAC Commemoration Services.

Outcome: Staff will provide an evaluation report incorporating debrief discussion information.

Duration: 30 Minutes


6.2 2016 Australia Day Event Strategy


Purpose: Opportunity to discuss the strategic intent for the 2016 Australia Day Celebrations event at Fremont Park.

Outcome: Staff will provide an Event Strategy Report incorporating discussion information for endorsement.



6.3 Community Carols 2015 Event Strategy


Purpose: Opportunity to discuss the strategic intent of the 2015 Playford Community Carols.

Outcome: Staff will provide an Event Strategy Report for endorsement based on this discussion.



6.4 Fremont Park Stage 1 Works

Presenter: Mr Rob Veitch and Mark Jackson

Purpose: To consult with the Committee on Fremont Park Stage 1 Works and Master plan.

Outcome: Committee are aware of the process and proposed timeline for construction of Stage 1 works.



6.5 Committee Self Assessment

See Attachment No: 1. Self Assessment Survey


Purpose: To provide the Civic Events Committee with the Self Assessment and Performance Evaluation Survey

Outcome: Completion of the Self Assessment and Performance Evaluation Survey


Self Assessment Survey 19 Item 6.2 - Attachment 1


COMMITTEE WORKPLAN


9.1 City of Playford Civic Events Committee Work Plan 2015

See Attachment No: 1. Work Plan July - October


Purpose: To review upcoming actions

Outcome: Update work plan where necessary

Duration: 5 Minutes

Work Plan July - October 32 Item 9.1 - Attachment 1

City of Playford Civic Events Committee Work Plan 2015

1 July 2015 Date of Event

No Meeting unless directed by the Committee

August 2015 Date of Event

Anzac Day Commemoration Services 2015

Report: Evaluation report for Committee consideration

24-25 April 2015

Australia Day 2016

Report: Strategy Report for 2016 Event 26 Jan 2016

Community Carols 2015

Report: Strategy Report for 2015 Event 5 Dec 2015

September 2015 Date of Event

No Meeting unless directed by the Committee

October 2015 Date of Event

Anzac Day Commemoration Services 2016

Discussion: Workshop discussion on strategy for 2016 Event

24-25 April 2016

Australia Day 2016

Verbal Update: Committee to receive a verbal update on the planning and management of event including a budget update 26 Jan 2016

Community Carols 2015

Verbal Update: Committee to receive a verbal update on the planning and management of event including a budget update 5 Dec 2015

Agenda of Civic Events Committee - 3 June 2015 · of CIVIC EVENTS COMMITTEE MEETING ... city...

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