MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · 2014. 7. 3. · Ordinary Council Meeting 23...

of 102 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 23 September 2013 MAYOR GENERAL MANAGER

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 23 SEPTEMBER 2013 AT THE COUNCIL CHAMBERS, 135 LIVERPOOL STREET, SCONE COMMENCING

AT 5.00pm

PRESENT: Cr Lee Watts, Cr Lorna Driscoll, Cr Michael Johnsen, Cr Deirdre Peebles, Cr Wayne Bedggood, Cr Kiwa Fisher, Cr Ron Campbell, Cr Peter Bishop and Cr Maurice Collison. APOLOGIES: Nil IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr Mat Pringle (Director Environmental Services), Mr Alan Fletcher (Director Technical Services) and Mrs Robyn Cox (Executive Personal Assistant) DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil

of 102 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 23 September 2013 MAYOR GENERAL MANAGER

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EXTRAORDINARY REPORT ....................................................................................... 3 EXT.09.1 ELECTION OF MAYOR ................................................................................................................ 3 EXT.09.2 ELECTION OF DEPUTY MAYOR................................................................................................... 7 EXT.09.3 DELEGATION OF AUTHORITY TO MAYOR, DEPUTY MAYOR, GENERAL MANAGER AND ACTING GENERAL

MANAGER ................................................................................................................................ 8 EXT.09.4 DAYS AND TIMES FOR ORDINARY COUNCIL MEETINGS ............................................................. 20 EXT.09.5 COUNCIL STANDING COMMITTEES ........................................................................................... 21 EXT.09.6 ELECTION OF DELEGATES TO VARIOUS COMMITTEES AND ORGANISATIONS ............................... 25

Ordinary Council Meeting 23 September 2013

Page 3 of 102 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 23 September 2013 MAYOR GENERAL MANAGER

EXTRAORDINARY REPORT Section: Extraordinary Report REP-389/13

EXT.09.1 ELECTION OF MAYOR RECOMMENDATION: That Council proceed to elect a Mayor by ordinary ballot should more than one Councillor nominate. ISSUES: Council must elect a Mayor: to exercise, in cases of necessity, the policy-making functions of the governing body of the Council

between meetings of the Council to exercise such other functions of the Council as the Council determines to preside at meetings of the Council to carry out the civic and ceremonial functions of the Mayoral office. The elected Mayor holds office for one year. A fee, within a schedule determined by the Local Government Remuneration Tribunal has been determined. It is for Council to determine the method of election with the General Manager to act as returning officer. Schedule 7 of the Local Government (Elections) Regulation sets out in detail the process to be followed for the election of Mayor by Councillors. (Attachment 1) If only one Councillor is nominated, that Councillor is elected. If more than one Councillor is nominated, the Council is to resolve whether the election is to proceed by preferential ballot, by ordinary ballot or by open voting. Enclosures: 1 Schedule 7 of the Local Government (Elections) Regulation There being one (1) nomination and being in order, Cr Michael Johnsen was declared elected unopposed as Mayor of Upper Hunter Shire Council for the twelve (12) month period ending September 2014.

ATTACHMENT NO: 1 - SCHEDULE 7 OF THE LOCAL GOVERNMENT (ELECTIONS) REGULATION

ITEM NO: EXT.09.1


ATTACHMENT 2


ITEM NO: EXT.09.1




Section: Extraordinary Report REP-390/13

EXT.09.2 ELECTION OF DEPUTY MAYOR RECOMMENDATION:

That Council proceed to elect a Deputy Mayor for the Mayoral term, by ordinary ballot should more than one Councillor nominate. BACKGROUND: Councillors may elect a person from among their number to be the Deputy Mayor. The Deputy Mayor may exercise any function of the Mayor at the request of the Mayor or if the Mayor is prevented by illness, absence or otherwise from exercising the function or if there is a casual vacancy in the office of Mayor. The person is usually elected for the Mayoral term although the Act provides a shorter term. No fee is paid to the holder of office of Deputy Mayor. Election of Deputy Mayor is conducted under the provisions that apply for the election of Mayor. Enclosures: Nil. There being one (1) nomination and being in order, Cr Wayne Bedggood was declared elected unopposed as Deputy Mayor of Upper Hunter Shire Council for the twelve (12) month period ending September 2014.




EXT.09.3 DELEGATION OF AUTHORITY TO MAYOR, DEPUTY MAYOR, GENERAL MANAGER AND ACTING GENERAL MANAGER

RECOMMENDATION: 1. That Council delegate authority to the Mayor, Deputy Mayor, General Manager and Acting General

Manager in accordance with the draft instruments of delegation;

2. That in the absence of the General Manager, in accordance with S351 of the Local Government Act, the Directors, in the order specified in the instrument of delegation, shall be appointed as the Acting General Manager, for the term of the delegation.

BACKGROUND: The Mayor of the Council is required to exercise the duties and functions of the position at and between Council meetings. The Local Government Act confers certain powers or duties upon the Mayor. The Council may, by resolution, confer delegated authority to the Mayor to exercise additional powers, functions, duties and authorities. Attachment 1 is a draft instrument of delegation pursuant to S377 of the Local Government Act, 1993 for the Mayor. Similarly, Council may, by resolution, confer delegated authority to the Deputy Mayor to continue the role and functions of the Mayor, in the absence of the Mayor. Attachment 2 is a draft instrument of delegation pursuant to S377 of the Local Government Act, 1993 for the Deputy Mayor. With the appointment of the new General Manager, Mr Waid Crockett, the instrument of delegation pursuant to S377 of the Local Government Act (draft copy attached) is to be conferred on Mr Crockett. Pursuant to S351 of the Local Government Act, Council may appoint an Acting General Manager if the General Manager is suspended from duty, sick or absent. An instrument of delegation is attached for the Directors in the order specified in the instrument of delegation. Enclosures: 1 Instrument of Delegation to Mayor - September 2013 2 Instrument of Delegation to Deputy Mayor - September 2013 3 Instrument of Delegation to General Manager - September 2013 4 Instrument of Delegation to Acting General Manager - September 2013 RESOLVED: 1. That Council delegate authority to the Mayor, Deputy Mayor, General Manager and Acting

General Manager in accordance with the draft instruments of delegation;

2. That in the absence of the General Manager, in accordance with S351 of the Local Government Act, the Directors, in the order specified in the instrument of delegation, shall be appointed as the Acting General Manager, for the term of the delegation.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - INSTRUMENT OF DELEGATION TO MAYOR - SEPTEMBER 2013 ITEM NO: EXT.09.3


MAYOR In pursuance of the Local Government Act, 1993: Section 226 What is the role of the mayor? The role of the mayor is: to exercise, in cases of necessity, the policy-making functions of the governing body of the council between

meetings of the council; to exercise such other functions of the council as the council determines; to preside at meetings of the council; and to carry out the civic and ceremonial functions of the mayoral office. Section 230 For what period is the mayor elected? (1) A mayor elected by the councillors holds the office of mayor for 1 year, subject to this Act. (2) A mayor elected by the electors holds the office of mayor for 4 years, subject to this Act. (3) The office of mayor:

a. Commences on the day the person elected to the office is declared to be so elected, and b. Becomes vacant when the person’s successor is declared to be elected to the office, or on the

occurrence of a casual vacancy in the office. Section 232 What is the role of a councillor? (1) The role of a councillor is, as a member of the governing body of the council:

to direct and control the affairs of the council in accordance with this Act to participate in the optimum allocation of the council’s resources for the benefit of the area to play a key role in the creation and review of the council’s policies and objectives and criteria

relating to the exercise of the council’s regulatory functions to review the performance of the council and its delivery of services, and the management plans

and revenue policies of the council. (2) The role of a councillor is, as an elected person:

To represent the interests of the residents and ratepayers To provide leadership and guidance to the community To facilitate communication between the community and the council

Section 290 When is an election of a mayor by the councillors to be held? (1) The election of the mayor by the councillors is to be held:

a. If it is the first election after an ordinary election of councillors – within 3 weeks after the ordinary election, or

b. If it is not that first election or an election to fill a casual vacancy – during the month of September, or

c. If it is the first election after the constitution of an area – within 14 days after the appointment of a provisional council or the first election of the council if a provisional council is not appointed, or

d. If the relevant council is a non-functioning council, or a council of which all civic offices have been declared vacant, and the election is the first to be held after the appointment or election of the councillors – within 14 days after the appointment or election of the councillors.

(2) If the councillors fail to elect a mayor as required by this section, the Governor may appoint one of the

councillors as the mayor.

Note. The filling of a casual vacancy in the office of a mayor elected by the councillors is dealt with in section 295



UPPER HUNTER SHIRE COUNCIL

INSTRUMENT OF DELEGATION TO MAYOR

On [insert date] the Upper Hunter Shire Council (“Council”) resolved that:

1. All previous delegations of Functions the subject of this Instrument be revoked. 2. Pursuant to section 377 of the LG Act to delegate to the Mayor authority to exercise

and/or perform on behalf of the Council the Council’s Functions identified in Schedule 1 subject to any condition or limitation specified.

3. The Mayor be conferred authority to carry out the Policy Authorities listed in Schedule 2 and undertake any administrative actions necessary to carry out those Policy Authorities.

4. These delegations and authorities are subject to, and are to be exercised in accordance with:

a. the requirements of the relevant Legislation;

b. any conditions or limitations set out in Schedule 1 and Schedule 3; and c. any resolution or policy, procedure or budget adopted from time to time by the Council.

5. These delegations and authorities are effective from the date of the Resolution of the Council and remain in force until amended or revoked by a resolution of the Council.

6. In this delegation:

“Functions” means powers, authorities, duties and functions and anything ancillary or related to the exercise or performance thereof.

“Legislation” includes an Act of the parliament of New South Wales or of the Commonwealth of Australia and a Regulation under an Act.

“LG Act” means the Local Government Act 1993 as amended. Schedule 1: Delegated Functions LOCAL GOVERNMENT ACT 1993

Function code

Function Condition / Limitation (if any)

LG Act 004 Authority to:

• exercise, in cases of necessity, the policy-making functions of the governing body of the council between meetings of the council

• exercise such other functions of the council as the council determines

• preside at meetings of the council

• carry out the civic and ceremonial functions of the mayoral office.

Pursuant to section 225



Schedule 2: Policy Authorities Code Policy Authority

PAC 1 PAC 2 PAC 3

To direct the General Manager, where necessary, in the interpretation and implementation of each and every policy of the Council which is current and has been adopted by Council resolution. To represent the Council, in conjunction with the General Manager, in deputations to government, inquiries and other forums where it is appropriate that the Mayor should present the Council's position. To make Media Statements and issue Press Releases in respect of Council resolutions and decisions.

Schedule 3: General Limitations Limitation (if any)

Pursuant to a Resolution of the Council at its meeting of [DATE OF COUNCIL MEETING AND REFERENCE (MINUTE/REPORT)]

Delegate Acknowledgement of Delegations of Authority

I [DELEGATE NAME] currently employed by the Council in the position of Mayor, do hereby acknowledge that I have read and understood this Instrument of Delegation and that I will perform these delegations and authorities in accordance with this Instrument of Delegation and my position description.

……………………………………………………

[DELEGATE NAME]

[POSITION] of [COUNCIL NAME]

Date: [DATE]

Review date: [DATE]

ATTACHMENT NO: 2 - INSTRUMENT OF DELEGATION TO DEPUTY MAYOR - SEPTEMBER 2013

ITEM NO: EXT.09.3


DEPUTY MAYOR In pursuance of Local Government Act, 1993: 231 Deputy Mayor (1) The councilors may elect a person from among their number to be the deputy mayor. (2) The person may be elected for the mayoral term or a shorter term. (3) The deputy mayor may exercise any function of the mayor at the request of the mayor or if the

mayor is prevented by illness, absence or otherwise from exercising the function or if there is a casual vacancy in the office of mayor.

(4) The councilors may elect a person from among their number to act as deputy mayor if the deputy mayor is prevented by illness, absence or otherwise from exercising a function under this section, or if no deputy mayor has been elected.

INSTRUMENT OF DELEGATION TO DEPUTY MAYOR

On [insert date] the Upper Hunter Shire Council (“Council”) resolved that:

1. All previous delegations of Functions the subject of this Instrument be revoked.

2. Pursuant to section 377 of the LG Act to delegate to the Deputy Mayor authority to exercise and/or perform on behalf of the Council the Council’s Functions identified in Schedule 1 subject to any condition or limitation specified.

3. The Deputy Mayor be conferred authority to carry out the Policy Authorities listed in Schedule 2 and undertake any administrative actions necessary to carry out those Policy Authorities.



b. any conditions or limitations set out in Schedule 1 and Schedule 3; and

c. any resolution or policy, procedure or budget adopted from time to time by the Council.





“LG Act” means the Local Government Act 1993 as amended.

Schedule 1: Delegated Functions LOCAL GOVERNMENT ACT 1993

Function code

Function Condition / Limitation (if any)

LG Act 004 Authority to:

exercise, in cases of necessity, the policy-making functions of the governing body of the council between meetings of the council

exercise such other functions of the council as the council determines

preside at meetings of the council

carry out the civic and ceremonial functions of the mayoral office.

Pursuant to section 225

ATTACHMENT NO: 2 - INSTRUMENT OF DELEGATION TO DEPUTY MAYOR - SEPTEMBER 2013

ITEM NO: EXT.09.3


Schedule 2: Policy Authorities

Code Policy Authority

PAC 1 PAC 2 PAC 3

To direct the General Manager, where necessary, in the interpretation and implementation of each and every policy of the Council which is current and has been adopted by Council resolution. To represent the Council, in conjunction with the General Manager, in deputations to government, inquiries and other forums where it is appropriate that the Mayor should present the Council's position. To make Media Statements and issue Press Releases in respect of Council resolutions and decisions.

Schedule 3: General Limitations

Limitation (if any)

The Deputy Mayor may only exercise these Functions:

a. at the request of the Mayor; or

b. if the Mayor is prevented by illness, absence or otherwise from exercising these Functions; or

c. if there is a casual vacancy in the office of Mayor.


Delegate Acknowledgement of Delegations of Authority

I [DELEGATE NAME] currently in the position of Deputy Mayor, do hereby acknowledge that I have read and understood this Instrument of Delegation and that I will perform these delegations and authorities in accordance with this Instrument of Delegation and my position description.

……………………………………………………

[DELEGATE NAME]

[POSITION] of [COUNCIL NAME]

Date: [DATE]

Review date: [DATE]

ATTACHMENT NO: 3 - INSTRUMENT OF DELEGATION TO GENERAL MANAGER - SEPTEMBER 2013

ITEM NO: EXT.09.3


UPPER HUNTER SHIRE COUNCIL DELEGATIONS OF AUTHORITY UPDATED AND REVIEWED 23 SEPTEMBER 2013

GENERAL MANAGER In pursuance of Section 335 of the Local Government Act, 1993, the General Manager shall be generally responsible for the efficient and effective operation of the Council's organisation and for ensuring the implementation, without undue delay, of decisions of the Council. The General Manager shall have the following particular functions:- (i) the day to day management of the Council; (ii) to exercise such of the functions of the Council as are delegated by the Council to the General

Manager; (iii) to appoint Staff in accordance with an organisation structure and resources approved by the Council

provided the General Manager may appoint or dismiss Senior Staff only after consultation with the Council;

(iv) to direct and dismiss Staff; and (v) to implement the Council's equal employment opportunity management plan. DELEGATIONS OF AUTHORITY TO THE GENERAL MANAGER. In pursuance of Section 377 of the Local Government, 1993, Upper Hunter Shire Council hereby delegates to Waid Donald CROCKETT the employee of the Council in whom the Council has vested the functions of GENERAL MANAGER, the exercise of the powers, functions, duties and authorities contained in the Local Government Act, 1993, other Acts and Regulations as specified in Schedule 1, subject to the conditions attached and limitations specified in Schedule 2. This instrument of delegation shall commence on the 30 September 2013, and remain in force until otherwise amended or revoked in writing.

INSTRUMENT OF DELEGATION TO GENERAL MANAGER On [insert date] the Upper Hunter Shire Council (“Council”) resolved that: 1. All previous delegations of Functions the subject of this Instrument be revoked.

2. The person who from time to time holds the position of General Manager of Council (“General Manager”), being at the date of this instrument [GM NAME], be delegated authority under: 2.1 Section 377 of the LG Act, to exercise and/or perform on behalf of Council the Council’s

Functions under all Acts and Regulations in force and as amended from time to time:

(a) Subject to any condition or limitation on a Function specified in Schedule 1; and

(b) Excluding those Functions:

(i) that are expressly prohibited from delegation as listed under Section 377 of the LG Act;

(ii) which are expressly required by legislation to be exercised by a resolution of the Council.


ITEM NO: EXT.09.3


2.2 Section 68 of the NW Act, to exercise and/or perform on behalf of Council the Functions of the Council (other than the power of delegation) under the NW Act.

3. The General Manager be sub-delegated authority to exercise and/or perform on behalf of Council the Functions delegated to the Council under, and in accordance with, the instrument of delegation to the Council set out in Schedule 2, excluding those Functions which pursuant to the terms of the delegation to the Council may not be sub-delegated.

4. The General Manager be conferred authority to carry out the Policy Authorities listed in Schedule 3 and undertake any administrative actions necessary to carry out those Policy Authorities.

5. The General Manager be delegated any Function which is taken to be conferred or imposed on the Council pursuant to section 381(1) of the LG Act.

6. In the absence of the General Manager that a person appointed by resolution to act as General Manager assume all Functions, delegations, and sub-delegations of the General Manager for the period only of the absence of the General Manager unless otherwise resolved by the Council.



b. any conditions or limitations set out in Schedule 1; and c. any resolution or policy, procedure or budget adopted from time to time by the Council



“Acts” includes legislation enacted by the parliaments of New South Wales and of the Commonwealth of Australia;



“LG Act” means the Local Government Act 1993 as amended.

“NW Act” means Noxious Weeds Act 1993 as amended.

Schedule 1: Limitations

Part A – Limitations applicable to specific statutory Function (if any)

Legislation Limitation

Section 68 of the Local Government Act 1993 – authority to approve activities specified in the table in section 68, except in so far as the Local Government Act 1993, the regulations or a local policy adopted by the Council allows the activities to be carried out without that approval.

1. Where an application is advertised in accordance with Council’s policy and no objection(s) is received.

2. Where such approvals comply with all Council’s policies and codes.

3. To vary maximum size of sheds in the residential zones subject to:

(a) No justifiable objections being received after the notification period,

(b) The relevant staff member processing the application supports the variation based on the individual circumstances, and

(c) Applications which are not supported be referred to Council for determination.


ITEM NO: EXT.09.3


4. To vary building line setbacks subject to:

(a) No justifiable objections being received after the notification period;

(b) The relevant staff member processing the application supports the application based on the individual circumstances;

(c) Applications which are not supported be referred to Council for determination.

5. The delegation does not apply to the carrying out of an activity specified in Part B of the table on land within the area of operations of the Hunter Water Board under the Hunter Water Act 1991.

Clause 213 of the Local Government (General) Regulation 2005

1. Authority to write off debts up to $1,000 if the General Manager believes on reasonable grounds that an attempt to recover the debt would not be cost effective.

2. Authority to write off debts up to $1,000 if the debt is not lawfully recoverable, such as there being Council equipment failure or the loss of water was caused by an action of Council staff.

Part B – General Limitations

Schedule 2: Instruments of Delegation to Council

Delegator Instrument Name Date of Instrument

Schedule 3: Policy Authorities

Code Policy Authority

PAC 1 PAC 2 PAC 3 PAC 4 PAC 5 PAC 6

Authorised to make Media Statements and issue Press Releases in respect of Council resolutions and decisions. Authorised to make the corrections to the minutes, and determine if such changes are so insignificant the formal variation is not required. Authorised to suspend Alcohol-Free Zones for community events. Authorised to determine the level of representation in any court proceedings. Authorised to instruct solicitors to apply for costs where the circumstances warrant. Authorised to instigate proceedings in a Court of Law for all matters administered by the Council. The General Manager may submit late confidential items with respect to legal matters to each Ordinary or Committee meeting as required. Authorised to approve applications for payment of accrued long service leave. Authorised to approve activities associated with the operation of the Bentonite Mine on a weekend.


ITEM NO: EXT.09.3



General Manager’s acknowledgement of Delegations of Authority I [GM NAME], currently employed by the Council in the position of General Manager, do hereby acknowledge that I have read and understood this Instrument of Delegation and that I will perform these delegations and authorities in accordance with this Instrument of Delegation and my position description.

……………………………………………………

[GM NAME]

General Manager of [COUNCIL NAME]

Date: [DATE]

Review date: [DATE]

ATTACHMENT NO: 4 - INSTRUMENT OF DELEGATION TO ACTING GENERAL MANAGER - SEPTEMBER 2013

ITEM NO: EXT.09.3


UPPER HUNTER SHIRE COUNCIL DELEGATIONS OF AUTHORITY UPDATED AND REVIEWED 23 SEPTEMBER 2013

ACTING GENERAL MANAGER The General Manager is responsible for the efficient and effective operation of the Council’s organisation and for ensuring the implementation, without undue delay, of decisions of the Council. Due to the absence from work on leave of [xx] as General Manager, it is desirable to appoint an acting General Manager to ensure the continued conduct of the Council’s business. Pursuant to section 334 of the Local Government Act 1993 (“LG Act”), Council must appoint a person to be its General Manager. Pursuant to section 351 of the LG Act if the General Manager’s position is vacant or the holder of such a position is suspended from duty, sick or absent, the Council may appoint a person to the position temporarily. A person who is appointed to a position temporarily may not continue in that position: (a) if the holder of the position is on parental leave—for a period of more than 24 months, or (b) in any other case—for a period of more than 12 months.

INSTRUMENT OF DELEGATION TO ACTING GENERAL MANAGER

1. That for the period commencing 30 September 2013 the person holding the position of Director Corporate Services be appointed to act as General Manager if the General Manager is sick or otherwise absent from work on leave (for a period in excess of 3 consecutive days and not exceeding 12 months [24 months paternal leave]), such appointment to cease upon the return to work of the General Manager or other resolution of the Council.

2. That if the person specified in paragraph 1 is unable or unwilling to act as General Manager at any

time during the specified period, the person holding the position of Director Technical Services be appointed to act as General Manager if the General Manager is sick or otherwise absent from work on leave (for a period in excess of 3 consecutive days and not exceeding 12 months [24 months paternal leave]), such appointment to cease upon the return to work of the General Manager or other resolution of the Council.

3. That if the persons specified in paragraph 1 and 2 are unable or unwilling to act as General Manager at any time during the specified period, the person holding the position of Director Environmental Services be appointed to act as General Manager if the General Manager is sick or otherwise absent from work on leave (for a period in excess of 3 consecutive days and not exceeding 12 months [24 months paternal leave]), such appointment to cease upon the return to work of the General Manager or other resolution of the Council.

4. That any person acting as General Manager pursuant to this resolution has all the functions,

delegations, and sub-delegations given to the General Manager by the Council. This instrument of delegation shall commence on 30 September 2013, and remain in force until otherwise amended or revoked in writing.


ATTACHMENT NO: 4 - INSTRUMENT OF DELEGATION TO ACTING GENERAL MANAGER - SEPTEMBER 2013

ITEM NO: EXT.09.3


Acting General Manager’s acknowledgement of Delegations of Authority

I [A/GM NAME], currently employed by the Council in the position of Acting General Manager, do hereby acknowledge that I have read and understood this Instrument of Delegation and that I will perform these delegations and authorities in accordance with this Instrument of Delegation.

…………………………………………………… DIRECTOR CORPORATE SERVICES

[A/GM NAME]

Acting General Manager of [COUNCIL NAME]

Date: [DATE]

…………………………………………………… DIRECTOR TECHNICAL SERVICES

[A/GM NAME]


Date: [DATE]

…………………………………………………… DIRECTOR ENVIRONMENTAL SERVICES

[A/GM NAME]


Date: [DATE]

Review date: [DATE]




EXT.09.4 DAYS AND TIMES FOR ORDINARY COUNCIL MEETINGS RECOMMENDATION: That Council fix the time and day for the holding of ordinary Council meetings.

Ordinary Council meetings have been held on the fourth Monday of each month commencing at 5.00pm. Meetings have been moved back to the third Monday of the month or to the fifth Monday on occasion when there is a conflict of dates, ie Christmas and Easter. Enclosures: Nil RESOLVED that Council fix the time and day for the holding of ordinary Council meetings. Ordinary Council meetings have been held on the fourth Monday of each month commencing at 5.00pm. Meetings have been moved back to the third Monday of the month or to the fifth Monday on occasion when there is a conflict of dates, ie Christmas and Easter.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED




EXT.09.5 COUNCIL STANDING COMMITTEES RECOMMENDATION: That Council:

1. Continue to endorse the Standing Committees outlined below; 2. Proceed to make the appropriate appointments and ratify or amend the relevant charters of the

Council Standing Committees listed below, including time and date of Committee meetings. ISSUES: Council has adopted a number of Committees for specific functions. Generally these Committees have the task of reporting to Council on matters referred to them. They have provided an excellent forum for informal community participation and Committee members have acquired specialized skills during terms of appointment. In summary the Committees consist of four Councillors and operate under an adopted charter with delineated responsibilities. The Standing Committees and membership are: Finance Committee (four Councillors) Works and Technical Services Committee (four Councillors) Development and Environmental Services Committee (four Councillors) Copies of the charters are attached. These charters include the time and date of Committee meetings, however, Council may review the time and date of meetings. Enclosures: 1 Standing Committee Charters - Extraordinary Council Meeting - 23 September 2013 RESOLVED that Council:

1. Continue to endorse the Standing Committees outlined below; 2. Proceed to make the appropriate appointments and ratify or amend the relevant charters

of the Council Standing Committees listed below, including time and date of Committee meetings.

Moved: Cr R Campbell Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - STANDING COMMITTEE CHARTERS - EXTRAORDINARY COUNCIL MEETING - 23 SEPTEMBER 2013

ITEM NO: EXT.09.5



COMMITTEE CHARTER

FINANCE COMMITTEE

CHAIRMAN: Appointed by Council or elected by Committee. COUNCILLORS: Four (4) Councillors to be elected.

In addition the Mayor shall be a member of the Committee and may elect to chair any meeting of the Committee.

Other Councillors may attend. They may speak on any matter, ask questions but cannot vote.

STAFF ATTENDING: Director: Corporate Services (Committee secretary).

General Manager may ex officio attend any meeting and other Directors when necessary and when required.

QUORUM: Two (2) Councillors. MEETING TIME: At 1.00 pm on the Friday prior to the Ordinary Meeting of Council, which is held

on the fourth Monday of each month. The meeting to be moved back to the previous Friday of the month when there is a conflict of dates, ie Christmas, Easter.

VENUE: Council Chambers. OBJECTIVES: To consider matters referred from time to time by Council or matters

considered to be of urgent nature by the Committee, Chairperson, Mayor, General Manager and Director: Corporate Services.

RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by Council,

matters considered to be of an urgent nature relating to the financial operations of Council and to the following specific areas of responsibility.

Financial (including budgetary).

Use of manpower resources, plant and equipment.

Investments.

Current assets.

Operations.

And any other matters that may be from time to time referred by Council.

TERMS OF REFERENCE: 1. To consider reports, advice and recommendations of management, together with relevant information

from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the statutes, regulations and Council's own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to matters

before the Committee.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE

CHAIRMAN: Elected by Council or Committee. COUNCILLORS: Four (4) Councillors to be elected.

The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.


STAFF ATTENDING: Director: Environmental Services (Committee secretary) Senior Environmental Officer and/or Senior Health & Building Surveyor


QUORUM: Two (2) Councillors. MEETING TIME: The second Tuesday, of each month commencing at 10.00 am. VENUE: Council Chambers OBJECTIVES: To consider matters referred from time to time by Council or matters

considered to be of an urgent nature by the Committee Chairperson, Mayor, General Manager, Senior Environmental Officer and/or Senior Health & Building Surveyor.

RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by

Council or matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility:

Development applications and buildings applications.

All Local Environmental Plans, Development Control Plans, policies and codes pertaining to development and environmental matters within the Shire.

Health services to the community.

TERMS OF REFERENCE: I. To consider reports, advice and recommendations of Management, together with relevant information

from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council's own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to matters

before the Committee.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

WORKS AND TECHNICAL SERVICES COMMITTEE

CHAIRMAN: Elected by Council or Committee. COUNCILLORS: Four (4) Councillors to be elected.

The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.


STAFF ATTENDING: Director: Technical Services (Committee secretary).


QUORUM: Two (2) Councillors. MEETING TIME: The second Tuesday of the month commencing at 1.00 pm. VENUE: Council Chambers OBJECTIVES: To consider matters referred from time to time by Council or matters

considered to be of an urgent nature by the Committee Chairperson, Mayor, General Manager and Director: Technical Services.

RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by

Council or matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility:

The development and monitoring of all works programs. Asset management of Council's civil infrastructure. Emergency and fire services. Water supply services. Sewerage services. Waste management services. Mechanical asset management. Horticultural services. Input into the Corporate Plan in relation to the responsibilities listed above. And other matters that may be from time to time referred by Council.

TERMS OF REFERENCE: 1. To consider reports, advice and recommendations of Management, together with relevant

information from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council's own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to

matters before the Committee.




EXT.09.6 ELECTION OF DELEGATES TO VARIOUS COMMITTEES AND ORGANISATIONS

RECOMMENDATION: That Council:

1. Determine its delegates to the various Committees and organisations as it sees fit. 2. Adopt or amend the relevant charters, including time and date of Committee meetings where

appropriate. BACKGROUND: Council appoints delegates to various Committees and organisations. Following is a schedule of those bodies, the number of delegates required, current delegates and a brief descriptor. Where appropriate existing charters are identified and appendices attached. Enclosures: 1 Schedule 1 - Committee Charters and Council Delegates - Extraordinary Council Meeting - 23

September 2013

RESOLVED that Council: 1. Determine its delegates to the various Committees and organisations as it sees fit. 2. Adopt or amend the relevant charters, including time and date of Committee meetings where

appropriate.

Moved: Cr M Collison Seconded: Cr W Bedggood CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.08PM.

ATTACHMENT NO: 1 - SCHEDULE 1 - COMMITTEE CHARTERS AND COUNCIL DELEGATES - EXTRAORDINARY COUNCIL MEETING - 23 SEPTEMBER 2013

ITEM NO: EXT.09.6


SCHEDULE 1

COMMITTEES & COUNCIL DELEGATES

COUNCIL COMMITTEES DELEGATES MEETINGS ABERDEEN CBD COMMITTEE TBA

AIRPORT MANAGEMENT COMMITTEE Crs Collison & Bedggood (alt) As required

AUDIT ADVISORY COMMITTEE Mayor & Deputy Mayor As required

AUSTRALIA DAY WORKING PARTY - MERRIWA DISTRICT Crs Peebles (Chair) & Campbell As required

AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT Cr Watts As required

AUSTRALIA DAY COMMITTEE - SCONE & ABERDEEN DISTRICT

Crs Watts & Driscoll As required

CASSILIS COMMUNITY CENTRE Cr Peebles & Cr Campbell (Alt) or Community Services Officer

As required

COMMUNITY SERVICES COMMITTEE Crs Watts & Driscoll Monthly

CONDUCT REVIEW COMMITTEE Hunter Councils panel appointed by Mayor or GM As required

FLOODPLAIN MANAGEMENT COMMITTEE Crs Driscoll, Bedggood, Johnsen & Fisher As required

HERITAGE ADVISORY COMMITTEE Crs Peebles, Bedggood & Driscoll As required

HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE Crs Driscoll & Fisher, Cr Johnsen (alt) As required

LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE

Crs Johnsen, Fisher, Bedggood, Bishop, Watts As required

MERRIWA AGED HOSTEL COMMITTEE Cr Peebles, Cr Campbell (alt) Bi-monthly

MERRIWA CBD COMMITTEE TBA As required

MERRIWA FESTIVAL OF THE FLEECES COMMITTEE Cr Peebles, Cr Campbell (alt) As required

MERRIWA SHOWGROUND MANAGEMENT COMMITTEE Manager Engineering Operations As required

MERRIWA SPORTS ASSOCIATION COMMITTEE Cr Campbell, Cr Peebles (alt), Works Engineer, Merriwa As required

MERRIWA TOURISM & PROMOTION COMMITTEE Cr Campbell, Cr Peebles (alt) As required

MURRURUNDI CBD COMMITTEE Crs Watts & Bedggood As required

MURRURUNDI SPORTS ASSOCIATION Cr Bedggood Quarterly

RISK MANAGEMENT COMMITTEE Staff Quarterly

RURAL WATER SUPPLY SCHEME Crs Johnsen, Bishop, Bedggood & Campbell As required

RURAL WOMEN’S GATHERING EVENT Cr Watts Monthly

SCONE & ABERDEEN SPORTS ASSOCIATION Cr Fisher & Manager Civil Assets Quarterly

SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE

Crs Collison, Bedggood & Campbell As required

SCONE CBD COMMITTEE Mayor, Crs Peebles & Watts As required

SETTLEMENT HALL COMMITTEE Cr Peebles, Cr Campbell(alt) As required

TIDY TOWNS COMMITTEE Cr Peebles, Cr Johnsen (alt) As required

UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE Director Corporate Services As required

UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

Crs Peebles, Fisher, Bedggood, Campbell, Cr Driscoll (alt) Quarterly

UPPER HUNTER EQUINE INFRASTRUCTURE WORKING PARTY Crs Johnsen, Fisher, Bishop, Cr Bedggood (alt) Bi-monthly

UPPER HUNTER FAMILY DAY CARE JOINT ADVISORY COMMITTEE

Cr Driscoll (Chair), Cr Johnsen Quarterly

UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE Crs Peebles, Driscoll & Bishop Bi-monthly

UPPER HUNTER SHIRE LAND COMMITTEE Mayor, Deputy Mayor, Crs Driscoll &, Watts, As required

UPPER HUNTER SHIRE TRAFFIC COMMITTEE Cr Collison, Cr Campbell Monthly

WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE Crs Johnsen, Fisher & Bedggood, Cr Bishop (Alt) As required

YOUTH SERVICES COMMITTEE Crs Watts & Driscoll Monthly


ITEM NO: EXT.09.6


EXTERNAL COMMITTEES/BODIES DELEGATES MEETINGS AGL HUNTER GAS PROJECT COMMUNITY CONSULTATIVE

COMMITTEE Cr Bedggood Monthly

ARTS UPPER HUNTER BOARD Cr Bishop Quarterly

DARTBROOK COAL MINE CONSULTATIVE COMMITTEE Cr Fisher, Cr Driscoll (alt) As required

DEVILARK COMMITTEE Crs Watts & Peebles Monthly

GOLDEN HIGHWAY COMMITTEE Cr Peebles ,Cr Campbell (alt) Bi-annually

HUNTER COUNCILS INCORPORATED Cr Johnsen Bi-monthly

KINGDON PONDS & TRIBUTARIES WATER USERS ASSOCIATION MANAGEMENT COMMITTEE

Cr Bedggood As required

LIVERPOOL RANGE WIND FARM COMMUNITY CONSULTATIVE COMMITTEE

LIVERPOOL RANGE ZONE BUSHFIRE COMMITTEE Cr Collison, Cr Campbell (alt) Quarterly

MACQUARIE GENERATION COMMUNITY CONSULT COMMITTEE

Cr Bedggood & Director Environmental Services As required

MID NORTH COAST WEIGHT OF LOADS Manager Civil Assets Bi-annually

MOOBI SCHOOL SITE COMMITTEE Manager Technical Support As required

MURRURUNDI & DISTRICT HISTORICAL SOCIETY Cr Watts, Community Services Officer, Murrurundi Bi-monthly

MURRURUNDI FRONTIER FESTIVAL Crs Fisher & Bedggood (alt) Bi-monthly

NSW ASSOCIATION OF MINING RELATED COUNCILS INC Cr Bishop Quarterly

SANTOS COMMUNITY CONSULTATIVE COMMITTEE Cr Bedggood Monthly

SCONE & DISTRICT CHAMBER OF COMMERCE & INDUSTRY Crs Johnsen & Bedggood Monthly

SCONE & UPPER HUNTER HORSE FESTIVAL COMMITTEE Cr Watts Monthly

UPPER HUNTER AIR QUALITY MONITORING NETWORK ADVISORY COMMITTEE

Cr Bedgood, Director Environmental Services (Alt) Bi-annually

UPPER HUNTER COUNTY COUNCIL (Weeds) Crs Collison, Campbell & Johnsen Quarterly

UPPER HUNTER LOCAL EMERGENCY MANAGEMENT COMMITTEE

Cr Collison As required

UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE

Staff Bi-monthly

WALFERTAN TANNERY COMMUNITY CONSULTATIVE COMMITTEE

Cr Johnsen As required


ITEM NO: EXT.09.6


COUNCIL COMMITTEES ABERDEEN CBD COMMITTEE Not yet established. AIRPORT MANAGEMENT COMMITTEE One (1) Councillor delegate and one (1) alternate required Two (2) operators from the aviation industry nominated by a committee of all airports users Director Technical Services or his delegate Meets as required This Committee was established to maintain and develop the Scone Airport to a standard acceptable to Council, CASA and Air Services Australia. Committee Charter is Appendix 1 AUDIT ADVISORY COMMITTEE Mayor Deputy Mayor Two (2) independent experts appointed by the General Manager, one of whom shall be the Chair. This Committee was established to independently review and monitor the effectiveness of Council’s risk management, internal control and governance processes. Committee Charter is Appendix 2 AUSTRALIA DAY WORKING PARTY - MERRIWA DISTRICT Two (2) Councillor delegates required Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Merriwa district. Committee Charter is Appendix 3 AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT Two (2) Councillor delegate required Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Murrurundi district. Committee Charter is Appendix 4 AUSTRALIA DAY COMMITTEE - SCONE & ABERDEEN DISTRICTS One (1) Councillor delegates required Four (4) Community representatives Two (2) Youth representatives Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Scone and Aberdeen districts. Committee Charter is Appendix 5


ITEM NO: EXT.09.6


CASSILIS COMMUNITY CENTRE Fourteen (14) representatives One (1) Councillor appointed in accordance with the Local Government Act Merriwa Community Services Officer This Committee was established to oversee the planning and provision of Cassilis Community Centre Committee Charter is Appendix 6 COMMUNITY SERVICES COMMITTEE Two (2) Councillors one of whom shall be the Chairperson. Meets fourth Tuesday of the month at 6.30 pm or as determined by the Committee. This Committee was established to provide leadership, direction and input into Community Services in the Upper Hunter Shire on the functional responsibilities listed in the Charter. Committee Charter is Appendix 7 CONDUCT REVIEW COMMITTEE Hunter Councils panel to be appointed by General Manager or Mayor, as the case may be. This Committee is responsible for making enquiries into reported breaches, complaint handling procedures and any instances of suspected corrupt conduct, maladministration and serious and substantial waste of public resources in accordance with Council’s internal reporting policy. Committee Charter is Appendix 8 FLOOD PLAIN MANAGEMENT COMMITTEE Four (4) Councillor delegates required Meets as required This Committee was established to consider matters of an urgent nature relating to development within any areas deemed to be impacted or potentially impacted by flood or other waters. Committee Charter is Appendix 9 HERITAGE ADVISORY COMMITTEE Three (3) Council representatives Six (6) community members, preferably representing the major residential areas. This Committee was established to assist Council in fulfilling that part of its Mission Statement which seeks to:

“serve the community through equality of opportunity and involvement by effective teamwork to build a prosperous environmentally sustainable future”

Committee Charter is Appendix 10 HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE Two (2) Councillors and one (1) alternate Councillor; Up to ten (10) community representatives to be selected and appointed by Council following the calling of

nominations from the community after each Council election; The General Manager or his delegate shall be an ex-officio member. Lake Glenbawn State Park Trust Administrator or his delegate.


ITEM NO: EXT.09.6


This Committee was established to provide a mechanism by which citizens of the Upper Hunter Shire can participate in planning the future of the Hunter Valley Museum of Rural Life and its valuable collection of artifacts. Committee Charter is Appendix 11 LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE Five (5) representatives from Council The Mayor shall ex officio be a member of the Committee This Committee was established to assist Council in fulfilling that part of its Mission Statement which seeks to:

“serve the community through equality of opportunity and involvement by effective teamwork to build a prosperous environmentally sustainable future”

Committee Charter is Appendix 12 MERRIWA AGED HOSTEL COMMITTEE One (1) Councillor Community Services Officer, Merriwa The Trustee A minimum of eight with a maximum of ten ordinary members whom shall reside in the Merriwa district. This Committee shall control and manage the affairs of the Trust. Committee Constitution is Appendix 13 MERRIWA CBD COMMITTEE Not yet established. MERRIWA FESTIVAL OF THE FLEECES COMMITTEE One (1) Councillor Meets as required This Committee meets to organise the Annual Festival of the Fleeces. MERRIWA SPORTS ASSOCIATION COMMITTEE One Councillor. Up to two representatives from each of the sporting groups in the Merriwa community. Meets quarterly This Committee meets to provide advice, liaison and recommendations to Council on the sporting bodies needs, use and development of Council sports fields and active recreation assets for the Merriwa community. Committee Charter is Appendix 14 MERRIWA TOURISM & PROMOTION COMMITTEE One (1) Councillor (Chairperson) Merriwa Tourist Officer (Minute Secretary) Two (2) representative from the Business Sector in Merriwa and at least four (4) community members The aim of this Committee is to encourage economic development and tourism, develop a community tourism base and promote Merriwa and the Upper Hunter Shire on a local, regional and national basis.


ITEM NO: EXT.09.6


Committee Charter is Appendix 15


ITEM NO: EXT.09.6


MURRURUNDI CBD COMMITTEE One (1) Councillor One (1) staff, appointed by the General Manager, plus an alternate. Four (4) community representatives appointed by Council following expressions of interest. One (1) representatives appointed by the Murrurundi Chamber of Commerce, plus an alternate. This Committee was established to provide advice and recommendations to Council on the development and implementation of plans to upgrade the Murrurundi CBD and surrounding streetscapes. Committee Charter is Appendix 16 MURRURUNDI SPORTS ASSOCIATION One (1) Councillor Up to two (2) representatives from each of the sporting groups in the Murrurundi community. This Committee was established to act in an advisory capacity to the Upper Hunter Shire Council’s Works & Technical Services Committee in relation to all matters concerning sporting facilities to cater for the sporting needs of the Murrurundi community. Committee Charter is Appendix 17 OLD COURT THEATRE One (1) Councillor and an alternate, being the chairperson of the committee General Manager or his delegate Manager Economic Development & Tourism Two (2) representatives from SCADS Director Environmental Services or his delegate Two (2) community representatives This Committee was established to oversee the planning and implementation of the Old Court Theatre Conservation Management Plan and Redevelopment Plan and to consider and provide recommendations to Council on matters regarding the Scone Old Court Theatre, in accordance with the Local Government Act, 1993 Committee Charter is Appendix 18 RISK MANAGEMENT COMMITTEE General Manager Director Corporate Services Director Technical Services (Chair) Director Environmental Services Other officers will attend Committee meetings, as required. This Committee was established to assess and monitor the adequacy and effectiveness of Council’s risk management framework. Committee Charter is Appendix 19 RURAL WATER SUPPLY SCHEME Four (4) Councillors Meets as required. This Committee is responsible for planning and managing the development and establishment of an irrigation scheme to service Scone and district, area landholders within the constraints set by the NSW Water and Local Government Acts. Committee Charter is Appendix 20


ITEM NO: EXT.09.6


RURAL WOMEN’S GATHERING EVENT This Committee was established to oversee the planning and provision of the NSW Rural Women's Gathering 2013 in Scone. One (1) Councillor Meets monthly Committee Charter is Appendix 21 SCONE & ABERDEEN SPORTS ASSOCIATION This Committee was established to provide advice, liaison and recommendations to Council on the sporting bodies needs, use and development of Council sports fields and active recreation assets for the Scone and Aberdeen communities. One (1) Councillor and an alternate. Up to two (2) representatives from each of the sporting groups in the Scone and Aberdeen. Committee Charter is Appendix 22 SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE: Three (3) Councillor delegates required Two (2) persons selected from a minimum of three (3) names nominated from the various producer

organizations or individuals representing the cattle and/or sheep producers of the Shire. Two (2) members selected from a minimum of three (3) persons nominated by the Scone Associated

Agents and representing the Scone Associated Agents. Meets the third Wednesday every three (3) months at 3.00pm This Committee consists of delegates from Council, the stock and station agents and the growers. The Committee is fully responsible for the operation of the Scone Regional Saleyards and makes recommendations to Council on all issues relating to the provision of Saleyards facilities within the Upper Hunter Shire. Committee Charter is Appendix 23 SCONE CBD COMMITTEE Two (2) representatives appointed by the Scone Chamber of Commerce. Five (5) community representatives appointed by Council following expressions of interest. Four (4) Councillors – a Councillor will be the chairperson and deputy chairperson. Three (3) staff, appointed by the General Manager. Meets as determined by the Committee This Committee was established to provide advice and recommendations to Council on the redevelopment and implementation of the plans to upgrade Scone CBD and surrounds. Committee Charter is Appendix 24 SETTLEMENT HALL COMMITTEE One (1) Councillor Minimum of eight (8) community representatives This Committee is responsible for the day to day operation in the care and management of the Settlement Hall and to ensure that the facility is managed efficiently and effectively. Committee Charter is Appendix 25


ITEM NO: EXT.09.6


TIDY TOWNS COMMITTEE One (1) Councillor delegate who shall be the Chairperson and one (1) Councillor alternate, Meeting time and date to be determined by the Committee. To form partnerships between Council and the community to keep the Shire looking clean and tidy and facilitate involvement in Keep Australia Beautiful initiatives. Committee Charter is Appendix 26 UPPER HUNTER SHIRE COUNCIL & KIA-ORA YOUTH MUSIC One (1) representative of Upper Hunter Shire Council – Director Corporate Services, or his representative One (1) representative of Kia-Ora A minimum of three Community members. The aim of the Committee is to assist with the long term viability of the program and give guidance to sponsors, participants’ families and the general public. Committee Charter is Appendix 27 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE: Three (3) Councillors from Upper Hunter Shire Council Manager Economic Development and Tourism General Manager or delegate One (1) representative from an Aberdeen Progress Association or like business organisation One (1) representative from Merriwa Progress Association or Merriwa Tourism & Promotion

Committee or like business organisation One (1) representative from Murrurundi Chamber of Commerce or like business organisation One (1) representative from Scone & District Chamber of Commerce & Industry or like business

organisation One (1) representative from National Parks & Wildlife Services One (1) representative from Upper Hunter Country Tourism (must be a UHSC business

representative) Two (2) representative from the Equine Industry The aim of the Committee is to encourage economic development and tourism, develop tourism infrastructure and promote the Upper Hunter Shire on a local, regional, national and international basis. Committee Charter is Appendix 28 UPPER HUNTER EQUINE INFRASTRUCTURE WORKING PARTY Three (3) Councillor delegates required Meets bi-monthly Review the current equine infrastructure within the Upper Hunter Shire. Committee Charter is Appendix 29 UPPER HUNTER FAMILY DAY CARE JOINT COMMITTEE: Two (2) Councillor delegates required Meets quarterly. This Committee was established to manage the Family Day Care Scheme, a scheme fully funded and administered by Upper Hunter Shire Council covering the shires of Upper Hunter and Muswellbrook. Committee Charter is Appendix 30


ITEM NO: EXT.09.6


UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE This Committee was established to act as an advisory committee to Council on the development of services, programs and projects that will promote and improve the Libraries of Upper Hunter Shire Council. Three (3) Councillor representatives, one of whom shall be the Chairperson. Five (5) persons from the communities of Aberdeen, Merriwa, Murrurundi, Cassilis and Scone. Up to two (2) general Library Members Up to nine (9) representatives drawn from a broad cross-section of the Upper Hunter Shire community. Committee Charter is Appendix 31 UPPER HUNTER SHIRE LAND COMMITTEE The Committee consists of the Mayor, Deputy Mayor and two (2) Councillors This Committee was established to consider all aspects pertaining to the development, sale and purchasing of land. Committee Charter is Appendix 32 UPPER HUNTER SHIRE TRAFFIC COMMITTEE: One (1) Councillor delegate required and one (1) alternate Meets the last Thursday of the month at 4.30 pm. This Committee is formed under the Traffic Act and consists of delegates from Council, the Roads and Traffic Authority, the local State Member and local police. The Committee is charged with responsibility for making recommendations to Council regarding all matters concerning local traffic regulations. Committee Charter is Appendix 33 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE Three (3) Councillors plus one (1) alternative. One (1) representative from the following organisations:

o McCallum Inglis Pty Ltd o Hunter Valley Bloodhorse Breeders Association o Scone Campdraft & Rodeo Association o Australian Stock Horse Society o Scone Dressage Club o Scone Pony Club o Polocrosse Club o Scone Horse Trials Association (including Scone Jump Club).

This Committee was established to monitor the operation of the existing facility and to make recommendations to Council on the most appropriate means of developing White Park following the relocation of the Scone Race Club Limited. Committee Charter is Appendix 34 YOUTH SERVICES COMMITTEE Two (2) Councillor representatives, one of whom shall be the Chairperson. Meets 5.30pm, on the second Tuesday of each month or as determined by the Committee. To provide leadership, direction and input into Youth Services in the Upper Hunter Shire on the functional responsibilities listed in the Charter. Committee Charter is Appendix 35


ITEM NO: EXT.09.6


EXTERNAL COMMITTEES/BODIES

ARTS UPPER HUNTER COMMITTEE One (1) Councillor DARTBROOK COAL MINE CONSULTATIVE COMMITTEE One (1) Councillor Meets as required This Committee comprises representatives from Dartbrook Coal, Muswellbrook Shire Council and Upper Hunter Shire Council, established to monitor complaints received from the community in regard to Dartbrook Coal. GOLDEN HIGHWAY COMMITTEE Voting member Councils:

Dubbo City, Wellington Shire, Warrumbungle Shire, Upper Hunter Shire, Muswellbrook Shire, Singleton Shire, Cessnock City, Newcastle City.

Non voting member: Roads and Traffic Authority

One or more non-voting representatives from other organisations as follows: Newcastle Port Corporation, Australian Rail Track Corporation, Telstra.

This Committee was established to provide a forum for councils along the route and associated organisations to have input into the planning of maintenance and upgrade works on the Golden Highway. Committee Charter is Appendix 36 HUNTER COUNCILS INCORPORATED Mayor Meets on Thursday every second month at 10.00 a.m. This is an incorporated body consisting of representatives of all councils in the Hunter including Lake Macquarie, Newcastle and as far north as Taree. The body serves as a political body for local government in this region. KINGDON PONDS AND TRIBUTARIES WATER USERS ASSOCIATION MANAGEMENT COMMITTEE One (1) Councillor Meets as required

This Committee was established to monitor the introduction of water licensing to landholders within the Kingdon Ponds and Tributaries within the constraints set by the NSW Water and Local Government Acts. LIVERPOOL RANGE ZONE BUSHFIRE COMMITTEE: One (1) Councillor delegate required and one (1) Councillor alternate Meets every three months. A Committee set up under the Bushfire Act for the co-ordination of activities of all bushfire brigades within the Upper Hunter Shire, Liverpool Plains Shire and Gunnedah Shire. MACQUARIE GENERATION COMMUNITY CONSULTATIVE COMMITTEE One (1) Councillor Meets as required


ITEM NO: EXT.09.6


This Committee is responsible for establishing effective communication links between Macquarie Generation, the community and government regulators relating to emergency response, health, safety and environmental issues of concern arising from Macquarie Generation’s operations. MID NORTH COAST WEIGHT OF LOADS One (1) delegate required (Councillor or staff) Meets twice a year (March & November). This is an incorporated body consisting of representative councils in the Hunter and Mid-North Coast areas. The group was established to regulate the overloading of vehicles and the policing thereof. MOOBI SCHOOL SITE COMMITTEE Ten (10) community representatives The committee's primary role is to manage the former Moobi School site for community purposes. Committee Charter is Appendix 37 MURRURUNDI & DISTRICT HISTORICAL SOCIETY One (1) Councillor Up to six (6) Community representatives This Committee was established to protect, restore, enhance and conserve cultural and historical information of the Murrurundi district and act as custodians of public assets except for items on loan in accordance with Council’s Charter. Committee Charter is Appendix 38 MURRURUNDI FRONTIER FESTIVAL One (1) Councillor representative or one (1) Councillor alternate Eight (8) community representatives This Committee was established to hold and promote the "Murrurundi Frontier Festival" or alternate name as determined by the committee. Committee Charter is Appendix 39 NSW ASSOCIATION OF MINING RELATED COUNCILS INC One (1) Councillor delegate SCONE & DISTRICT CHAMBER OF COMMERCE & INDUSTRY: One (1) Councillor delegate required to act as a conduit between Council and the Chamber. SCONE & UPPER HUNTER HORSE FESTIVAL COMMITTEE One (1) delegate (currently staff) UPPER HUNTER COUNTY COUNCIL (Weeds): Three (3) Councillor delegates required Meets every second month on the last Monday of the month. The County Council was established for the control of noxious weeds within the Shires of Muswellbrook, Singleton and Upper Hunter.


ITEM NO: EXT.09.6


UPPER HUNTER LOCAL EMERGENCY MANAGEMENT COMMITTEE Staff delegate Established under the Emergency Services Act UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE Not yet established. WALFERTAN TANNERY COMMUNITY CONSULTATIVE COMMITTEE One (1) Councillor delegate required and one (1) alternate Meets bi-monthly or as considered necessary This Committee was established to make recommendations to Council in respect of the activities and operations of the Walfertan Tannery in relation to compliance with conditions of any development and other statutory consents, environmental monitoring and complaints. Committee Charter is Appendix 40


ITEM NO: EXT.09.6


APPENDIX 1


COMMITTEE CHARTER

AIRPORT MANAGEMENT COMMITTEE

AIM: To maintain and develop the Scone Airport to a standard acceptable to Council, CASA and Air Services Australia. MEMBERSHIP: One (1) Councillor, who shall be the Chairperson, and an alternate. two (2) operators from the aviation industry nominated by a committee of all airport users, and Director Technical Services or his delegate. All of whom shall hold office until the expiration of three (3) months after each ordinary election of the Council. QUORUM: The Chairperson and one member. FUNCTIONS: The functions of the committee could be to: Develop policies and procedures for the operation and maintenance of the Scone Airport. Monitor the operations of the Scone Airport and ensure compliance with all statutory requirements

including requirements of CASA and Air Services Australia. Formulate and maintain rules and regulations for the operation of the Scone Airport. Also the committee could make recommendations to Council on matters relating to:

o The annual budget for the facility. o Fees and charges to apply to airport use. o Development projects on the airport. o Quarterly reviews of the airport’s budget and operations.

MEETINGS: The Chairperson may call a special meeting at his/her discretion subject to reasons for such meeting

being provided to members. Seven (7) days notice in writing is to be given of such meetings.


ITEM NO: EXT.09.6


APPENDIX 2


COMMITTEE CHARTER

AUDIT ADVISORY COMMITTEE

OBJECTIVE: To provide independent assurance and assistance to the Upper Hunter Shire Council on risk management, internal control, governance and external accountability responsibilities. FUNCTIONS: To review the long term and annual financial and operational audit plans of the Internal Auditor, and to provide strategic direction. To consider reports, advice and recommendations prepared by the Internal Auditor and the External Auditor, together with relevant information from third parties and to make recommendations to Council on matters placed before the Committee. To monitor the external reporting and other governance responsibilities of Council. To make recommendations to Council in relation to the formulation of or amendment to policies, administrative principles and procedures. To be an effective communication forum between the external auditor, internal auditor, management and Council. AUTHORITY: The Committee or any individual member is authorised to seek independent professional advice as and when considered necessary. LIMITATIONS: The Committee has no executive powers, except those expressly provided by Council. The Committee must at all times recognise that primary responsibility for management of Council rests with the Council and the General Manager as defined by the Local Government Act 1993. MEMBERSHIP: The membership of the Committee will consist of:

Mayor Deputy Mayor Independent external member (not a member of the Council) Independent external member

In attendance, as required:

General Manager Director Corporate Services (committee secretary) Internal Auditor

The Chair of the Committee shall be appointed from the external members of the Committee by the Committee on an annual basis, In the absence of the Chair from a meeting, the remaining external member shall be appointed as acting Chair.


ITEM NO: EXT.09.6


The Committee may invite other officers and the external auditor to attend meetings from time to time.


ITEM NO: EXT.09.6


Recruitment of the independent external members shall be by way of public advertisement and appointment shall be for the term of the Council, after which they will be eligible for re-appointment. The evaluation of candidates will be undertaken by the Mayor and General Manager taking account of the experience of candidates and their likely ability to apply appropriate analytical and strategic management skills. The Mayor and General Manager will make a recommendation for appointment to Council who will make the appointments. MEETINGS: The Committee meets quarterly at a time and date to be determined. The Committee may meet more frequently, if required, eg. review of draft annual financial report. Additional meetings shall be convened at the discretion of the Chair or at the request of other Committee members, the General Manager, the internal auditor or external auditor. AGENDAS: Agendas will be forwarded to members, attendees and invitees at least 5 days prior to the meeting date. QUORUM: A quorum will exist when three (3) members, including at least one independent member, are present. MINUTES: A record of the Committee meetings shall be minuted. The minutes and any recommendations will be presented to the next available Council meeting. CODE OF CONDUCT: All committee members shall abide by Upper Hunter Shire Council’s Code of Conduct as adopted from time to time.


ITEM NO: EXT.09.6


APPENDIX 3 UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

AUSTRALIA DAY WORKING PARTY – MERRIWA DISTRICT

PURPOSE

Oversee the planning and provision of Australia Day activities. Consider and provide recommendations to Council on matters regarding Australia Day, in accordance

with the Local Government Act 1993. MEMBERSHIP

The Committee shall consist of a maximum of 15 people including 2 Councillors appointed in accordance with the Local Government Act, and the Merriwa Community Services Officer.

Council will call for new Community Representation as vacancies arise by extending invitations to nominate members from local community groups and the general community.

The Chairperson shall be elected by the Committee annually and endorsed by Council. The triennial year that the event is hosted by the Cassilis community, special positions will be created

on the Committee for Cassilis residents if required. Invitations will be extended to Cassilis groups to nominate members.

MEETINGS Meetings of the Committee shall be held at least 5 times in a calendar year, and may meet weekly in the month leading up to the event if necessary. Ordinary meetings may be at the Merriwa Chambers, however the Committee may by resolution decide to hold the meetings at another agreed venue. Meetings shall commence at the time resolved by the Committee. Special meetings of the Committee may be convened by the Chairperson or by any 3 members of the Committee or by giving written notice no less than 7 days before the meetings and advising the matter to be discussed at the meeting. Selection of Award Recipients will be carried out in closed committee. QUORUM The quorum of meetings of the Committee shall be half plus one of the current committee membership. AGENDA AND MINUTES The business papers (including the Agenda and Minutes) shall be distributed to all members and to other persons 7 days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council for consideration and recommendations from the Committee shall be effective only after adoption by Council. CODE OF CONDUCT Merriwa District Australia Day Committee members shall abide by the Upper Hunter Shire Council Code of Conduct. FINANCIAL IMPLICATIONS Merriwa Community Services Officer hours allocated within budget. Budget as determined by the Upper Hunter Shire Australia Day Committee and adopted by Council in the Delivery Program and Operational Plan annually. POLICY IMPLICATIONS Meets Civic events responsibilities identified in Council’s Delivery Program and Operational Plan.


ITEM NO: EXT.09.6


APPENDIX 4 UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

AUSTRALIA DAY WORKING PARTY – MURRURUNDI DISTRICT

PURPOSE

Oversee the planning and provision of Australia Day activities in Murrurundi. Consider and provide recommendations to Council’s Australia Day Committee and Upper Hunter

Shire Council on matters regarding Australia Day, in accordance with the Local Government Act 1993. MEMBERSHIP

The Working Party shall consist of a maximum of 15 people including 1 Councillor appointed in accordance with the Local Government Act, and the Murrurundi Community Services Officer.

Council will call for new Community Representation as vacancies arise by extending invitations to nominate members from local community groups and the general community.

The Chairperson shall be elected by the Working Party annually and endorsed by Council.

MEETINGS Meetings of the Working Party shall be held at least 3 times in a calendar year, and may meet weekly in the month leading up to the event if necessary. Meetings shall commence at the time resolved by the Working Party. Special meetings of the Working Party may be convened by the Chairperson or by any 3 members of the Working Party or by giving written notice no less than 7 days before the meetings and advising the matter to be discussed at the meeting. Selection of Award Recipients will be carried out in closed committee. QUORUM The quorum of meetings of the Working Party shall be half plus one of the current committee membership. AGENDA AND MINUTES The business papers (including the Agenda and Minutes) shall be distributed to all members and to other persons 7 days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council’s Australia Day Committee and Council for consideration and recommendations from the Working Party shall be effective only after adoption by Council. CODE OF CONDUCT Murrurundi District Australia Day Working Party members shall abide by the Upper Hunter Shire Council Code of Conduct. FINANCIAL IMPLICATIONS Murrurundi Community Services Officer hours allocated within budget as determined by the Upper Hunter Shire Australia Day Committee and adopted by Council in t

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · 2014. 7. 3. · Ordinary Council Meeting 23...

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