Notice of Committee Meeting€¦ · 26 February 2013 1. MEETING OPENED . 1.1 Evacuation Procedure . 2. PRESENT . 3. APOLOGIES . 4. DISCLOSURE STATEMENTS . The following information

Notice of Committee Meeting

NOTICE IS HEREBY GIVEN in accordance with Sections 87 and 88 of the Local Government Act 1999, that a meeting of the

POLICY, PLANNING AND PERFORMANCE COMMITTEE

Members: Councillor C O'Rielley (Presiding Member), Mayor Trainer, Councillors: R Haese, M Farnden, K McKay, M Frances, G Demetriou, S Sarris.

of the

CITY OF WEST TORRENS

will be held in the George Robertson Room, Civic Centre 165 Sir Donald Bradman Drive, Hilton

on

TUESDAY, 26 FEBRUARY 2013 at 7.30 PM

Terry Buss Chief Executive Officer City of West Torrens Disclaimer Please note that the contents of this Committee Agenda have yet to be considered by Council and recommendations may be altered or changed by the Council in the process of making the formal Council decision.

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE 26 February 2013

I N D E X

1. MEETING OPENED ............................................................................................. 1

1.1 Evacuation Procedure ............................................................................. 1

2. PRESENT ............................................................................................................ 1

3. APOLOGIES ........................................................................................................ 1

4. DISCLOSURE STATEMENTS ............................................................................. 1

5. CONFIRMATION OF MINUTES .......................................................................... 1

6. COMMUNICATIONS BY THE CHAIRMAN ......................................................... 1

6.1 Appointment of Deputy Presiding Member ............................................ 1

7. REPORTS OF THE DEPUTY CHIEF EXECUTIVE OFFICER ............................. 2

7.1 Grants, Sponsorships and Donations Program Policy - Review .......... 2 7.2 Public Consultation Policy Review ....................................................... 13 7.3 Talking Points Policy Review ................................................................ 35 7.4 Building Inspection Policy Review ....................................................... 44 7.5 Use of Council Letterhead Policy - Revocation ................................... 74 7.6 Asset Naming Policy Review ................................................................ 78 7.7 Progress on Implementing Council Decisions .................................... 89 7.8 Annual Service Plan 2nd Quarter Report 2013 .................................... 94

8. OUTSTANDING REPORTS/ACTIONS ............................................................ 113

9. OTHER BUSINESS ......................................................................................... 113

10. NEXT MEETING .............................................................................................. 113

11. MEETING CLOSE ........................................................................................... 113

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 1 26 February 2013 1. MEETING OPENED

1.1 Evacuation Procedure 2. PRESENT

3. APOLOGIES

4. DISCLOSURE STATEMENTS

The following information should be considered by Committee Members prior to a meeting: 1. Consider Section 73 of the Local Government Act and determine whether they have a conflict

of interest in any matter to be considered in this Agenda; and

2. Disclose these interests in accordance with the requirements of Sections 74 and 75 of the Local Government Act 1999.

The following disclosures of interest have been made in relation to:

Item Elected Member 5. CONFIRMATION OF MINUTES

RECOMMENDATION That the Minutes of the meeting of the Policy, Planning and Performance Standing Committee held on 23 October 2012 be confirmed as a true and correct record. 6. COMMUNICATIONS BY THE CHAIRMAN

6.1 Appointment of Deputy Presiding Member

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 2 26 February 2013 7. REPORTS OF THE DEPUTY CHIEF EXECUTIVE OFFICER

7.1 Grants, Sponsorships and Donations Program Policy - Review Brief The Community Grants Policy has been reviewed and retitled and is presented to the Policy, Planning and Performance Committee for consideration and recommendation to Council. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the revised Grants, Sponsorships and Donations Program Policy (formally the Community Grants Policy) be approved. Introduction The Community Grants Policy provides a framework for Council to allocate its funds in an effective and equitable manner for the benefit of community organisations, groups and individuals. The policy in its current format is provided as Attachment 1. Reviews of grants and donation programs are conducted annually by Community Services with the last review being submitted to the Civic Committee in May 2012 for endorsement and subsequent approval by Council in June 2012. These modifications in turn amend the policy. Discussion The review of this document has been undertaken by Community Services in conjunction with Governance to ensure that the information within the policy reflects current practice and current requirements. Key changes to the Policy are as follows:

- New Template - Change of Name to ensure Relevance - New Scope, Definitions and Purpose - Improvement of Procedure to Reflect Current Practice - Removal of eligibility criteria

Grants, Sponsorships and Donations are regularly reviewed by Council through various committee recommendations which have modified the number and type of grants, the eligibility criteria and program guidelines. Due to these frequent changes, it is intended that (going forward) this policy will be amended via Council resolutions as the Programs are modified. The Manager Community Services will be required to insert an additional recommendation into reports which affect this policy. This recommendation will need to state "that the Policy be amended to reflect the changes approved". The policy can then be amended as an administrative task rather than completing a separate review process for the policy when changes have already been explicitly approved by the Council. Conclusion The revised Grants, Sponsorships and Donations Program Policy (Attachment 2) is presented for consideration and adoption.

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 3 26 February 2013

ATTACHMENT 1






ATTACHMENT 2





POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 13 26 February 2013 7.2 Public Consultation Policy Review Brief This report provides the reviewed Public Consultation Policy for consideration and endorsement by Council for progression to Community Consultation. RECOMMENDATION(S) That the Policy, Planning and Performance Committee recommends to Council that: 1. The draft Public Consultation Policy be endorsed for public consultation in accordance with

Section 50 of the Local Government Act 1999. 2. The responses from the public consultation and the final draft of the Public Consultation

Policy be presented to the next meeting of Council after the closing date for consultation. Introduction Council’s policies are subject to on-going review to ensure they remain current. Such reviews are categorised into either a statutory policy review or an administrative policy review. A statutory policy review is a review required by legislation and generally is constrained by timeframes whilst an administrative review is an on-going program of review of those Council policies which are not subject to legislation. It has not been practical to use the “track changes’ tool to illustrate the proposed changes from the current policy. Therefore, in addition to the original, the reviewed policy is attached (Attachments 1 and 2). Discussion The most significant amendment to the Policy is the removal of administrative procedures and the formation of a new Public Consultation Administration Policy which will provide guidance to employees on how public consultation processes are conducted. In accordance with the Local Government Act 1999, Section 50(6)(b) and 50(7), Council is obliged to seek comment from the community if it alters or substitutes a public consultation policy, unless the change is of only minor significance that would attract little or no community interest. Given that the draft amendments are administrative in nature, that is, they do not alter the "rights" of the public, there is probably no need to seek public comment on the proposed changes. However, in the interest of accountability and transparency, and given that this policy has not been subject to public comment since 2007, it is recommended that the reviewed policy be subject to public notification as required by Section 50 of the Local Government Act 1999.

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 14 26 February 2013 Consequently, the indicative timeframes to progress the Public Consultation Policy to endorsement by Council are as follows: Draft Public Consultation Policy presented to the Policy, Planning and Performance Committee for consideration

26 February 2013

Draft Public Consultation Policy presented to Council for in-principle endorsement to progress to public consultation

5 March 2013

Public notification seeking comment

30 May 2013

Final draft to the Executive

11 June 2013

Final Draft to the Policy, Planning and Performance Committee

25 June 2013

Final Draft and results of Public Consultation to Council for consideration and final endorsement

2 July 2013

Conclusion The review of Council’s Public Consultation Policy ensures that the policy complies with the changed requirements of the Act. Even though these changes are administrative in nature it is recommended that this policy be subject to community consultation.


ATTACHMENT 1















ATTACHMENT 2






POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 35 26 February 2013 7.3 Talking Points Policy Review Brief The Talking Points Guidelines have been reviewed and retitled and are presented to the Policy, Planning and Performance Committee for consideration and recommendation to Council. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the revised Talking Points Policy (formerly the Talking Points Guidelines) be approved. Introduction The Talking Points Guidelines (Attachment 1) provide guiding principles on what information should be presented in the Council publication, Talking Points. Discussion The Guidelines have been reviewed by the Deputy Chief Executive Officer, Manager City Strategy and the Communications Officer along with Governance, to ensure that the policy adheres to relevant practices and possesses the correct policy classification. Key changes to this policy include:

- New Template - Change of name from Guidelines to Policy to ensure relevance - New Scope, Clear Definitions and Purpose - Improvement of Procedure to Reflect Current Practice

Conclusion The revised Talking Points Policy (Attachment 2) is presented for consideration and adoption.


ATTACHMENT 1





ATTACHMENT 2




POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 44 26 February 2013 7.4 Building Inspection Policy Review Brief The Building Inspection Policy has been reviewed and retitled and is presented to the Policy, Planning and Performance Committee for consideration and recommendation to Council. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the revised Building Inspection Policy be approved. Introduction The Building Inspection Policy (Attachment 1) establishes guidelines in relation to building inspections that the CWT will conduct for buildings and structures associated with development applications in compliance with the Development Act 1993 (the Act). Discussion The review of this document has been conducted in consultation with the General Manager Urban Services and Manager City Development to ensure that the information within the policy reflects current practice and current requirements. This policy has also been reviewed by Victoria Shute of Kelledy Jones for compliance with Acts, liability and enforceability. Modifications to the document are as follows:

- Updated template - Scope developed and broadened - Definitions increased - Clarification of processes to adhere to legislation

Conclusion The revised Building Inspection Policy (Attachment 2) is presented for consideration and adoption.


ATTACHMENT 1

















ATTACHMENT 2













POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 74 26 February 2013 7.5 Use of Council Letterhead Policy - Revocation Brief This report seeks to revoke the Use of Council Letterhead Policy. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the Use of Council Letterhead Policy be revoked. Introduction The Use of Council Letterhead Policy (the Policy) has been subject to a scheduled review (Attachment 1). Discussion The use of letterheads in Council has become customary and dictated by practice. The use of the logo for administrative business and coat of arms for correspondence by Council is well understood by staff and Elected Members. A standalone policy regarding this is no longer necessary.


ATTACHMENT 1



POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 78 26 February 2013 7.6 Asset Naming Policy Review Brief The Road Naming Policy has been reviewed and retitled and is presented to the Policy, Planning and Performance Committee for consideration and recommendation to Council. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the revised Asset Naming Policy (formally the Road Naming Policy) be approved. Introduction The Road Naming Policy provide a framework for selecting new and replacement names for roads , clear information on Council's requirements for the naming of assets and ensures road names are appropriate, will stand the test of time and are of local or historical significance. Discussion On 10 April 2012, the Community Hubs Committee discussed the principle of whether Council assets (including buildings, roads, parks etc) should be named after Elected Members while they were still serving on Council. The review of the Road Naming Policy has been undertaken by the Deputy CEO in conjunction with Governance ensure the information within the policy reflects current practice and current requirements. Key changes highlighted using “track changes” are as follows:

- Change of Name to broaden the scope of the policy to include assets rather than limiting the policy to roads

- Inclusion of limitation that current serving members cannot have Council owned or operated assets name after them.

Conclusion The revised Asset Naming Policy (Attachment 1) is presented for consideration and adoption.


ATTACHMENT 1










POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 89 26 February 2013 7.7 Progress on Implementing Council Decisions Brief This report provides an update on outstanding Council and Committee Resolution Actions as requested by the Policy Planning and Performance Committee. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that the report be received. Introduction At the meeting of the Policy Planning and Performance Committee on 23rd August 2011 a request was made for a report to be provided at each meeting of the Committee of outstanding actions relating to resolutions of Council and Committees. Discussion Attached, for Members information is a copy of outstanding resolution actions to 31/12/2012 (Attachment 1).


ATTACHMENT 1




POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 94 26 February 2013 7.8 Annual Service Plan 2nd Quarter Report 2013 Brief This report presents the results of the 2nd quarter review of Annual Service Plans delivery of the Council’s Towards 2025 Community Plan. RECOMMENDATION That the Policy, Planning and Performance Committee recommends to Council that they note the Annual Service Plans 2nd Quarter Progress Report 2012/13. Introduction The Annual Service Plans 2nd Quarter Progress Report (Attachment 1) outlines Council’s progress in implementing its Towards 2025 Community Plan. Discussion The Annual Service Plans 2nd Quarter Progress Report provides updates on the delivery of Actions from the 2012/13 Annual Service Plan that implement the Towards 2025 Community Plan Aspirations outlined in figure 1.

Figure 1 Towards 2025 Community Plan Aspirations

POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 95 26 February 2013 Below is an explanation of the reporting format: Pie Charts The pie charts graphical illustrate how Council as a whole, and each individual department, is progressing with the delivery of Annual Service Plan Actions. Council as a whole is: · 83.5% On-track/Completed, · 3.5% Monitor; and · 13.0% Off-track. Action Status The status of the Actions presented in the Quarterly Report may be Monitor or Off-track. On-track and Completed Actions are not presented in the Report. Monitor means the Action has not progressed to where the relevant department manager was expecting, but it is within 70-90% of the quarterly target. When the status of an Action is Monitor,

the attached quarterly report shows a yellow traffic light ( ) in the right hand column. Off-track means the Action has not progressed to where the relevant department manager was expecting and is less than 70% of the quarterly target. When the status of an Action is Off-track, the attached quarterly report shows a red traffic light ( ) in the right hand column. An explanation of why a particular Action has Off-track or Monitor status is contained within the Annual Service Plan 2nd Quarter Progress Report. CEO Approved Amendments to Annual Service Plans No amendments were made to Annual Service Plans during the October to December 2012 quarter. Conclusion The Annual Service Plans 2nd Quarter Progress Report outlines Council’s progress in implementing its Towards 2025 Community Plan.


ATTACHMENT 1

















POLICY PLANNING AND PERFORMANCE GENERAL COMMITTEE Page 113 26 February 2013 8. OUTSTANDING REPORTS/ACTIONS

Nil 9. OTHER BUSINESS

10. NEXT MEETING

23 April 2013, 7.30pm in the George Robertson Room. 11. MEETING CLOSE

Documents

Notice of Committee Meeting€¦ · 26 February 2013 1. MEETING OPENED . 1.1 Evacuation Procedure . 2. PRESENT . 3. APOLOGIES . 4. DISCLOSURE STATEMENTS . The following information