Agenda of Extraordinary Council Meeting

Extraordinary Council Meeting

31 October 2017

Live Streaming of Council Meeting

In the spirit of open, accessible and transparent government, this meeting of the Inner West Council is being streamed live on Council’s website. By speaking at a Council meeting, members of the public agree to being recorded and must ensure their speech to the Council is respectful and use appropriate language. A person who uses defamatory, discriminatory or offensive language may be exposed to liability for which Council takes no responsibility. Any part of this meeting that is held in closed session will not be recorded

Pre-Registration to Speak at Council Meetings

Council is encouraging members of the public to pre-register their interest to speak at Council Meetings as the Meeting venues have a maximum number they can hold. Members of the public can pre-register up until 2pm of the day of the Meeting. If you wish to register your interest please fill in a Register to Speak Form, available from the Inner West Council website, including:

· your name;

· contact details;

· item on the Agenda you wish to speak to; and

· whether you are for or against the recommendation in the agenda.

What happens after I submit the form?

Your request will then be added to a list that is shown to the Chairperson on the night of the meeting.

Are there any rules for speaking at a Council Meeting?

The following rules apply when addressing a Council meeting:

· keep your address to the point, the time allowed for each speaker is limited to three minutes with one extension of not more than three minutes with the approval of the Council. This time limit applies, no matter how many items are addressed by the speaker;

· when addressing the Meeting you must speak to the Chairperson;

· the Chairperson may curtail public participation where the information being presented is considered repetitive or irrelevant.

Where Items are deferred, Council reserves the right to defer speakers until that Item is heard on the next occasion.

Accessibility

Inner West Council is committed to ensuring people with a disability have equal opportunity to take part in Council and Committee Meetings. If you have any access or disability related participation needs and wish to know more ring 9392 5657.

Persons in the public gallery are advised that under the Local Government Act 1993, a person may NOT tape record a Council meeting without the permission of Council.

Any persons found recording without authority will be expelled from the meeting.

“Record” includes the use of any form of audio, video and still camera equipment or mobile phone capable of recording speech.

An audio recording of this meeting will be taken for the purpose of verifying the accuracy of the minutes.

SUMMARY OF ITEMS

The following provides a summary of the items to be considered at the meeting.

1 Acknowledgement of Country

2 Apologies

3 Notice of Webcasting

4 Disclosures of Interest (Section 451 of the Local Government Act
and Council’s Code of Conduct)

5 Mayoral Minutes

Nil at time of printing.

6 Staff Reports

ITEM PAGE #

C1017 Item 1 Administrator's End of Term Report 4

C1017 Item 2 Local Government NSW Annual Conference 24

C1017 Item 3 2017/18 Inner West Council Grants Program 45

C1017 Item 4 Councillor Representation on Committees 102

C1017 Item 5 MERGER IMPLEMENTATION COSTS 145

7 Notices of Motion

ITEM PAGE #

C1017 Item 6 Notice of Motion: Inner West Waterways 147

C1017 Item 7 Notice of Motion: Reversing OSHC fee increases 148

C1017 Item 8 Notice of Motion: Unwinding the Unelected Council's Ban on Dogs in Pubs 149

C1017 Item 9 Notice of Motion: Pride in the Inner West 150

C1017 Item 10 Notice of Motion: A healthier Inner West 151

C1017 Item 11 Notice of Motion: Supporting our Creative Communities 152

C1017 Item 12 Notice of Motion: Pensioner Rebates 154

C1017 Item 13 Notice of Motion: General Manager’s Performance Review 158

C1017 Item 14 Notice of Motion: Inner West Council Art Prize 159

C1017 Item 15 Notice of Motion: Affordable housing for the Inner West 163

C1017 Item 16 Notice of Motion: Ensuring an Affordable, Quality Early Education and Childcare Place for Every Child 165

C1017 Item 17 Notice of Motion: Aboriginal Names for Inner West Council Wards 166

3 Reports with Confidential Information

Reports appearing in this section of the Business Paper are confidential in their entirety or contain confidential information in attachments. The confidential information has been circulated separately.

ITEM PAGE #

C1017 Item 18 Audit, Risk and Improvement Committee 167

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 2

Subject: Local Government NSW Annual Conference

File Ref: 17/4718

Prepared By: Ian Naylor - Manager Civic and Executive Support

Authorised By: Tanya Whitmarsh - Group Manager Governance

SUMMARY

The purpose of this report is to advise Council of the Local Government NSW Annual Conference to be held in Sydney from 4-6 December 2017. It is recommended that Council nominate Councillors who wish to attend the Conference, determine voting delegates for the Conference and adopt any motions to be put forward to the Conference for debate.

RECOMMENDATION

THAT Council:

1. Nominate Councillors to attend the 2017 Local Government NSW Conference;

2. Determine their 10 voting delegates for the Conference; and

3. Adopt any motions they wish to be put forward to the Conference for debate.

BACKGROUND

The Local Government NSW Conference is the annual policy-making event for NSW general-purpose councils, associate members and the NSW Aboriginal Land Council. It is the pre-eminent event of the local government year where local councillors come together to share ideas and debate issues that shape the way we are governed. This year’s Conference will be held at the Hyatt Regency Sydney from 4-6 December 2017. A copy of the Draft Program is shown as Attachment 1.

Registration

The cost for registration of councillors is $899 per person. The Expenses and Facilities Policy for Councillors makes provision for Councillors to attend this Conference and to reimburse partners of Councillors to attend the official Conference Dinner. Partners may also attend other functions and business session of the Conference at their own cost.

Accommodation and Travel Expenses

As the Conference is being held in Sydney, accommodation will not be provided for, in accordance with the Expenses and Facilities Policy for Councillors. Travel expenses to and from the Conference will be reimbursed in accordance with the Expenses and Facilities Policy for Councillors.

Voting Delegates

Council is entitled to 10 voting delegates who are entitled to vote on the motions discussed during the Conference

Motions

Motions may be submitted for debate at the Conference that meet the criteria shown below. The deadline for submission of motions is 6 November 2017. Local Government NSW have advised that in order to be considered for the Conference motions must meet the criteria shown below and be different to motions raised at the 2016 Annual Conference. A copy of the Action Report for the 2016 Conference is shown attached as Attachment 2. The Local Government NSW Board has resolved that motions will be included in the Business Paper for the Conference only where they:

1. are consistent with the objects of the Association (see Rule 4 of the Association’s rules);

2. relate to Local Government in NSW and/or across Australia;

3. concern or are likely to concern Local Government as a sector;

4. seek to advance the Local Government policy agenda of the Association and/or improve governance of the Association;

5. have a lawful purpose (a motion does not have a lawful purpose if its implementation would require or encourage non-compliance with prevailing laws);

6. are clearly worded and unambiguous in nature; and

7. do not express preference for one or several members over one or several other members.

Reasons for a motion to be excluded:

Please note the Board will not include motions in the Business Paper which do not advance the local government policy agenda. Therefore a motion will not be included if it is operational, rather than strategic; not local government business; focused on a local issue only or if the motion is consistent with longstanding actions of LGNSW and the Local Government and Shire's Association. Further, for a motion to be included in the Conference Business Paper the submitting member needs to provide accompanying evidence of its support for the motion. Such evidence may include an extract of the minutes of the meeting at which the member resolved to submit the motion for consideration by the Conference.

FINANCIAL IMPLICATIONS

There is money allocated in the 2017/18 Budget for attendance by Councillors at the Local Government NSW Annual Conference, including registration fees and travel costs.

OTHER STAFF COMMENTS

Nil

PUBLIC CONSULTATION

Nil

CONCLUSION

Nil

ATTACHMENTS

1.⇩	Local Government NSW - Annual Conference 2017 - Draft Program
2.⇩	2016 Annual Conference Action Report

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 3

Subject: 2017/18 Inner West Council Grants Program

File Ref: 17/4718

Prepared By: Sue Pym - Social Planning Coordinator

Authorised By: Erla Ronan - Group Manager Community Services and Culture

SUMMARY

The purpose of this report is to obtain Council approval for the projects recommended for funding under the 2017/18 Inner West Council (IWC) Grant Program. Council’s grant program comprises six different grant streams and the recommended projects address Council’s vision and priorities and the grant program guidelines. In total $742,847 has been recommended to support 127 projects in the Inner West community.

RECOMMENDATION

THAT Council approve the funding recommendations for the Inner West Council grants program 2017/18 contained in Attachment 1

BACKGROUND

The Inner West Council (IWC) Grant Program recognises that Council cannot do everything on its own, and that the best ideas to support and inspire communities come from within the communities themselves. The grants provide assistance to groups and individuals to enable them to deliver programs and services which address identified needs and improve community wellbeing. The grants enable Council to support the diverse range of community and volunteer groups in the Inner West to achieve shared objectives. The 14 separate grant programs from the former Councils have been integrated to form the IWC Grant Program, comprising the following six grant streams available across the Inner West (grant program guidelines are available on Council’s grant page www.innerwest.nsw.gov.au/grants ):

· Community grants: up to $7,500 available to not-for-profit community based organisations or community groups auspiced by an organisation, for sustainable local projects which address local issues; promote social justice; enhance wellbeing; and foster inclusion and social connection. The grants support community development projects and initiatives that strengthen the sustainability and capacity of the Inner West community.

· Arts and Culture and Independent Artist grants: up to $7,500 available to not-for-profit organisations, social and creative enterprises, individuals auspiced by an incorporated body and individual artists. The grants support projects and initiatives that provide opportunities for creative participation; enhance creativity and connection to place in the public sphere; develop skills; and strengthen the sustainability and capacity of Inner West cultural and creative industries.

· Recreation grants: up to $7,500 available to community sporting and recreation groups and non-government community and commercial recreation organisations that offer recreation programs and services to residents in the IWC area. The grants support projects which address barriers to participation; create positive and meaningful involvement in neighbourhoods and communities; and ensure inclusive and best practice access to recreation.

· Environment grants: up to $7,500 available to support projects that strengthen the capacity of local groups to benefit the community through projects focused on environmental improvement; sustainability education; awareness-raising; and the promotion of sustainable living as a way of life. Grants support projects that address issues such as climate change; sustainable transport; water sensitive urban design; biodiversity; recycling and reuse.

· Local History grants: up to $7,500 available to support and enrich Council’s local history collection with a focus on organisations or persons to undertake projects about people, events and places of historical significance to the IWC area. Projects may include research; collections; archiving; conservation; publications; and exhibitions about the Inner West’s social and cultural history.

· Stronger Communities grants (2016; 2017; 2018 only): local community groups may apply for grants ranging from a minimum of $10,000 to a maximum of $50,000 for projects in the Inner West that build more vibrant, sustainable and inclusive local communities. This 2017 round of Stronger Communities grants aim to encourage projects that involve local partnerships. 2017 is the second year of this three year NSW government funded grant program, with a total allocation up to $1 million in grants over the three year period. Next year’s Stronger Communities grant round will allocate the remainder of the state government funding for these grants, and accordingly the IWC’s overall grant allocations will be significantly reduced. The general conditions for Stronger Communities Grants were provided by the state government, with specific guidelines being developed by IWC to suit our local needs. The conditions and guidelines allow for multi-year funding.

Delivery of an integrated IWC Grant Program

The six grants programs are managed by four service units across Council: Community Services and Culture; Recreation and Aquatics; Library and History Services; Sustainability and Environment. Community Services and Culture established a working group involving all relevant business units to ensure the grant programs are conducted in a coordinated and integrated way for the 2017/18 funding round. This coordinated approach enabled the delivery of:

· consistent opening and closing dates for applications (grants opened 3 July and closed 10 August 2017)

· an integrated marketing and promotion program, including a grant page on Council’s website with links to all six guidelines and application forms; promotion in the Inner West Courier; and extensive emails to relevant networks

· jointly run information sessions about the grant objectives, guidelines and application process

· free grant writing workshops with expert facilitator to train local groups in project planning; application design; and ways to improve their proposals

· an online application system across all grant programs in the IWC

· flexibility in the assessment of applications under different categories: in some cases applications that were ineligible under a particular grant category have been internally transferred to a more appropriate grant program.

Council officers convened multidisciplinary assessment panels for each of the six grant programs, with appropriate professional expertise including external panelists where appropriate (for example peer review). The grant panels assessed and prioritised applications against the relevant eligibility criteria, objectives and selection criteria. The projects recommended for funding more comprehensively reflected the grant guidelines and Council’s priorities than those which were unsuccessful. Recommendations from the six grant panels’ deliberations are included in Attachment 1. In many cases the amount recommended for specific projects was less than the amount requested. Reasons for this vary and include:

· a desire to support as many worthwhile projects as possible within the budget available;

· some applications budgeted for items that were ineligible under the guidelines for the particular grant, resulting in these amounts being removed from the grant recommended;

· the budget requested deemed not justifiable and panel concluding that the project could be conducted for a lesser amount.

Council officers from the relevant grant program will be available to liaise with any applicant desiring feedback on their application.

Summary of the 2017/18 IWC Grant Program

Grant Program

Service Unit Responsible

Available Budget

Applications

Assessed

Applications

Rec'd

Amount

Requested

Amount

Rec'd

Community *

Community Services and Culture

$148,200

$281,687

$148,118

Arts and Culture Grants

Community Services and Culture

$105,250

$259,236

$105,250

Independent Artists

Grants

Community Services and Culture

$41,000

$101,560

$41,000

Recreation

Recreation and Aquatics

$30,000

$141,110

$30,000

Environment

Sustainability and Environment

$44,000

$116,389

$43,873

Local History

Library and History Services

$25,000

$88,488

$25,000

Stronger Communities

Community Services and Culture

$350,000

$1,349,541

$349,606

Total

$743,450

209

127

$2,338,011

$742,847

*Although the total number of Community Grant applications received was 58, only 53 were assessed in this category due to a small number of applications being reallocated to other grant programs. Both the Arts and Culture and Environment grant streams considered Community Grant applications which were more aligned to their respective guidelines.

FINANCIAL IMPLICATIONS

Nil

OTHER STAFF COMMENTS

PUBLIC CONSULTATION

Not applicable

CONCLUSION

ATTACHMENTS

1.⇩

2017 IWC Grant Program Summary

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 4

Subject: Councillor Representation on Committees

File Ref: 17 / 4718

Prepared By: Ian Naylor - Manager Governance and Administration

Authorised By: Tanya Whitmarsh - Group Manager Governance

SUMMARY

The purpose of this report is to determine Councillor Representation on Council and External Committees until September 2018.

RECOMMENDATION

THAT Council determine Councillor representation on Council and External Committees as detailed in this report.

BACKGROUND

Council may establish Committees to provide advice or exercise decision making functions of the Local Government Act. Councillors can attend these committees as observers or be appointed by Council as members of these committees and exercise voting rights. Councillors may also be appointed to represent Council on external committees. The responsibilities and operation of the external committees are set by the host organisation.

Currently, Council has three types of committees; Council committees, external committees and Strategic Reference Groups.

Council Committees

Council currently has three committees; the Local Traffic Committee, Flood Management Advisory Committee and Audit, Risk and Improvement Committee. The Charters of the Local Traffic Committee and Flood Management Advisory Committee are shown attached as Attachments 1 and 2 of this report. The Charter of the Audit, Risk and Improvement Committee is subject to a separate report, Item 18 on this Agenda. Shown below is a summary of each committee and the Councillor representation sought.

Name of Committee	Purpose	Meeting Time and Frequency	Reporting Framework	Councillor Representation
Audit, Risk and Improvement Committee	The purpose of the Committee is to provide independent assurance and assistance to Inner West Council in the effective discharge of its responsibilities for financial reporting, risk management, internal controls, governance and internal and external audit.	The committee meets four times a year with the location rotating between the three Service Centres.	Minutes of the Committee are reported to Council to note.	Two Councillors
Flood Management Advisory Committee	The Flood Management Advisory Committee assists Council in the preparation of floodplain management studies and plans for the Inner West local government area. The Committee acts as both a focus and forum for the discussion of technical, social, economic and environmental matters, and for the distillation of possibly differing viewpoints on these matters into a management plan.	The committee meets at least twice a year at the Petersham Service Centre at 6.30pm	Minutes of the Committee are reported to Council for adoption.	Up to Three Councillors
Local Traffic Committee	The Local Traffic Committee is primarily a technical review and advisory committee which considers the technical merits of proposals and ensures that current technical guidelines are considered. It provides recommendations to Council on traffic and parking control matters and on the provision of traffic control facilities and prescribed traffic control devices for which Council has delegated authority. The Committee also advises on traffic matters arising from development applications.	The Committee meets on the 1^st Thursday of each month at 10am with the location rotating between the three Service Centres.	Minutes of the Committee are reported to Council for adoption.	One Councillor and an alternate Councillor. *The nominated Councillor/s chairs the Meeting and has voting rights. In their absence, Council’s Group Manager Roads, Traffic & Stormwater or nominee performs the role of Chairperson and has voting rights.
Sydenham to Bankstown Working Group	To deal with issues arising from the State Government’s Metro Project and Sydenham to Bankstown Urban Renewal Corridor	To be determined	Prepare a report to Council within 3 months	Two Councillors

External Committees

Council is a member of a number of external organisations who have committees to discuss business relevant to their organisation. These organisations have requested representation on these committees by Councillors. Shown below is a summary of each committee and the Councillor representation sought.

Name of Committee	Purpose	Meeting Time and Frequency	Councillor Representation
ClubGrants	The objective of the Committee is to identify priority projects and services within the Inner West area for local registered clubs to consider funding. Guidelines are silent on Councillor representation. In the past there have been Councillors on the former Ashfield Clubgrant Committee and the Marrickville Clubgrant Committee. Currently staff attend; take minutes; facilitate grant assessment processes; advise on priorities etc, however final decision making regarding grants awarded rests with the Boards of the individual clubs. Our experience is that while the Committee collectively rates applications, the Boards do not necessarily adhere to the Committees recommendations	4-5 meetings/year (meetings held on Tuesdays at 10am)	Guidelines require “Representative/s of the local council” (Clubgrant Guidelines 6.2).
Cooks River Alliance Board	The Cooks River Alliance is a partnership between councils in the Cooks River Catchment – Bayside, Canterbury-Bankstown, Inner West, and Strathfield. The Alliance uses the combined resources, experience, knowledge and skills within the councils and the community to address the complex environmental problems of the Cooks River.	Meetings are held quarterly and hosted by rotating member council facilities.	One Councillor and an alternate Councillor
Eastern Region Local Government Region of Aboriginal & Torres Strait Islander Forum (ERLGATSIF)	Established in 1998, the Forum aims to address and participate at a regional level in the affairs, events and celebrations that impact our local Aboriginal and Torres Strait Islander communities. The ERLGATSIF is a partnership between six Councils; Bayside, Inner West, Randwick, City of Sydney, Waverley and Woollahra.	Meetings are held on Fridays bi-monthly (usually on the 3rd Friday of every second month, commencing February) from 2-4pm.	One Councillor
Greenway Steering Committee	The GreenWay Steering Committee oversees the implementation of the GreenWay Master Plan and GreenWay Action Plan and generally work towards the goal of the establishment of the Cooks River to Iron Cove GreenWay.	Meetings are held at least 5 times per year from 4.30 to 6pm and hosted by rotating member council facilities.	Three Councillors
NSW Public Libraries Association	The NSW Public Libraries Association is the peak body for public libraries in NSW and advocates on behalf of the library sector to strengthen the public library network.	As required	One Councillor and an alternate Councillor
Parramatta River Catchment Group	The Parramatta River Catchment Group (PRCG) is a regional organisation of local councils, state agencies and community representatives whose aim is to work together to improve the health of the Parramatta River catchment.	Meetings are held quarterly on a Thursday commencing at 5.30pm with the locations rotating between different member agencies	One Councillor and an alternate Councillor
Southern Sydney Regional Organisation of Councils (SSROC)	SSROC is an association of 10 Sydney councils serving large and diverse communities that face all the challenges of metropolitan living. SSROC provides a forum for the councils to undertake resource sharing activities and deal with common issues, particularly those that cross boundaries.	Meetings are held quarterly, with the AGM in November, generally 1^st or 3^rd Thursday, 6.00 pm for 6.30 pm start	Two Councillors – currently The Mayor and Deputy Mayor (per SSROC requirements), as well as Two alternate Councillors.
Sydney Airport Community Forum	SACF is the main body for consultation on the Sydney Airport Long Term Operating Plan. The Forum includes representatives from the community, councils, industry, and State and Federal Parliaments.	As required	The Mayor (SACF requirement) and an alternate Councillor
Sydney Central Planning Panel	The Sydney Central Planning Panel has responsibility for: § determining ‘regionally significant’ development applications (DAs) and certain other DAs and modification applications § acting as the relevant planning authority (RPA) when directed § undertaking rezoning reviews § providing advice on other planning and development matters when requested	As required.	Council can nominate 2 members who can be councillors, staff or other persons nominated by the council. At least one member is to be a person who has expertise in at least one area of planning, architecture, heritage, the environment, urban design, land economics, traffic and transport, law, engineering or tourism. Council may, from time to time, appoint a person to be the alternate of a member.
Sydney Coastal Council Group	The Sydney Coastals Group Inc. (SCCG) was established in 1989 to promote co-ordination between Member Councils on environmental issues relating to the sustainable management of the urban coastal environment. The Group consists of 11 Councils adjacent to Sydney marine and estuarine environments and associated waterways.	Meetings are held quarterly on a Saturday and hosted by rotating member council facilities.	2 Councillors and an alternate Councillor

FINANCIAL IMPLICATIONS

Nil.

OTHER STAFF COMMENTS

Nil.

PUBLIC CONSULTATION

Nil.

FINANCIAL IMPLICATIONS

Nil.

OTHER STAFF COMMENTS

Nil.

PUBLIC CONSULTATION

Nil.

CONCLUSION

Nil.

ATTACHMENTS

1.⇩	Delegation to Councils in relation to Local Traffic Committees
2.⇩	Flood Management Advisory Committee Terms of Reference

Extraordinary Council Meeting

31 October 2017

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Inner West Council

Flood Management Advisory Committee

Terms of Reference

August 2016

Title:

Flood Management Advisory Committee
Terms of Reference

Date of Issue:

29 September 2017

Date of Adoption:

23 August 2016

Version:

1.2

Contact Officer:

Group Manager Roads, Traffic & Stormwater

Main Legislative or Regulatory References:

Local Government Act NSW 1993; Local Government (General) Regulations NSW 2005; NSW Government’s Flood Prone Land Policy and the Floodplain Development Manual (2005).

Amendment History:

29/9/2017 Amended Contact Officer

Review Dates:

July 2020

1. ROLE

The Inner West Council Flood Management Advisory Committee is an advisory Committee established to assist Council in the preparation of floodplain management studies and plans for the Inner West local government area.

The Committee acts as both a focus and forum for the discussion of technical, social, economic and environmental matters, and for the distillation of possibly differing viewpoints on these matters into a management plan.

The Committee is established in accordance with the NSW Government’s Flood Prone Land Policy and the Floodplain Development Manual (2005).

2. OBJECTIVE

The principal objective of the Flood Management Advisory Committee is to assist the Council in the preparation of Floodplain Risk Management Plans for the Inner West Council local government area which will:

· Reduce the impact of flooding and flood liability on the community.

· Reduce private and public losses resulting from flooding.

· Recognise floodprone land as a valuable resource which should not be necessarily sterilised.

· Take into account social, economic, ecological and cultural factors.

3. FUNCTIONS/SCOPE

The function and scope of the Committee will include but not be limited to the following:

· To assist Council in the development of Flood Studies and Floodplain Risk Management Studies and Plans for the Inner West Council local government area.

· To provide a link between Council and the local community.

· To assist in the collection of necessary information.

· To identify objectives and strategies related to the improvement of the management of the floodplain.

· To monitor and review the implementation of flood planning in the Inner West Council local government area.

· To provide input into known flood behaviour as part of the flood study.

· To co-ordinate with catchment management boards, emergency management boards and other advisory bodies.

· To actively coordinate, promote and implement Floodplain Risk Management Plans through local planning processes, works programs and education campaigns seeking cooperation and encouraging community participation.

The Committee does not consider specific development issues proposals/applications but focuses on broader management issues, Council policies and strategies affecting flood prone lands.

4. MEMBERSHIP AND APPOINTMENTS

4.1 Membership of the Committee

The Committee comprises representatives from the local community, elected representatives of Council, representatives of various NSW State Government departments / authorities / corporations, Council staff, and specialist consultants as engaged by Council.

Membership on the Committee is voluntary and by invitation from Inner West Council. Council recognises committee members as valuable partners in the management of the floodplain.

The number of voting and non-voting members is outlined below. Membership can be altered at any time by Council resolution.

Voting Members
Representative	Number	Method of appointment
Elected representatives of Inner West Council	up to 3	As per Terms of Reference
Community Representatives	up to 8	As per Terms of Reference
NSW State Emergency Service	up to 2	Nominated by SES

Non-voting Technical Advisory Members
Representative	Number	Method of appointment
Inner West Council	up to 12	Relevant Engineering, Planning and Environment Staff
Sydney Water	1	Nominated by Sydney Water
Roads and Maritime Services	1	Nominated by RMS
NSW Office of Environment & Heritage	1	Nominated by OEH
NSW Department of Planning	1	Nominated by DPI
Sydney Catchment Authority	1	Nominated by SCA

Where other Councils or Government Agencies are impacted by a Flood study or Floodplain Risk Management Study and Plan being undertaken by Inner West Council, an officer from the relevant Council or Government Agencies shall be invited to be a Technical Advisory member of the committee.

Additional observers can be invited to committee meetings by the Committee at the Committee’s discretion.

4.2 Appointment of Chairperson and Deputy Chairpersons

Up to three elected representatives of Council may be members of the committee. The elected representatives of Council to serve on the committee shall be nominated by Council.

For the purposes of this charter the term “elected representatives” includes elected members of Council and, where there are no elected members of Council, persons that have been nominated by Council as members of Local Representation Advisory Committees.

The Chairperson and Deputy Chairpersons of the Committee shall be nominated by Council from the nominated elected representatives unless determined otherwise by Council.

If neither the Chairperson nor the Deputy Chairpersons of the Committee is able or willing to preside at a meeting of the Committee, the Committee may elect a member of the Committee to be acting chairperson of the Committee for that meeting.

4.3 Appointment of Community Representatives

Up to eight Community Representatives may be members of the committee, with a maximum of one member from each of the eight catchments.

Expressions of interest for Community Representatives will be called for at intervals as required. Advertising for expressions of interest will be on Council’s website and in a minimum of one local newspaper.

Expressions of interest must be in writing. Expressions of interest will be prioritised by relevant Council staff.

Recommendations for appointment to the Committee will be prioritised based on the following selection criteria:

· Residence or property ownership or business operator within Inner West LGA.

· Representation across all Council’s catchments.

· Knowledge of local catchment flooding issues.

· Commitment to represent the interests of the Inner West community concerning floodplain management issues.

· Ability to attend Committee meetings and public meetings within LGA as required.

· Ability to commit to a long term membership of the Committee.

· Preparedness to observe Council's Code of Conduct.

Successful applicants will be notified in writing and appointments of Community Representatives to the Committee will be reported to Council by the committee.

Community Representatives membership may be determined for up to two terms of Council (or remainder thereof).

Community Representatives shall serve on the Committee in a voluntary capacity.

4.4 Casual Vacancies

Any member of the Committee may, by giving notice in writing addressed to the Committee, resign his/her office as a member.

Membership on the Committee shall cease if:

· A member resigns in writing to the Committee;

· If a member (or representative) is absent without notification of absence for three (3) consecutive Committee meetings; or

· Upon resolution of Council to remove a member from the Committee.

In the event that a casual vacancy is caused by the resignation of a member, the Committee Facilitator will advise the Committee at its next meeting that a vacancy has arisen, and will provide a report to the next available Council meeting concerning a prospective replacement having regard to the following:

· If the member was nominated as a representative of an organisation, then the organisation shall be invited to nominate a replacement representative.

· If the member was nominated as a Community representative, then the Committee Facilitator will review original expressions of interest received and ascertain if any of the individuals who previously nominated are prepared to be considered as a member of the Committee.

· If there are no previous or current nominations then an expression of interest will be called.

· Should a vacancy occur within six (6) months of the end of term of the current Council, the vacancy will not be filled until the first term of the new Council.

5. RESPONSIBILITIES OF MEMBERS

5.1 Code of Conduct

Each member of the Committee will be bound by Inner West Council's Code of Conduct.

Each member of the Committee will be supplied with a copy of Council’s Code of Conduct, Charter and any related Policy applicable to the operation of the Committee.

The conduct of each Committee member will be consistent with the principles outlined in these documents.

5.2 Understanding and Contribution

Members of the Committee are expected to:

· Understand the relevant legislative and regulatory requirements appropriate to Inner West Council

· Contribute the time needed to study and understand the papers provided.

· Apply objectivity and good judgment.

· Express opinions frankly, ask questions that go to the fundamental core of issues.

· Members of the Committee are not permitted to speak to the media as a representative of the Committee unless approved by Council. General information with regard to purpose and objective of the Committee is available on Council’s website

5.3 Conflict of Interest

Committee members must declare any conflicts of interest at the start of each meeting or before discussion of a relevant agenda item or topic. Details of any conflicts of interest should be appropriately minuted.

Where members or invitees at Committee meetings are deemed to have a real or perceived conflict of interest, it may be appropriate they be excused from Committee deliberations on the issue where the conflict of interest may exist. The final arbiter of such a decision is the Chair of the Committee.

5.4 Role of the Chairperson

The Chairperson is responsible for:

· Preparing the agenda for the meeting with the assistance of the Committee Facilitator;

· Determining the most effective way of dealing with the issues raised and making the necessary arrangements to achieve this;

· Allocating times to be devoted to agenda items and ensuring that these times are observed;

· Opening the meeting and following the agenda;

· Encouraging all members of the Committee to express their point of view;

· Summarising the progress of the discussion and degree of consensus reached at the end of each agenda items, and confirming this with the Minute taker before moving on;

· Closing the meeting and confirming the date, time and place of the next meeting; and

· Liaising and reporting to the Council.

5.5 Committee Facilitator

The designated Committee Facilitator is the Director of major Projects and Engineering or their nominee.

The Committee Facilitator is responsible for:

· Establishing the meeting agenda in conjunction with the Chairperson;

· Ensuring the agenda and minutes are published;

· Ensuring that relevant matters are brought before the Committee; and

· Ensuring that the input and decisions of the Committee are incorporated into Council activities.

· Booking venues;

· Assisting in the preparation and distribution of the agenda;

· Taking accurate minutes in the format determined by the Committee; and

· Distributing the minutes.

6. MEETINGS

6.1 Frequency

It is anticipated that the Committee will meet at least two times in a calendar year. More regular meetings will be called as business demands and if there are pressing issues to be put forward to the Committee.

The meetings of the Committee are to be called by the Chairperson.

The proposed date, time, location and business to be transacted at each meeting will be notified to all members of the Committee at least seven days prior to the meeting.

6.2 Quorum

The quorum for a meeting of the Committee will be 50% of the current voting members.

6.3 Meeting procedures

The following procedures shall apply during meetings:

· Meetings of the Committee shall be conducted under the Council’s Code of Conduct.

· The Chairperson may call a special meeting if, in the Chairperson’s opinion, there are matters of urgency that require attention.

· The Committee may invite people to attend meetings to observe, make representation or provide expert or technical advice.

· Provision shall be made on each agenda for General Business to be raised at each meeting.

· The agenda for the meetings shall be issued on the week preceding the Committee meeting.

· Council’s role is to note the Committee’s Minutes and to consider recommendations made by the Committee. Such recommendations will be highlighted for the attention of Council.

· The minutes shall be drafted and distributed after each meeting to Committee members.

7. DELEGATION

The Committee is advisory in nature providing recommendations to Inner West Council. The Committee has not been delegated authority by Council. Any recommendations of the Committee must be ratified by resolution of Council and implemented by a member of Inner West Council staff with an appropriate delegation.

The Committee does not have any power to incur expenditure or to bind the Council to any decision upheld by the Committee.

8. SUB-COMMITTEES

The Committee may establish sub-committee(s) to work on particular matters in relation to its advisory role to the Council.

9. DISSOLUTION

The Committee may at any time be dissolved and disbanded by resolution of Council.

10. CHANGING OF THE TERMS OF REFERENCE

The Terms of Reference may only be amended by Council resolution.

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 5

Subject: MERGER IMPLEMENTATION COSTS

File Ref: 17 / 4718

Prepared By: Nellette Kettle - Group Manager Integration, Customer Service and Business Excellence

Authorised By: Rik Hart - Interim General Manager

SUMMARY

This report responds to Council’s resolution of 21 September 2017 requesting a summary report on the merger costs.

RECOMMENDATION

THAT the report be received and noted.

BACKGROUND

Inner West Council was created from the merger of Ashfield, Leichhardt and Marrickville Councils on 12 May 2016.

In early 2016, the former councils engaged Morrison Low to examine the business case for a merger of Ashfield, Leichhardt and Marrickville Councils. The Morrison Low modelling predicted merger costs of $44.5m, comprising:

· Redundancies $4.1m

· ICT costs $35m

· Integration/transition body $4.6m

· Branding $0.8m

Shortly after the merger Council received $10m from the NSW Government to assist council to cover the up-front costs of the merger implementation. Council was permitted to identify and prioritise the activities for funding, subject to guidelines issued by the State Government. Examples of activities eligible to be funded include:

· Provision of expert implementation advice

· ICT systems integration

· Redundancy payments to staff

· Signage for the new council

· Change management programs

· Cost of system upgrades

Ineligible costs include:

· Merger costs incurred prior to proclamation

· Other existing or ongoing staff costs

· Upgrades to Council’s administrative buildings

FINANCIAL IMPLICATIONS

This report provides a summary of the merger costs as at 30 September 2017.

The costs provided in the following table represent the gross costs incurred by Council as 30 September 2017, as well as any contractual commitments.

It should be noted that it is not possible to determine the final merger costs at this time as the merger implementation is ongoing and will take a number of years to complete. The net cost of the merger will only be discernable once all costs and savings are apparent.

Cost Item	Actual costs paid ($000s)	Current commitments ($000s)	Total ($000s)	Description
Branding	22	TBA	22	Includes banners and welcome to Inner West household flyer
Asset management	81	81	162	Asset consolidation and strategic asset management
Co-location	688	TBA	688	Co-location of outdoor staff still to be completed
Redundancies	2,305	1,074	3,379	Total redundancy costs will not be known until all organisational structures are finalised
ICT network costs	1,925	TBA	1,925	Includes licensing, telephony consolidation, dark fibre, email consolidation. Further costs to be incurred
Other ICT costs	83	TBA	83	Includes solution design, CHRIS 21 HR, Promapp, Infocouncil, crystal reports. Further costs to be incurred
Technology One implementation	243	1,280	1,523	Implementation contract
Technology One project management	250	250	500	Project management costs to December 2018
Technology One training	35	TBA	35	Includes training costs for release 1 only
Integration	610	760	1,370	Integration team costs
Recruitment	242	TBA	242	External recruitment and advertising costs
Training	342	130	472	Includes leadership coaching program and merger related training such as resilience, coping with change, resume writing, interview skills
TOTAL	6,826	3,575	10,401

OTHER STAFF COMMENTS

Not applicable.

PUBLIC CONSULTATION

Not applicable.

ATTACHMENTS

Nil.

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 14

Subject: Notice of Motion: INNER WEST COUNCIL ART PRIZE

File Ref: 17 / 4718

From Councillor Louise Steer

Motion:

THAT Council:

1. Agree in principle to create an art event known as the Inner West Art Prize which will be open to artists practising in all media.

2. Reinstates the budget allocated by the former Marrickville Council to the Marrickville Contemporary Art Prize, including prize money, curatorial services and promotion.

3. Identify an appropriate curator for the Inner West Art Prize.

4. Identify an appropriate venue or venues among Inner West Council properties.

5. Commence the Inner West Council Art Prize in 2018.

Background

Many councils hold art exhibitions with prizes for many reasons; for example, to:

· Encourage and support local visual artists;

· Promote the council as an artistic centre of excellence;

· Promote tourism; and

· Acquire a council art collection.

The Inner West Council has a huge number of visual artists practising in all forms of visual art. Examples of council sponsored exhibitions are:

· Mosman Art Prize;

· Willoughby Sculpture Prize;

· Bayside Outdoor Gallery Art Prize;

· North Sydney Art Prize;

· Blacktown City Art Prize;

· Fishers Ghost Art Prize, Campbelltown; and

· Liverpool City Art Prize.

From 2007 to 2012, Marrickville Council held the Marrickville Contemporary Art Prize. It was organised and curated by a local artist, Brendan Penzer, who then operated At the Vanishing Point Gallery. The first prize was $6,000 and there were minor prizes. See attachment for details. The council gave Mr Penzer a budget and a council representative was on the selection committee. In 2011-2012, the Marrickville Contemporary Art Prize expanded into other galleries, including not for profit artist run initiative ESP Gallery and council’s own Chrissie Cotter Gallery. Approximately 350 entries were received each year. Unfortunately, the Prize ended in 2012 when Mr Penzer closed At the Vanishing Point Gallery and left NSW. ESP Gallery closed in 2015.

Inner West Council has a number of curated public art activities such as Newtown Art Seat, Perfect Match (which originated in Marrickville Council as an anti-graffiti program rather than an art program), and LikeArtBeat Graffiti and Placemaking. The entire public art budget for Inner West Council is low at $162,500 per year for these activities.

IWC also hosts the Greenway Art Prize, initiated by the former Leichhardt Council, with an environmental focus on outdoor art. It is sponsored by Inner West Council, the City of Canterbury-Bankstown, Cooks River Alliance, Art Est. Art School and Gallery and Derivan. The prize is modest. The winner receives $3,5000 plus a 2 week solo exhibition at Art Est Art School.

These activities, while valued as part of Inner West Council cultural activity, do not meet the needs of the artists practising in media such as 2D, 3D, digital, audio, video. Now that Inner west Council is a much larger area, both physically and in terms of population, it is a good time to recognise, support and encourage local artists by means of an exhibition with a prize. Chrissie Cotter Gallery is an ideal place to focus such an exhibition, as it is a free space owned by Inner West Council, but other venues may also participate so that the exhibition is inclusive both In terms of artists and localities supported. The purpose of this motion is to call for the establishment of the Inner West Council Art Prize.

ATTACHMENTS

1.⇩

Marrickville Contemporary Art Prize

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 15

Subject: Notice of Motion: Affordable housing for the Inner West

File Ref: 17 / 4718

From Councillor Tom Kiat

Motion:

THAT:

1. The General Manager in consultation with the Housing Affordability Strategic Reference Group provide Council a strategic report for the consideration of the community and Councillors (Report).

2. The Report present options on how Council in collaboration with local communities, state and federal governments, and/or non-government organisations, will identify appropriate sites and properties in the LGA for development as affordable housing projects.

3. The Report assess the viability of Council identifying and developing affordable housing projects in partnership with relevant stakeholders and community partners.

4. The Report present options on how Council can create an Empty Dwellings Levy, by which Council would raise funds for affordable housing projects and increase rental supply by imposing a levy on residential properties left empty for an extended period (e.g. by tripling rates on properties left empty for at least 12 months)

5. The Report identify where funds generated by Council’s affordable housing projects are directed, and present options as to how such funds can be set aside for spending within Council’s affordable housing portfolio.

6. The Report present options on how Council will work toward the following affordable housing targets at 5 and 10 year periods:

a. 30% of all new housing stock in new developments to be affordable housing;

b. 50% of all Crown or Council land that is zoned residential to be affordable housing; and

c. 10% of of total housing stock to be affordable housing.

7. The Report should reflect the wide diversity of needs when it comes to housing, including with reference to the life cycle of residents.

8. The Report should include assessment of the current strategic and staff resources available to deliver identified potential affordable housing initiatives.

Background

A report be provided to Council to identify options for Council's strategic direction in this area based on identified targets and priorities.

During the Administration period the Council adopted an Affordable Housing policy based on the detailed work of the Housing Officer and consultants engaged by Council. This work produced a report which showed that the market would provide almost no affordable housing (ie no more than 30% of median household income spent on rent/repayments) in the Inner West.

The existing policy focuses on options for Council to acquire affordable housing units as part of new, large residential developments. At present, the tool available to Council is the voluntary planning agreement, which requires the developer to voluntarily provide Council affordable housing units. Council is in the process of negotiation with the Department of Planning to gain access to a planning tool which would allow Council to require certain developments to provide a small percentage of affordable housing.

These are each useful tools for Council to expand the amount of affordable housing in the Inner West. However there are other tools available that Council should investigate:

· Almost 10% of dwellings in the Inner West were empty according to the most recent Census data. Council should investigate how it could encourage these to be put to market and build affordable housing fund through a levy imposed on dwellings left empty for an extended period.

· Council should work with communities, community housing providers, and/or other stakeholders to consider appropriate sites and properties for development as affordable housing projects.

· Council should identify best practice policies and tools in municipal/city governments nationally and internationally for possible adaptation in the Inner West.

ATTACHMENTS

Nil.

Extraordinary Council Meeting

31 October 2017

Item No: C1017 Item 18

Subject: Audit, Risk and Improvement Committee

File Ref: 17 / 4718

Prepared By: Charmian King - Policy and Risk Services Manager

Authorised By: Tanya Whitmarsh - Group Manager Governance

SUMMARY

In accordance with the Council resolution, an Audit Risk & Improvement Committee (ARIC) of Inner West Council has been established. The ARIC conducted its first meeting on 7 September 2017 where it reviewed and endorsed a proposed Audit Risk & Improvement Committee Charter for referral to Council for adoption.

RECOMMENDATION

THAT Council:

1. Adopt the Charter of the Audit, Risk and Improvement Committee shown as Attachment 1; and

2. Council moves into closed session to deal with the Minutes of the Audit, Risk and Improvement Committee of 7 September 2017 as the information contained in CONFIDENTIAL ATTACHMENT 2 of this report is classified as confidential under the provisions of Section 10A (2) (c) of the Local Government Act 1993 for the following reasons:

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.

BACKGROUND

The former Ashfield, Leichhardt and Marrickville Councils had strong traditions of voluntarily operating Audit & Risk Committees. This better practice approach to independent oversight has had the strong backing of the NSW Government through the NSW Office of Local Government.

Changes to the NSW Local Government Act 1993 passed last year will mean that each local government authority in NSW must have an Audit Risk & Improvement Committee. The legislative requirements under the changes will not take effect until six months after the date of the next ordinary council election in 2020 i.e. March 2021. More details around statutory requirements have yet to emerge via Regulation and / or Guidelines issued by the Office of Local Government under Section 23A of the NSW Local Government Act 1993.

It is in the interests of Council to continue its proactive approach to industry better practice in good governance through oversight mechanisms such as the ARIC. The new Inner West Council ARIC has a key role in the organisation’s governance framework by bringing a systematic and disciplined approach to examination of the effectiveness of risk management, control and governance processes.

The three independent members for the ARIC have been secured in accordance with Council resolution which sought, in the first instance, to take advantage of the knowledge and experience of members of the legacy councils. This has resulted in the return of two very experienced and respected former Committee members plus one new independent member who brings a fresh perspective based on very considerable experience in a range of roles and industries.

The Committee has reviewed a proposal for a refreshed Committee charter that was based on the one previously adopted by Council. This was supported subject to the inclusion of several minor additions – see ATTACHMENT 1 for a copy of the proposed Committee Charter and ATTACHMENT 2 (confidential) containing minutes of the ARIC meeting.

If Council adopts the recommended Charter it will need to nominate two sitting Councillors to serve as members of the ARIC. (Note that provision for such nominations is the subject of a separate Council report on Council representation on a range of bodies.) The ARIC is expected to meet four times annually with records of those meetings to be routinely provided to Council.

FINANCIAL IMPLICATIONS

Costs of supporting the ARIC are currently accounted for in the current budget.

OTHER STAFF COMMENTS

Nil.

PUBLIC CONSULTATION

Nil.

CONCLUSION

The Inner West Council ARIC is a key element of good corporate governance. Its establishment well before such a body is mandated by law reflects the commitment of Council to industry better practice and high standards of accountability to the community it serves.

ATTACHMENTS

1.⇩	Audit, Risk and Improvement Committee Charter
2.	Minutes of the Audit, Risk and Improvement Committee of 7 September 2017 - Confidential

Extraordinary Council Meeting

31 October 2017

Audit Risk & Improvement Committee

Charter

DOCUMENT PROFILE

Title	Audit Risk & Improvement Committee Charter
Summary	The Charter provides for the operating framework of the ARIC
Background	The IWC ARIC commenced in September 2017, and this Charter was adopted at its first meeting
Document Type	Charter
Version Control	See last page

Document:	Charter	*Uncontrolled Copy When Printed*
Custodian:	Policy and Risk Services Manager	Version #	Version 1.1
Approved By:	Group Manager Governance	TRIM Ref #	17 45440
Adopted By:	Audit Risk & Improvement Committee	Publish Location	ProMapp
Adopted Date and Minute #:	Cl Sept 16/ARIC 7 Sept 17 - RIS0917 Item 1	Next Review Date	July 2018

1.PURPOSE

1.1 Special Committee of Council

The Audit Risk & Improvement Committee (‘the Committee’) is a special committee of Council that acts as an advisory body to the Council and has no executive powers, except those expressly provided by the Council.

1.2 Purpose of the Audit Risk & Improvement Committee

The purpose of the Committee is to provide independent assurance and assistance to Inner West Council in the effective discharge of its responsibilities for financial reporting, risk management, internal controls, governance and internal and external audit.

1.3 Exercise of authority and access

The Council authorises the Committee, within the scope of its role and responsibilities to:

a) Obtain any information it reasonably requires from the General Manager or external party (subject to legal obligations to protect information)

b) Discuss any matters with the external auditor or other external parties (subject to confidentiality considerations)

c) Request, through the General Manager, attendance of any employee or councillor at Committee meetings

d) Initiate special investigations in relation to matters set out in this Charter

e) Obtain independent professional or legal advice or other professional advice considered necessary to assist in the proper exercise of its responsibilities.

2. COMPOSITION

2.1 Membership

The Committee will consist of:

Members (voting)

- Independent member who is appointed as Chair

- Two (2) additional independent members *

- Two (2) sitting councillors, excluding the Mayor.

* - not a member of the current or previous Council/staff of Ashfield, Leichhardt, Marrickville or Inner West Councils.

Attendees (non-voting)

- General Manager (or delegate)

- Deputy General Manager, Chief Financial and Administration Officer (or delegate)

- Group Manager Governance (or delegate)

- Council officers and third parties who have conducted internal assurance and compliance audits for Council (for the purposes of presenting and reviewing findings of those specific audits)

- External Auditor

- Other officers of Council may attend to address agenda items relevant to their area of responsibility.

2.1 Appointment

The independent members shall be appointed in accordance with the term set by Council. An independent member may be re-appointed for a further term but shall not serve more than two consecutive terms in either the role of Chair or Member. Consideration may be given to a part term extension to enable independent members to have overlapping terms.

2.2 Expertise

In appointing members to the Committee, the Council will have regard to the following:

a) at least one member shall have accounting or related financial management expertise and experience, with understanding of accounting and auditing standards in a public sector environment; and

b) the members, taken collectively shall have a broad range of skills and experience relevant to Local Government and the operations of Inner West Council.

2.3 Skills development

Committee Members will receive relevant information and briefings to assist them meet their Committee responsibilities. A member of the Committee may, with the approval of the General Manager, attend appropriate seminars or training in respect to issues related to the functions and responsibilities of the Committee.

2.4 Chairperson

One (1) of the independent external members shall be the Chairperson (Chair) serving for a period of not more than 2 years.

2.5 Secretariat

Council’s Governance service unit shall provide secretariat support to the Committee.

3. ROLES AND RESPONSIBILITIES

In carrying out its responsibilities, the Committee recognises that primary responsibility for management of Council rests with the Council and the General Manager as defined by the Local Government Act 1993. It has a range of responsibilities as follows.

3.1 External Accountability

The Committee must promote an environment at Council that is consistent with best practice financial reporting and governance standards and appropriately reflects the financial status of Council to the community and wider public. In particular, the Committee shall:

a) satisfy itself that the annual financial reports comply with applicable Australian Accounting Standards and are supported by appropriate management sign-off on the statements and the adequacy of internal controls

b) review the external audit opinion, including whether appropriate action has been taken in response to audit recommendations and adjustments

c) consider contentious financial reporting matters in conjunction with Council’s management and external auditors

d) review the processes in place designed to ensure financial information included in the Annual Report is consistent with the signed financial statements

e) satisfy itself there are appropriate mechanisms in place to review and implement, where appropriate, relevant State Government reports and recommendations

f) satisfy itself that there is a performance management framework linked to organisational objectives and outcomes.

3.2 Internal Audit

The Committee will review and assess key areas relating to the Internal Audit function of the Council. In particular the Committee will:

a) act as a forum for communication between the Council, General Manager, senior management, internal audit and external audit

b) review and assess the scope and coverage of the internal audit plan, work program and resources. Consider the adequacy of internal audit resources to carry out its responsibilities including completion of the approved Annual Internal Audit Plan.

c) review all audit reports and consider significant issues identified in audit reports and action taken on issues raised, including identification and dissemination of better practices information

d) review and monitor the implementation of internal audit recommendations by management

e) review the Internal Audit Charter annually to ensure appropriate organizational structures, authority, access and reporting arrangements are in place

f) periodically review the performance of Internal Audit

g) meet in-camera with the Internal Auditor at least annually

3.3 External Audit

The Committee will review and assess key areas relating to the external audit of the Council. In particular, the Committee will:

a) act as a forum for communication between the Council, General Manager, senior management, internal and external audit

b) provide input and feedback on the financial statements and audit coverage proposed by external audit, and provide feedback on the external audit services provided

c) review all external plans and reports in respect of planned and completed external audits and monitor the implementation of audit recommendations by management

d) consider significant issues raised in relevant external audit reports and better practice guides, and ensure appropriate action is taken.

e) meet in-camera with the external auditor at least annually

3.4 Legislative Compliance

The Committee will:

a) monitor changes of significance in relation to various legislation, statutory instruments, accounting policies and other regulatory and reporting requirements that apply to Council

b) review and consider the effectiveness of systems for monitoring and ensuring compliance with relevant laws, regulations and associated government policies.

3.5 Risk Management

The Committee will oversee the implementation and review of risk management throughout Council as follows:

a) review whether management has in place a current and comprehensive risk management framework, and associated procedures for effective identification and management of business and financial risks, including fraud

b) review whether a sound and effective approach has been followed in developing strategic risk management plans for major projects or undertakings

c) review the impact of the risk management framework on its control environment and insurance arrangements

d) review whether a sound and effective approach has been followed in establishing business continuity planning arrangements, including whether plans have been tested periodically.

3.6 Control Framework

The Committee will oversee the implementation and review of compliance and related internal control systems throughout Council as follows:

a) review whether management has adequate internal controls in place, including over external parties such as contractors and advisors

b) review whether management has in place relevant policies and procedures, and that these are periodically reviewed and updated

c) progressively review whether appropriate processes are in place to assess whether policies and procedures are complied with

d) review whether appropriate policies and procedures are in place for the management and exercise of delegations

e) review whether management has taken steps to embed a culture which is committed to ethical and lawful behaviour.

3.7 Insurance Program

The Committee will satisfy itself of the adequacy of Council’s insurance program.

3.8 Continuous Improvement

Reviewing the overall approach and arrangements in place that support Management implementing a successful culture of continuous improvement to drive productivity and efficiency gains and to effectively manage risk and increase business resilience.

4. MEETINGS

4.1 Convening of Meetings

a) The Committee will meet regularly at the times determined by the Committee, but no less than four (4) times per year, with one of these meetings to include review and endorsement of the annual audited financial reports and external audit opinion of same and that these meetings are rotated as appropriate across various IWC sites.

b) A forward meeting plan, including meeting dates and agenda items will be agreed by the Committee each year. The forward meeting plan will cover all Committee responsibilities as detailed in this Audit Risk & Improvement Committee Charter.

c) A member of the Committee may request that a meeting of the Committee be convened at any other time and the General Manager shall liaise with the Chair in facilitating such a meeting.

d) The internal or external auditor may request that a meeting of the Committee be convened and the General Manager shall liaise with the Chair in facilitating such a meeting.

4.2 Quorum

A majority of members, present in person or by using any technology, constitute a quorum.

4.3 Secretariat

The Secretariat will ensure:

a) the agenda and supporting papers for each meeting are circulated at least one week prior to the meeting

b) the minutes of the meetings are prepared and maintained. Minutes shall be approved by the Chair and circulated to each member within two weeks of the meeting being held.

c) minutes of meetings shall be confirmed at the next meeting of the Committee.

4.4 Conflicts of Interest

a) All Committee members shall make an annual declaration of interests.

b) Committee members shall declare any conflicts of interests at the start of each meeting or before discussion of the relevant agenda item or topic. Details of any conflicts of interests are to be appropriately minuted.

5. REPORTING

a) At each Committee Meeting, Internal Audit will provide a performance update of the approved Internal Audit Plan of work for the financial year showing the current status of each audit.

b) At the first Committee meeting after 30 June each year, Internal Audit will provide a performance report on the performance of Internal Audit for the financial year, as measured against agreed performance indicators.

c) At the first Committee meeting after 30 June each year, the annual audited financial statements and reports and external auditor’s opinion and reports are to be reviewed and presented for endorsement by the Committee.

d) The Committee may at any time consider any other matter it deems of sufficient importance.

e) The Committee will provide:

i) copies of its minutes to the Council;

ii) an annual report to the Council on the trends / issues that have arisen in the Committee's work over the previous 12 months; and

iii) such additional reporting as Council may require.

6. COMMITTEE REVIEW

a) The Committee shall review the scope and effectiveness of its activities and performance at least once every two years.

b) The Committee shall review the Audit Risk & Improvement Committee Charter at least once every year.

c) Amendment of this Audit Risk & Improvement Committee Charter is subject to the approval of the Council, after review by the Committee and Executive Leadership Team.

Governance Use only:

Version	Amended By	Changes Made	Date	TRIM #
1	Governance	New IWC Charter Adopted by Council	Sept 2016	17 45440
2	Governance: Policy and Risk	Revised for currency	June2017	17 45440
3	ARIC	Meeting 7 September pre Adoption, see minutes	Sept 2017	17 45440