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CEO PERFORMANCE REVIEW PANEL

NOTICE OF MEETING

To: Presiding Member Cr Jan Loveday Members Mayor Bill Spragg Cr Jan-Claire Wisdom Cr Ian Bailey Ms Paula Davies, Independent Member

Notice is hereby given pursuant to the provisions under Section 87 of the Local Government Act 1999 that the next meeting of the CEO Performance Review Panel will be held on:

Wednesday 5 July 2017 9.00am

63 Mt Barker Road Stirling A copy of the Agenda for this meeting is supplied under Section 87 of the Act. Meetings of the Council and Committees are open to the public and interested members of the community are welcome to attend.

Andrew Aitken Chief Executive Officer

CEO PERFORMANCE REVIEW PANEL

AGENDA FOR MEETING Wednesday 5 July 2017

9.00am 63 Mt Barker Road Stirling

ORDER OF BUSINESS

Council Vision Nurturing our unique place and people Council Mission Delivering activities and services which build a resilient community, sustain our built and natural

environment and promote a vibrant economy

1. COMMENCEMENT

2. APOLOGIES/LEAVE OF ABSENCE

2.1 Apology

Apologies were received from ………….

2.2 Leave of Absence

2.3 Absent

3. MINUTES OF PREVIOUS MEETINGS

CEO Performance Review Panel – 31 May 2017 Recommendation That the minutes of the CEO Performance Review Panel meeting held on 31 May 2017 as supplied, be confirmed as an accurate record of the proceedings of that meeting.

CEO Performance Review Panel AGENDA Wednesday 5 July 2017

4. DELEGATION OF AUTHORITY The CEO Performance Review Panel operates in accordance with the relevant sections of the Local Government Act 1999, and its Terms of Reference.

5. DECLARATION OF CONFLICT OF INTEREST BY MEMBERS OF COUNCIL

6. OFFICER REPORTS – DECISION ITEMS

6.1. 2016/2017 CEO Performance Targets Update That the report be received and noted.

7. OFFICER REPORTS – INFORMATION ITEMS Nil

8. CONFIDENTIAL ITEMS Nil

9. NEXT MEETING

The next CEO Performance Review Panel meeting will be held on Wednesday 13 September 2017 from 9.00am at 63 Mount Barker Road, Stirling.

10. CLOSE MEETING

CEO PERFORMANCE REVIEW PANEL COMMITTEE

MINUTES OF MEETING 31 MAY 2017 63 MT BARKER ROAD STIRLING

(These minutes will be confirmed at the next meeting of this Committee)

Presiding Member _________________________________________________________________________ 6 July 2017

6

Members: Presiding Member: Cr Jan Loveday Mayor Bill Spragg Cr Ian Bailey Ms Paula Davies, Independent Member (9.10am) In attendance: Andrew Aitken Chief Executive Officer Megan Sutherland Executive Manager Organisational Development Lachlan Miller Executive Manager Governance & Performance

1 Commencement The meeting commenced at 9.05am.

2 Apologies/Leave of Absence

2.1 Apology An apology was received from Cr Jan-Claire Wisdom.

2.2 Leave of Absence Nil

2.3 Absent Nil

3 Previous Minutes

3.1 CEO Performance Review Panel Meeting – 9 March 2017 Moved Mayor Bill Spragg S/- Cr Ian Bailey

8/17

That the minutes of the CEO Performance Review Panel meeting held on 9 March 2017 as supplied, be confirmed as an accurate record of the proceedings of that meeting. Carried Unanimously





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4 Delegation of Authority The CEO Performance Review Panel operates in accordance with the relevant sections of the Local Government Act 1999, and its Terms of Reference.

5 Declaration of Interest by Members of the Committee Nil

6 Officer Reports – Decision Items 9.10am Ms Paula Davies entered the meeting.

6.1 2016-17 CEO Performance Targets Update Moved Cr Ian Bailey S/- Mayor Bill Spragg

9/17

The Panel resolves that the report be received and noted.

Carried Unanimously

6.2 Internal Process proposed for CEO Performance Review 2017 Moved Mayor Bill Spragg S/- Cr Ian Bailey

10/17

That the Panel resolves: 1. That the report be received and noted

2. That the Panel recommends to Council to undertake the 2017 CEO performance review using the internal process proposed in Appendix 1 with the CEO Performance Review Panel members as the reviewers.

Carried Unanimously





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6.3 Proposed 2017-2018 CEO Performance Targets Moved Cr Jan Loveday S/- Mayor Bill Spragg

11/17

That the Panel:

1. Receives and notes the report

2. Recommends to Council to adopt the suite of performance targets as presented in Appendix 1 of this report.

Carried Unanimously

7 Confidential items Nil

8 Next Meeting The next ordinary meeting of the CEO Performance Review Panel will be held at 9.00am on Wednesday 6 July 2017 at 63 Mount Barker Road, Stirling.

9 Close Meeting The meeting closed at 10.06am.

ADELAIDE HILLS COUNCIL CEO PERFORMANCE REVIEW PANEL

Wednesday 5 July 2017 AGENDA BUSINESS ITEM

Item: 6.1 Originating Officer: Andrew Aitken, Chief Executive Officer Subject: 2016-17 CEO Performance Targets Update For: Decision

SUMMARY

The role of the CEO Performance Review Panel includes reviewing the performance of the CEO, in particular the performance against the Performance Targets and to undertake a review of the CEO’s Targets to ensure they remain relevant, achievable and aligned to Council’s strategic objectives. This report provides an update on activities against the Chief Executive Officer’s Targets.

RECOMMENDATION

The Panel resolves that the report be received and noted.

1. GOVERNANCE Strategic Management Plan

Goal Organisational Sustainability Key Issue Governance We diligently adhere to legislative requirements to ensure public accountability and exceed these requirements where possible. Legal Implications The CEO Performance Review Panel is a Section 41 Committee of Council under the Local Government Act 1999. This report summarises progress against the established and agreed Performance Targets for 2016-17, and forms part of the performance review process to ensure the CEO is provided with a fair and consistent performance review process that would stand up under scrutiny.

Adelaide Hills Council – CEO Performance Review Panel Meeting 5 July 2017 2016-17 CEO Performance Targets Update

Risk Management Implications The CEO Performance Targets update is an important control in managing the risks of: Deficient CEO performance review practices result in a lack of accountability and loss of stakeholder confidence.

Inherent Risk Residual Risk Target Risk

Medium (3C) Medium (3D) Medium (3D)

Note: there are many other controls that also assist in managing this risk.

Non-achievement of CEO KPIs result in loss of community benefit and/or opportunities and/or stakeholder confidence.

Inherent Risk Residual Risk Target Risk

High (3B) Medium (3D) Medium (3C)

Note: there are many other controls that also assist in managing this risk.

Financial and Resource Implications There are no financial or resource implications in reporting on projects against the CEO Performance Targets. Customer Service and Community/Cultural Implications There is a community expectation that the CEO will manage the organisation’s human, financial and physical resources to ensure the best outcomes for the community. There is a community expectation that the CEO is accountable to and performs against the agreed Targets. Environmental Implications Not applicable. Community Engagement/Consultation Not applicable.

2. BACKGROUND As part of the 2016 performance review process, 2016-17 Performance Targets were established for the CEO and adopted by Council on 22 November 2016.

Adelaide Hills Council – CEO Performance Review Panel Meeting 5 July 2017 2016-17 CEO Performance Targets Update

3. ANALYSIS

This item enables an interim analysis of the suite of existing Performance Targets with a view to reviewing priorities and existing timeframes of individual Targets. It also provides opportunity for the CEO to update the CEO Performance Review Panel on the progress against the Targets to date and identify any issues for consideration.

4. OPTIONS

1. That the report be received and noted. 2. That the Panel makes alternative/additional recommendations to Council relating to

the current suite of Performance Targets.

5. APPENDIX

1. 2016-2017 CEO Performance Targets Update

Appendix 1 2016 - 2017 CEO Performance Targets Update

CEO PERFORMANCE TARGETS 2016-2017

CEO KPI Update Issued: July 2017 Review: August 2017

Electronic version on the Intranet is the controlled version Printed copies are considered uncontrolled. Before using a printed copy, verify that it is the current version.

Page 1 of 2

Governance Responsible Officer Update

1. Review Section 41 committee and Advisory Group structures to promote the achievement of the Strategic Plan

Lachlan Miller IN PROGRESS: The Council and Administration’s leadership groups have conducted preliminary workshops on the effectiveness and efficiency of the current s41 and Advisory Group arrangements and the consideration of alternative structures. The CEOPRP and Audit Committee have reviewed their terms of reference for input to the review. The next steps are to analyse the input to date to prepare draft structural options for further workshopping. At the May 2017 CEOPRP meeting, the project timeframe was revised to August 2017 due to other competing priorities (specifically Elector Representation Review and associated complaint and decision reviews) impacting the timeliness of project completion.

Strategic Planning

2. Develop a rolling forward plan for three years of the key projects/initiatives to be undertaken in support of the Strategic Plan and budget/LTFP.

Terry Crackett COMPLETED: Final update provided last meeting.

People and Organisational Culture

3. Review and update the Corporate Plan to retain a focus on leadership and people development, customers, systems, innovation and measurable improvement.

Megan Sutherland IN PROGRESS: The Corporate Plan Review Team has continued to meet and update the draft plan. The document is being finalised for Executive Leadership Team review.

Stakeholder Management and Communities

4. Develop a plan to create arts and culture hubs across Council.

Lynne Griffiths IN PROGRESS: Staff are progressing a review of existing arts support throughout the district and will utilise outcomes from the recent community engagement for the creation of an Arts & Heritage Hub at Lobethal. In June, a public discussion workshop was held in Balhannah to inform this project with community input. A meeting was also held with the Chair and Executive Officer of the Hahndorf Academy as part of ensuring we are aware of what support is being provided just outside our district. A report on ways the Council can best support the arts and the need for additional hubs, in line with the agreed scope for this goal, is still on track to be provided to the Council in September.

CEO PERFORMANCE TARGETS 2016-2017

CEO KPI Update Issued: July 2017 Review: August 2017

Electronic version on the Intranet is the controlled version Printed copies are considered uncontrolled. Before using a printed copy, verify that it is the current version.

Page 2 of 2

5. Explore options for increasing Council’s digital footprint and facilitating public internet access in townships.

Terry Crackett IN PROGRESS: A cross functional project team has been established and key outcomes for the initiative developed. Preparation of a briefing paper has now commenced and team members have been gathering information and creating content for a Council workshop scheduled in August 2017. The key topics of the workshop will be focused on increasing Councils’ Digital Footprint and Facilitating Public Internet Access in Townships through:

what we’ve completed so far;

what we are currently doing; what we would like to do; and working with other relevant initiatives (eg the South Australian Tourism Commission’s WiFi project)

6. Update AHC’s emergency management arrangements into a consolidated Emergency Management Plan.

Lachlan Miller IN PROGRESS: Workshop sessions on the revised State Emergency Management Plan (SEMP), zone and local arrangements have been conducted with Council Members and the Administration leadership group. The latter has also undertaken brainstorming of the potential contents of the Emergency Management Plan (EMP) based on the lessons from the recent storm/flood events. Benchmarking of EMP and Business Continuity Plan arrangements with the LGA and neighbouring councils is underway. There are a number of concurrent emergency management-related projects occurring across the LG sector and these are likely to have an impact on Council’s EMP. The timing of September 2017 for the Phase 1 EMP is still achievable.

Customer Service and Experience

7. Review and update the composition of Tier 1 Service Standards in consultation with (and supported by) Council.

Jess Charlton COMPLETED: Final updated provided last meeting.

8. Establish and promote an on-line schedule of programmed maintenance.

Peter Bice IN PROGRESS: Work is underway on developing an on-line schedule for programmed maintenance which encapsulates a broad range of our maintenance activities across the region. We are currently redesigning the Engineering and Assets components of the website, including a quick link from the homepage to provide ease of access to the information once developed. The focus will then turn to finalising the online programme, which will include a 2 week forward plan for reactive works, with annual programs being developed in alignment with the 2017/18 Annual Business Plan and Budget. Subsequent programs and functionality will be enhanced through the Asset Management System currently being implemented.

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