gympie regional council - gympie council€¦ · post-election minutes 23 april 2020 page 6 of 34...

GYMPIE REGIONAL COUNCIL

MINUTES

of the

POST-ELECTION MEETING

CHAIRMAN: Cr GC Hartwig (Mayor)

Held in the Boardroom

Town Hall

2 Caledonian Hill

Gympie Qld 4570

On Thursday, 23 April 2020

At 9.00am

I I I I I

GVMPIE ~ REGIONAL

COUNCIL ~

Post-Election Minutes 23 April 2020

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Gympie Regional Council POST-ELECTION

Mayor GC Hartwig (Chairman)

Crs J Milne, NG Jensen, SA Waldock, BM Devereaux, DH Stewart, HT Smerdon,

WA Polley and RA Fredman.

CONTENTS:

ACKNOWLEDGEMENT ....................................................................................................................... 3

OPEN WITH PRAYER .......................................................................................................................... 3

SECTION 1: APOLOGIES / LEAVE OF ABSENCE ............................................................................ 3

SECTION 2: DISCLOSURE OF INTERESTS ...................................................................................... 3

SECTION 3: CONFIRMATION OF MINUTES .................................................................................. 3

SECTION 4: OFFICE OF THE CEO .................................................................................................... 4

4.1 MAYORAL DECLARATION AND STATEMENT .............................................................................................................................. 4

4.2 COUNCILLOR DECLARATION AND STATEMENTS ....................................................................................................................... 6

4.3 APPOINTMENT OF DEPUTY MAYOR ......................................................................................................................................... 11

4.4 MEETING PLACE, FREQUENCY AND DATES .............................................................................................................................. 12

4.5 PORTFOLIOS ................................................................................................................................................................................ 14

4.6 APPOINTMENT OF REPRESENTATIVES ON VARIOUS COMMITTEES AND ORGANISATIONS ................................................ 17

4.7 EXTENSION OF APPOINTMENTS TO AUDIT AND RISK MANAGEMENT COMMITTEE - INDEPENDENT MEMBERS............. 20

SECTION 5: ATTACHMENTS......................................................................................................... 23

4.5 PORTFOLIOS

ATTACHMENT 1 COUNCILLOR PORTFOLIO POLICY ..................................................................................................... 24

4.7 EXTENSION OF APPOINTMENTS TO AUDIT AND RISK MANAGEMENT COMMITTEE - INDEPENDENT MEMBERS

ATTACHMENT 1 BACKGROUND INFORMATION - INDEPENDENT ARMC MEMBERS ............................................... 26

ATTACHMENT 2 AUDIT AND RISK MANAGEMENT COMMITTEE CHARTER ............................................................... 27

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The meeting commenced at 9.00am.

PRESENT: Mayor Cr GC Hartwig (Chairman), Crs J Milne, NG Jensen, SA Waldock,

BM Devereaux, DH Stewart, HT Smerdon, WA Polley and RA Fredman.

Also in attendance were Chief Executive Officer (Mr B Smith), Governance Manager (Mr B

Hayes) – and Minutes Clerk (Ms S Lowe).

ACKNOWLEDGEMENT

Cr Stewart gave the following acknowledgement:

Let me acknowledge the traditional owners of the land on which we meet today, I pay my

respects to the elders of the past, present and emerging.

OPEN WITH PRAYER

Senior Pastor Dean Comerford, Gympie Community Church offered a prayer for the

advancement of the region and the true welfare of its people.

One Minute’s silence for family and friends of deceased residents of the region.

The Mayor also noted celebrations of ANZAC day and the appreciation for men and women

of our defence force and emergency services that will not be recognised publicly as they are

used to.

As we go about our days we take some time over the coming days especially on Saturday to

remember their sacrifice. We are here today as a direct result of their work, their effort, their

toil, and their sacrifice.

Democracy that has put you in your seat was hard fought and won by many people and we

should never forget that.

SECTION 1: APOLOGIES / LEAVE OF ABSENCE

SECTION 2: DISCLOSURE OF INTERESTS

SECTION 3: CONFIRMATION OF MINUTES

The Minutes of the Gympie Regional Council Ordinary Meeting held on 4 March 2020 and

Special Meeting held on 24 March 2020 will be confirmed at the next Ordinary Meeting of

Council.

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SECTION 4: OFFICE OF THE CEO

4.1 Mayoral Declaration and Statement

PORTFOLIO: Governance, Finance, ICT and Disaster Management

DIRECTORATE: Office of the CEO

DOC ID:

LINKS TO CORPORATE/OPERATIONAL PLAN

STRATEGIC THEMES:

5. Our Organisation - accountable, responsive, efficient and innovative

Mayor Glen Hartwig made his Declaration of Office at the meeting.

Statement:

Congratulations to incumbent and newly elected councillors.

Firstly, to incumbents, the people of your division re-affirmed their faith in you. In this

Council, you have larger responsibilities than normal compared to most other councils. To

new councillors, the residents in your division feel you are the best to represent them; a

tremendous achievement. Be patient - look learn and listen.

Today is a very special day for you and your families. We embark on a journey in local

government together. It can be a rewarding process and I hope the next four years brings

you much satisfaction. There are many difficult decisions ahead – some won’t be popular. But

if we base our decision making on firm principles, people may not agree but they will

understand.

Many people have unrealistic expectations of you; some you cannot meet. My suggestion is

you be curious, ask questions, expect honest answers and understand at all times you are

spending someone else’s money. We may not get it right every time but we will take

responsibility.

As a group, we need to move this organisation towards openness, honesty and

transparency. I look forward to working with you and all staff. There are exciting times ahead.

Yes COVID-19 will create problems for our Council, but in spite of that there is tremendous

opportunity. This region’s people have a community spirit like no other. Our diversity, beach

to bush provides unequal lifestyle and growth potential. We have the best people in the best

locations – bar none. This region is a great place to live, raise a family and enjoy life.


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Changes we can make as a council can make it even better, but this will require tough

decisions. I look forward to being Mayor for the whole region, treating people equally,

without favour. This region can grow and prosper and I am excited to harness our potential.

Let this Council, be a Council for the whole region.

Without support I would not be here today. It is humbling to be elected your Mayor and I

take the responsibility of office very seriously. I hope over the next four years to justify the

faith you have shown in me.

Finally, to my friends and family, and particularly my children who have walked with me

through the last four difficult years, thank you for your support. Most importantly, my

greatest appreciation is for Talitha. No one is more wonderful than you. Thank you for

letting me hold your hand.

This is an honour to represent this region and I look forward to fulfilling my obligations and

responsibilities as Mayor.

Thank you.


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4.2 Councillor Declaration and Statements



DOC ID:


STRATEGIC THEMES:


The Councillors made their Declaration of Office at the meeting.

Statements:

Cr Dan Stewart

I would like to thank the many people who encouraged me, assisted me, guided me and were

to volunteer for me during the election but for a virus.

Division 5 which I represent is the most diverse division in the region, equally rural, urban and

industrial. Like all councillors I seek to make wise decisions not just for the division but for

the whole region.

During the campaign I outlined my priorities as follows:

1. Budget responsibility, including life-time costing of projects, review of master plans

and similar, and making our rating system fairer. We need to ensure we spend within

the means of the region.

2. We need to consider water security as the region approaches using its annual water

allocation. How can we better manage demand and find new affordable sources of

water.

3. Libraries and active recreation are traditional responsibilities of Council. They are vital

if we want a healthy community, a smarter workforce and our children to achieve their

potential.

4. Roads, where I had two main concerns:

I. Continued improvement in the maintenance of gravel roads;

II. Renewal and widening of single-lane bitumen roads. On the later, the first

petition this council will receive is on this very priority.

I look forward to working with the five new councillors as well as the returning councillors,

including mayor Hartwig. I look forward to open, honest and robust debate over the next 4

years as we work with staff to help build an even better region.


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Cr Bob Fredman

Mr Mayor my brief statement is to thank the people of Division 8. I am grateful for the trust

they put in me and I hope to repay the debt many times over. Thank you.

Cr Hilary Smerdon

Mr Mayor, fellow Councillors

I would firstly like to thank my family and friends for their support throughout the election.

My thanks go especially to the residents of Division 6 for their show of support in re-electing

me to represent them for another 4 years. I don’t take the role of councillor lightly and will

continue to work hard, listen and represent my division and the region as a whole.

I would also like to congratulate the Mayor and my fellow councillors on their success in

being elected and look forward to having a good working relationship with them. The next 4

years will be difficult with some hard decisions needing to be made which will be popular

with some but not all. But they have to be made to get this great region back to where it

should be.

In my opinion we need to do the basic services first and give the rate payers value for money.

We need to let the rest of the world know that Gympie is open for business and we welcome

new business and Council will in every way it can to assist these businesses to get established

in this region. We also need to look after our existing businesses, especially our primary

producers who have always been the backbone of this region.

During the election campaign I promised the residents of this region Honest Open

Dependable representation and I intend to deliver on these promises. I believe we have the

councillors to lead this region out of the financial lows we are now in, reign in excessive

spending and bring our budgets back in the black. We have the added hardship now with the

Corona Virus but with good management, this region will thrive once again.

Cr Dolly Jensen

I am honoured to be elected to this position by the people of Division 2. It was an unusual

campaign with lots of restrictions and it certainly wasn’t without the help of all my friends

and family.

I sincerely thank my husband Graeme for his unconditional love and ongoing support every

day. It’s going to be a rough start for us all, beginning in the middle of a pandemic but I

believe we have a strong team of councillors and with small and careful steps we can work

through this and many other concerns and restore the people’s trusts. For the first time in

years the region has hope.


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Cr Bruce Devereaux

Not only can my wife and kids not be here today to celebrate my accepting this position due

to social distancing, for five weeks they’ve been self-isolated in our home while I’m living in

our bus, so I haven’t been able to celebrate much with them there either.

That being the case it feels additionally special to be able to say via Live Streaming and in

front of our whole community, thank you Tracey - you make life worth living - and thank you

Grace, Joshua, Molly, Sophie and Emily.

And Mishi and Izzy, and Geoffrey, Liz and Eddie, and Jason, Belinda, Joel and Riley, and

Shane, Shelley, Harry, Lily and Annabelle, and Kez and Daz, and Ken and Carmel and Great

Grandma Edna Lawrence, and my mother, Judy, - ‘no, I love you more, Mum’ - and my Dad,

Geoffrey, who I wish could be here to witness this moment but who left us last September. I

miss you, Dad.

And, why not, a call out to the rest of my enormous, supportive, hilarious and slightly barmy

family too. But mainly, you lot still at home who I just want to hug right now.

For nearly a year you’ve had to weather a Dad who's been a little more preoccupied with

reading a computer screen than normal. And to be completely upfront here, due to my

blogging and online work, normal screen time for me was already quite substantial.

To the three candidates I stood against for this seat – Rae Gate, Wayne Sachs and my learned

colleague, Dr Daryl Dodt - thank you. Each of you brought something unique to the

conversation this election and each of you have served our wonderful community at some

point in the recent past.

I can only hope to achieve as much in my term.

I also want to thank the many people in our community who came forward with a little advice

and a little information and a little encouragement during my campaign. Too many to name

in a two-minute speech, but you know who you are and you know how grateful I am.

Finally, I wish to humbly express my gratitude to people of Division 4 who had faith enough

in the conviction of my message to put me in this room with these other Gympie Regional

councillors.

You can't know how humbling that is. And how empowering.

This pandemic might slow things down regarding some of my talking points but it won't

change my focus.

We will come through this mess at some point and be looking to reboot, rebuild and grow

our Gympie Region. The whole region.


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Be assured over the coming months, none of us will be negotiating this crisis alone. I truly

look forward to doing the job you've entrusted to me.

Cr Warren Polley

Psalm 122 paraphrased. A Psalm for the Gympie Region

I was glad when they said to me,

We will go up and assemble in Gympie.

Our feet are now standing within your gates.

Gympie, what a strong and beautiful city you are!

The people from afar go up there.

The people of the Lord give thanks to His name there.

May her leaders sit in Chambers and make wise decisions.

Pray for the peace of Gympie,

May those who love her prosper

May there be peace inside her borders

May there be prosperity within her region

For the sake of my family and neighbours, I will pray,

May there be peace in You!

For the sake of those who love the Lord, I will pray,

for Gympie to prosper. I will work for your good.

Cr Jess Milne

Mr Mayor, fellow Councillors, staff and everyone watching.

I am humbled that the residents of Division 1 have invested their trust in me to serve the

Cooloola Coast while fulfilling my responsibilities and obligations as an elected

representative. It is a great honour to be standing in Chambers and I believe it is a testament

that if you work hard, use integrity and keep positive, anything is possible. I will be making

every effort to see good projects delivered and future planning exclusive. In Division 1 it will

include reviving the tourism industry in Tin Can Bay and Rainbow Beach and developing

Cooloola Cove to be the heart of the Cooloola Coast.

But I would like to take this time to acknowledge everyone that has supported me in my

journey to becoming a Councillor. There are too many to name, so to you all I say thanks for

your kindness and assistance. My partner Harley has been my shoulder of support through

the years and I wouldn’t be standing here today if it wasn’t for his patience. My two girls,

Bonnie and Jackie, are the reason I am so passionate about effective communication,

informed decision making and sustainable strategies as they are the next generation we are

planning for.


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I would also like to take this moment to pay respects to those who in life gave me wise

words, inspiration by example and the courage to speak up. In memory their positive

influence will drive my determination to persevere through challenging times and to fight for

what is right.

COVID-19 has caused devastating economic impact, community disruption and loss.

Navigating through this will require leaders to be adaptable and have foresight. I believe the

diversity of representation in this room will enable the Gympie Region to move forward with

collective community consideration and I look forward to building our future with my fellow

councillors and council staff under the leadership of Mayor Glen Hartwig.

Thank you.


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4.3 Appointment of Deputy Mayor



DOC ID:


STRATEGIC THEMES:


1. REPORT

It is a requirement under s175(2) of the Local Government Act 2009 that Council must, by

resolution, appoint a Deputy Mayor from its Councillors (other than the mayor) at the post-

election meeting.

M01/04/20

Moved Cr NG Jensen Seconded Cr BM Devereaux

That Councillor Smerdon be appointed Deputy Mayor for Gympie Regional Council.

Carried

FOR: Cr HT Smerdon, Cr DH Stewart, Cr RA Fredman, Cr NG Jensen, Cr GC Hartwig, Cr SA

Waldock, Cr WA Polley, Cr J Milne and Cr BM Devereaux

AGAINST: Nil


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4.4 Meeting Place, Frequency and Dates



DOC ID:


STRATEGIC THEMES:


1. REPORT

The requirements of s256(1) of the Local Government Regulation 2012, as part of the post-

election meeting agenda Council is required to set the dates, times and location for its future

meetings.

Under the Local Government Regulation 2012 Council has a requirement to set meeting

dates:

S257 Frequency and place of meetings

(1) A local government must meet at least once in each month.

Council has reviewed its corporate reporting framework and the following meeting schedule

aligns with the monthly reporting framework in order to ensure the Council receives key

financial and other corporate reports at the optimal time.

It is proposed that Ordinary Meetings will generally be held every fourth Wednesday

commencing at 9.00am in the Boardroom, Town Hall, 2 Caledonian Hill, Gympie, unless

otherwise determined.

Councillor Workshops & Briefings

The purpose of the Workshop and Councillor Briefing is to:

provide general information

canvas opinions on issues

seek feedback on issues

identify any further clarification Council may require with regard

to future Council agenda items

facilitate information sharing


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To comply with the Local Government Regulations 2012 S257 (1) the following monthly

meeting cycle is recommended for adoption.

Free - week 1;

Councillor Workshop/Councillor Briefing – week 2;

Free - week 3;

Council Ordinary Meeting – week 4;

Additional special purpose Workshop or site inspection/tour can be scheduled if required.

A Schedule of meeting dates for the period May through December 2020 has been provided

in the recommendation below for Council’s consideration.

M02/04/20

Moved Cr DH Stewart Seconded Cr WA Polley

That:

1. The Ordinary Meetings of Council be held at 2 Caledonian Hill, Gympie, more

generally known as the Town Hall situated at the Five Ways, Gympie.

2. Councillor Workshop/Councillor Briefing sessions be conducted every second

Wednesday of the month commencing at 9.00am unless otherwise determined.

3. Council Ordinary Meetings be conducted every fourth Wednesday of the month

commencing at 9.00am unless otherwise determined.

4. The meeting dates for the months of May to December 2020 be set as follows:

Wednesday, 13 May 2020 Councillor Workshop/Councillor Briefing

Wednesday, 27 May 2020 Ordinary

Wednesday, 10 June 2020 Councillor Workshop/Councillor Briefing

Wednesday, 24 June 2020 Ordinary

Wednesday, 8 July 2020 Councillor Workshop/Councillor Briefing

Wednesday, 22 July 2020 Ordinary

Wednesday, 12 August 2020 Councillor Workshop/Councillor Briefing

Wednesday, 26 August 2020 Ordinary

Wednesday, 9 September 2020 Councillor Workshop/Councillor Briefing

Wednesday, 23 September 2020 Ordinary

Wednesday, 14 October 2020 Councillor Workshop/Councillor Briefing

Wednesday, 28 October2020 Ordinary

Wednesday, 11 November 2020 Councillor Workshop/Councillor Briefing

Wednesday, 25 November 2020 Ordinary

Wednesday, 9 December 2020 Ordinary

5. Further that the schedule be reviewed at the July Workshop.

Carried



AGAINST: Nil


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4.5 Portfolios



DOC ID:


STRATEGIC THEMES:

1. Our Infrastructure - well planned, integrated and safe

2. Our Community - active, diverse, creative and engaged

3. Our Economy - dynamic, productive and resilient

4. Our Environment - sustainable, well-managed and accessible


1. REPORT

Council needs to determine the allocation of Portfolios.

The previous Portfolios were:

Governance, Finance, ICT and Disaster Management –

Planning and Development

• Strategic Planning

• Statutory Planning

• Environmental Health

• Local Laws

• Building Services

Infrastructure Services

• Road and Drainage Infrastructure

• Design Services

• Traffic Management

Economic Development

• Economic Development Strategy

• Industry Development

Tourism, Environment and Special Projects

• Open space and Recreation Planning

• Parks

• Sporting Facilities

• Aquatic Facilities


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Water, Sewerage and Waste Management

• Strategic Planning

• Operations

• Waste Management

Business Activities and Sport

• Saleyards

• Airport

• Small business engagement

• Civic Centre/Pavilion

Community Development

• Community Partnerships

• Libraries

• Customer Contact

• Community Projects

Arts, Culture and Open Space

• Heritage

• Parks and Open Spaces

• Arts and Culture

The current Councillor Portfolio Policy is attached for information.

ATTACHMENTS

⇩1. Councillor Portfolio Policy

M03/04/20

Moved Cr BM Devereaux Seconded Cr HT Smerdon

That the Councillors be appointed to the following portfolios as outlined below:

Disaster Management ………..……………………………………….. Mayor GC Hartwig

Planning and Economic Development………….Mayor GC Hartwig, Cr HT Smerdon,

Cr SA Waldock

Finance……………………………………………………. Cr DH Stewart, Cr BM Devereaux

Infrastructure Services……………………..Cr RA Fredman, Cr WA Polley, Cr J Milne

Arts Culture and Open Space, Business Activities and Sport……... Cr DH Stewart,

Cr SA Waldock, Cr NG Jensen

Water and Sewerage, and Waste Management …... Cr HT Smerdon, Cr WA Polley


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Governance and ICT ……………………………….… Cr RA Fredman, Cr BM Devereaux

Community Development …………………………………………………….. Cr NG Jensen

Tourism, Environment and Special Projects …………………………………. Cr J Milne

Carried



AGAINST: Nil


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4.6 Appointment of Representatives on Various Committees and

Organisations



DOC ID:


STRATEGIC THEMES:

2. Our Community - active, diverse, creative and engaged

4. Our Environment - sustainable, well-managed and accessible


1. BACKGROUND AND PREVIOUS COUNCIL CONSIDERATION

At the commencement of each term of Council representatives are appointed to active

committees and organisations that require a Councillor representative.

2. REPORT

A review of all external committees and working groups has been undertaken and the

following groups do not specifically require a Councillor representative on the committee or

are no longer active.

External Committees

Bush Fire Hazard Committee

Cooloola Coast Care

Gympie and District Landcare

Gympie and District Historical Society

Gympie Recreation Association

Kilkivan and District Museum

Kilkivan Showgrounds

Kilkivan Swimming Pool Management Committee

One Mile Sports Association

Regional Animal Advisory Committee

Arts and Culture Reference Panel

Senior Citizens Centre Management Committee

Tansey Showgrounds

Gympie Region Fire Brigade Finance Committee

Coast Guard Tin Can Bay


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Council Advisory/Working Groups

Airport Management Committee (operations)

City Farm Committee

Destination Gympie Region Tourism Advisory Committee

Saleyards Committee

Wide Bay Burnett Sport and Recreation Advisory Committee

The following list of Committees and Organisations are active and require Councillor

representation:

External Committees

Gympie Cemetery Trust............................................................................................................... (1 x Councillor)

GRC Local Disaster Management Group (Chairperson and Deputy Chairperson)

Heritage Sub Committee .......................................................................................................... (2 x Councillors)

Mary River Catchment Coordinating Committee ............................................................. (1 x Councillor)

Wide Bay/Burnett Regional Organisation of Councils .............Mayor and CEO as per constitution

however an additional councillor can be appointed.

Wide Bay Burnett Regional Road Group………………………… ...................... (Mayor and 1 x Councillor)

Access Advisory Committee ........................................... ..... .................................................... (1 x Councillor)


Audit and Risk Management Committee ........................................................................... (2 x Councillors)

Traffic and Road Safety Committee .................................................................................... (2 x Councillors)

Waste Management and Resource Recovery Strategy Advisory Committee .......................................

.... (portfolio Councillor and one other Councillor) (Mayor as ex officio member)

Weed and Pest Advisory Committee ................................................................................... (2 x Councillors)

Water Business Unit – Technical Advisory Group........................... (Portfolio Councillor and Mayor)

The intent of these appointments is that each Councillor report to a Councillor Workshop two

times per year.


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M04/04/20

Moved Cr HT Smerdon Seconded Cr SA Waldock

That the following Councillors be appointed to the various committees and

organisations as follows: -

External Committees

Gympie Cemetery Trust ............................................ Cr SA Waldock and Cr BM Devereaux

GRC Local Disaster Management Group………………………… ....Mayor and Deputy Mayor

Heritage Sub Committee ................................................................................ Cr RA Fredman

Mary River Catchment Coordinating Committee ................................................. Cr J Milne

Wide Bay/Burnett Regional Organisation of Councils................................ Mayor and CEO

Wide Bay Burnett Regional Road Group ................................... Mayor and Cr HT Smerdon

Access Advisory Committee ............................... .... ......................................... Cr WA Polley


Audit and Risk Management Committee ................ Cr RA Fredman and Cr BM Devereaux

Traffic and Road Safety Committee .................................. Cr NG Jensen and Cr WA Polley

Waste Management and Resource Recovery Strategy Advisory Committee ......................

................ Cr WA Polley and Cr SA Waldock (Mayor as ex officio member)

Weed and Pest Advisory Committee ........................... Cr HT Smerdon and Cr SA Waldock

Water Business Unit – Technical Advisory Group......................... Cr WA Polley and Mayor

Carried



AGAINST: Nil


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4.7 Extension of Appointments to Audit and Risk Management Committee -

Independent Members



DOC ID:


STRATEGIC THEMES:


1. BACKGROUND AND PREVIOUS COUNCIL CONSIDERATION

Minute M08/06/16 appointed Mr Jason Powell and reappointed Mr Hayden Wright as

independent members of Council’s Audit and Risk Management Committee (ARMC) through

to the conclusion of the 2016-2020 quadrennial term of Council. Minute M11/7/18 re-

appointed Ms Angie Condon-Smith as the independent Chairperson of the ARMC through to

31/12/2021.

Given the new term of Council, in the interest of continuity of informed operation of the

ARMC, it is proposed to seek endorsement of an extension to the ARMC appointments for

Mr Wright and Mr Powell through to the end of the current calendar year. Further extensions

can be considered at that time.

Council last considered the composition of its ARMC by way of review of the Committee’s

Charter at the 25 September 2019 Ordinary Meeting, refer Minute M07/09/19.

2. REPORT

Under section 105 of the Local Government Act 2009 (Act), Council is required to have an

audit committee that -

(a) monitors and reviews—

(i) the integrity of financial documents; and

(ii) the internal audit function; and

(iii) the effectiveness and objectivity of the local

government’s internal auditors; and

(b) makes recommendations to the local government about

any matters that the audit committee considers need

action or improvement.

Section 210 of the Local Government Regulation 2012 (Regulation) further requires that the

audit committee must comprise of at least 3 but no more than 6 members, including 1 but

no more than 2 of which are to be Councillors appointed by the local government.


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In adopting and periodically reviewing its ARMC Charter, Council has previously set the

composition of the committee as 2 x Councillors, with 3 x independent committee members,

including an independent chairperson. This was last reviewed in September 2019 via Minute

M07/09/19. The Charter states that independent members of the Committee will be

appointed for a four-year term on a rotational basis using a staggered annual appointment

process.

Noting the current independent chairperson has been appointed through to 31 December

2021, and the 2 x independent committee members’ appointments both expired with the

conclusion of the 2020 quadrennial election, it is considered appropriate to extend the term

of appointment for both independent committee members through to the end of the current

calendar year to allow immediate informed continuity of the ARMC’s function. The next

meeting of the ARMC is due to be held on the 26th May.

A further review of these appointments can be considered by Council prior to December

2020.

Background information on both of the above independent committee members is included

as an attachment to this report for the information of Councillors.

Councillor appointments to the ARMC are to be considered separately at today’s meeting.

3. BUDGET IMPLICATIONS

The cost of operating the ARMC forms part of Council’s annual budget considerations. No

additional costs are incurred via the proposed recommendation

4. POLICY IMPLICATIONS

The ARMC is a legislative requirement for Council. The Committee operates in accordance

with its Charter and the mandatory requirements under the Act and Regulation.

5. CONSULTATION

Chief Executive Officer

Independent Chairperson of the ARMC

Manager Governance

6. CONCLUSION

To maintain continuity of the informed operation of Council’s ARMC it is recommended that

the appointment of the two independent committee members identified in the report be

extended through to 31 December 2020.

ATTACHMENTS

⇩1. Background Information - Independent ARMC Members

⇩2. Audit and Risk Management Committee Charter


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M05/04/20

Moved Cr RA Fredman Seconded Cr HT Smerdon

That the appointment of Mr Hayden Wright and Mr Jason Powell as independent

members to Council’s Audit and Risk Management Committee be extended through to

31 December 2020.

Carried



AGAINST: Nil


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Post-Election Minutes 23 April 2020 :I~ GVMPIE

} REGIONAL COUNCIi.

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SECTION 5: ATTACHMENTS

4.5 Portfolios

ATTACHMENT 1 COUNCILLOR PORTFOLIO POLICY ................................................................................. 24

4. 7 Extension of Appointments to Audit and Risk Management Committee -Independent Members

ATTACHMENT 1 BACKGROUND INFORMATION - INDEPENDENT ARM( MEMBERS .......................... 26

ATTACHMENT 2 AUDIT AND RISK MANAGEMENT COMMITTEE (HARTER ........................................... 27

There being no further business the meeting closed at 9.42am

Confirmed this TWENTY-SEVENTH day of MAY 2020

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Item 4.5 Portfolios

Attachment 1 Councillor Portfolio Policy

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GYMPIE

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-..!E> LOCAL GOVERNMENT POLICY

COUNCILLOR PORTFOLIO POLICY

1.0 Introduction

Assigning Councillors to Portfolios ensures:

1.1 The workload associated with being an elected member is shared across all Councillors; 1.2 The Councillor's individual skills, knowledge and background are utilised by linking them to an area

of interest; 1.3 Ratepayers can identify which Council lor to approach according to the strategic issue at hand; 1.4 Informed discussion is generated by the whole of Council; 1.5 Councillors act as sounding boards for strategic issues and suggestions from senior officers.

members of the public, and other Councillors relating to their portfolio; and 1.6 Counci llors are seen to be reporting back to the community.

The portfolio system is a way of spreading responsibility and profile across all Councillors.

2.0 Policy Implementation/Councillors Portfolio Guidelines

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2 .1 Objectives

2.1.1 Council will be better informed by the portfolio holder who wi ll have a more int imate understanding of the portfolio's strategic activities and issues than Councillors generally.

2.1.2 The Portfolio Councillor wi ll be able to speak with knowledge on strategic matters and proj ects in his/her portfol io at Council meetings and publicly if requested to by the Mayor.

2.1.3 The Councillor's individual skills, knowledge, background and specific area of interest are utilised.

2.1.4 Ratepayers may identify which Councillor to approach according to the strategic interest at hand.

2.1.5 The advantage from the Officer perspective is that the Portfolio Councillor wil l be better able to represent and understand the topical or pending issues of the portfolio area.

2.1.6 By the Portfolio Councillors giving their (and hopefully Counci l's) views regarding issues, will assist t he Officers in understanding the Council's preferences and direction.

2.2 Role of Portfolio Councillors

2.2.1 Portfolio Councillors wil l regularly meet with the relevant Directors (and senior management as deemed appropriate) to be informed on the topical issues, proposed legislative changes and industry and technology updates.

2.2.2 To be thoroughly familiar with the Community Plan and Corporate Plan, in particular the objectives and strategies for the activities within the portfolio.

2.2.3 To liaise with the community and attend meet ings, forums etc as required with regard to their portfolio.

2.2.4 To liaise with other Portfolio Counci llors regarding matters that may affect their portfol io areas.

2.2.5 To report quarterly to Council on re levant strategic activities within the portfolio. 2.2.6 Port folio Councillors wil l not independently of Council set policy or direct Officers in

carrying out their duties, including report preparat ion. Portfolio Councillors may discuss the proposed content of reports with Directors of senior Officers but the report preparation and content will always remain the Officers responsibility. It is most important that reports presented to Council are written by Officers reflecting their professional judgement.

2.2.7 Conversely, Portfolio Councillors are not responsible for the operational performance or outcomes of t he portfolio area.

Page 1 of 2 Councillor Portfolio Policy

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Item 4.5 Portfolios

Attachment 1 Councillor Portfolio Policy

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2.2.8 The communication of informat ion to Councillors in general should not change, with all Councillors being abreast of major controversial issues requiring all Councillors' knowledge for possible future Council action. Portfolio holders may advise what extra informat ion should be communicated to Council.

3.0 OTHER

3.1 The Portfolios may from time to time be amended or reallocated by Counci l. 3.2 The Portfolio system does not d iminish Councillors Statutory responsibil ities under the Local

Government Act 2009 and other relevant legislation.

Adopted by Council resolut ion M03/04/ 16.

GRC028 Page 2 of 2 Councillor Portfolio Policy

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Item 4.7 Extension of Appointments to Audit and Risk Management Committee - Independent

Members

Attachment 1 Background Information - Independent ARMC Members

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Background information on independmt AR1'1C members

Hayden Wright

Hayden Wright has been a career local govermnent officer and fonner local govemment CEO. He was appointed as Town Clerk at Caims City Council in 1988 and became the CEO at Redland Shire Council in 1993, a position he held forl0 years. Hayden was appointed to the position of executive director of the Office of the CEO at Brisbane City Council in 2003. In this role he was responsible for fonnal and legislated governance of the Council.

In 2009 Hayden commenced his own consulting practice to offer consulting services to councils and, in that capacity, has assisted and advised many cotmcils, pruticularly Indigenous councils, on managing govemance issues. In 2013 Hayden was appointed by the LGAQ as its Independent Councillor Advisor to provide confidential advice and supp01t to councillors throughout the state. Hayden cmrently chairs or is a member of a number of Councils' Audit and Risk Committees and continues to provide consulting services.

Jason Powell

Jason Powell is a Chartered Accow1tant with 16 years' experience in accounting and professional se1vices. As a Senior Manager in BDO's Sunshine Coast office, Jason specialises in providing audit and assmance se1v ices to a wide rru1ge of industry areas.

Over the course of his time in the audit and assurance sector, Jason has had the oppo1tunity to manage the audit engagements of a nmnber of ASX-listed entities, local govermnents and public sector statutory bodies.

Jason has extensive experience in risk identification and mitigation through delivering strong corporate governance structures to a range or organisations. Jason's capabilities in the provision of risk and advisory se1v ices are complimented by his experience in delivering an outsomced internal audit function for the University of the Sunshine Coast.



Members

Attachment 2 Audit and Risk Management Committee Charter

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Audit & Risk Management Committee

CHARTER

As adopted by Counci l on 25 September 201 9 - Refer Minute M07 /09/19



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AUDIT AND RISK MANAGEMENT COMMITTEE CHARTER

Role

The Gympie Regional Council (Council) has establ ished an Audit Committee as part of its responsibilities in relation to the corporate governance of the organisation and in compliance with section 105 of the Local Government Act 2009. The Audit Committee wi ll be named the Audit and Risk Management Committee (Committee).

The Audit Committee's primary function is to assist Counci l to monitor whether Council business systems and processes are operating effectively.

The objectives of the Committee include:

• assisting the Council in the governance of the organisation, and in exercising due care, diligence and skill in relation to:

o reporting of financial information; o application of accounting policies; o financial management; o the internal control system; o the risk management system; o the performance system; o policies and practices; o protection of assets; and o compliance with applicable laws, regulations, standards and best practice

guidelines.

• improving the credibility and objectivity of the accountability process;

• overseeing the effectiveness of the internal and external audit functions;

• providing a structured reporting line for internal audit and monitoring the objectivity and independence of internal audit.

• assuring the quality of internal and external reporting of financial information;

• ensuring an ethical culture has been embedded throughout the organisation;

• support measures to improve governance, risk and internal controls.

Page 2 o f 8 September 2019 Audit & Risk Management Committee Charter



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Authority

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The primary responsibility for financial and other reporting, internal control and compliance with laws, regulations and ethics within Counci l rests with management. The Audit Committee will need to liaise closely with management, internal and external auditors to carry its responsibilities.

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

• seek any information it requires from:

o any employee. o external parties.

All information requests are to be made through the Chief Executive Officer.

• obtain external legal or other independent professional advice with the agreement of the Chief Executive Officer.

Composition and tenure

The Council is responsible for the appointment of Committee members.

The Committee must consist of at least four and not more than six members including two, but no more than two, Councillors.

At least one member must have significant experience and skills in financial matters.

The Council must appoint one of the members of the Committee as Chairperson. The Chair of the Committee is critical to the overall effectiveness of the committee. The Chairperson is to be an independent Committee member ie. a non-Council lor member.

Councillors will be appointed for the term of the Council. Independent members will be appointed for a four-year term on a rotational basis using a staggered annual appointment process.

The Mayor, Chief Executive Officer and the Internal Auditor are invited to attend all meetings as permanent attendees, but have no voting rights.

The External Auditor and other Council officers should attend as required by the Committee.

Page 3 of 8 September 2019 Audit & Risk Management Committee Charter



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All requests and invites from the Committee for Council officers and contractors to attend a meeting of the Committee are to be made through the Chief Executive Officer in consultation with the Chair of the Committee.

Non-permanent invitees will be requested to attend Committee meetings only for the duration of their presentations and/or for the purpose of providing responses to queries from the Committee. The Committee Chairperson wi ll liaise with the Chief Executive Officer as required in respect to who is invited to attend the meeting for specific agenda items.

The Queensland Audit Office will be notified of the Committee's meeting schedule and invited to attend meetings of the Committee as appropriate.

Responsibilities

The Committee has no executive powers.

The Committee is directly responsible and accountable to the Council for the exercise of its responsibilities. In carrying out its responsibil ities, the Committee must at all times recognise that primary responsibility for management of the organisation rests with the Chief Executive Officer.

Members of the Committee are expected to understand and observe the legal requirements of the Local Government Act 2009 and the Local Government Regulation 2072. Members are also expected to:

• contribute the time needed to study and understand the papers provided;

• apply good analytical skills, objectivity and good judgement; and

• express opinions frankly, ask questions that go to the fundamental core of the issue and pursue independent lines of enquiry.

The functions and responsibilities of the Committee include oversight in relation to:

Corporate Governance, Compliance, Risk Management and Control Framework

• Monitor the effectiveness of: o the risk management and interna l control framework o fraud management controls and incident reporting o the corporate risk management system o key governance processes o asset management

Page4 of 8 September 2019 Audit & Risk Management Committee Charter



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• Review reports on the act1v1t1es and investigations of any significant fraud prevention and security related matters.

• Review the matters specified in Section 105 of the Local Government Act 2009 and Section 211 of the Local Government Regulation 2072.

• Review any other matters referred to it by the Chief Executive Officer.

• Review the fraud control plan and satisfy itself t hat appropriate processes and systems are in place to capture and effectively investigate fraud related information.

Financial Statements

• Review and consider the financia l statements, long term financial plan and other relevant financial reports of Council;

• Monitor whether the timeliness of preparation of the annual financial statements is appropriate;

• Monitor and consider management's compliance with statutory requirements.

Internal and External Audit

• review and monitor whether the audit process is effective;

• ensure the objectivity and independence of the audit functions;

• monitor and review audit plans, reports and activities;

• ensure auditors receive the timely cooperation of all levels of management;

• review and resolve differences of opinion between audit and management;

• critically review timely and reasonable implementation of management's agreed upon responses to audit's recommendations, findings and advice;

• ensure there are no restrictions placed on the audit functions by management;

• review the adequacy of internal audit resources.

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Reporting Responsibilities


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The Committee will, as soon as practicable aher a meeting of the Committee, is concluded, provide a written report to Council about the matters reviewed at the meeting and stating any recommendations the Committee has about the matters. (Section 211 (1 c) Local Government Regulation 207 2). The Chief Executive Officer must present the report at the next meeting of the Counci l.

The Committee may, at any time, report to the Council any other matter it deems of sufficient importance to do so.

Meetings

Council has resolved in accordance with s275(1 )(h) of the Local Government Regulation 2009 that all meetings of the audit committee will be closed to the public.

The Committee should meet at least four times per year and additionally as it considers necessary, but must meet at least twice each financial year. The internal or external auditors may request a meeting if they consider that one is necessary.

A quorum will consist of at least half the number of members of the Committee.

The Committee may meet separately with both the internal and external auditors at any time during the year.

The Committee may at any time, by resolution, require that the meeting move into a confidential session whereby all, or some of the non-Committee attendees are required to leave the meeting room while a matter is discussed. Any such resolution must be included within the minutes and confirm the reason for the confidential session, and also who was in attendance during any confidential session of the Committee.

In the Chair's absence from a meeting, the members of the Committee present at the meeting will select a Chair for that particular meeting. (Section 211 (2) Local Government Regulation 20 7 2).

Secretariat

A Council-appointed person will provide secretariat support to the committee. The Secretariat will ensure the agenda for each meeting and supporting papers are circulated, after approval from the Chair, at least one week before the meeting, and ensure the minutes of the meetings are prepared and maintained. Minutes must be




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approved by the Chair and circulated within two weeks of the meeting to each Committee member and meeting attendees, as appropriate.

Teleconferencing

In accordance with section 276 of the Local Government Regulation 20 72, the use of teleconferencing (including videoconferencing) for part icipation by external parties (non-Committee members) including e.g. representatives from the Queensland Audit Office, external audit and relevant consultants, at meetings of the Committee, is approved.

All meetings of the Committee are held in closed session. It is t he responsibility of any person taking part in a meeting of the Committee via teleconferencing (including via videoconferencing) to ensure the secu rity of the environment in which the person is part icipating is appropriate to preserve the confidential ity of discussions, and any information disclosed throughout the meeting.

Where a Committee member is unable to attend a meeting of the Committee in person due to exceptional circumstances, approval for the Committee member to participate in t he meeting via teleconferencing (including via videoconferencing) may be granted at the discretion of the Chairperson and the Chief Executive Officer.

Code of Conduct

Committee members are to undertake their duties within the spirit and intent of the ethics principles outl ined in the Public Sector Ethics Act 1994 and the local government principles contained within the Local Government Act 2009. Committee members shall interact with each other, Councillors, Council staff and invited meeting guests with courtesy and respect. All relevant legislation, policies and procedures, including the full requi rements of this Charter, are to be complied with. Fai lure to do so may result in the termination of a member's appointment to the Committee.

Conflicts of interest

Committee members will be required to disclose conflicts of interest, including material personal interests, at the commencement of each meeting. Ongoing conflicts of interest need not be declared at each meeting once acknowledged.

Where members or invitees at Committee meetings are deemed to have a material personal interest, or a real or perceived confl ict of interest in a matter before the Committee, they must deal with the confl ict in an appropriate manner. Members o r invitees wil l be excused from Committee discussions and deliberations on any issue where a conflict of interest exists.




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Confidentiality


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All information acquired during a Committee member's term of appointment is to be regarded as confidential to Counci l and is not be disclosed to third parties (by whatever means), eit her during the member's term of appointment or after termination, unless the person is required to do so by law.

Privacy

All Committee members are bound to comply with the requirements of relevant privacy legislation, including the Information Privacy Act 2009, and Council's Information Privacy Policy.

Remuneration

Remuneration for meeting attendance by external members will be as set by the Local Government from time to time and reimbursement of expenditure for the external members will be at the discretion of the Chief Executive Officer.

Assessment arrangements

The Committee will review its performance on an annual basis. This review may be conducted as a self-assessment, and will be coordinated by the Chair. The assessment may seek input from the Council, Chief Executive Officer, Internal and External Audit. Training needs wi ll be monitored by t he Chair.

Review of charter

The Committee will review their charter annually to provide assurance that it remains consistent with legislation and the Council's object ives and responsibilities.

The Counci l wil l adopt by resolution any changes it bel ieves are necessary to make to the charter stemming from the committee's recommendations and/or its own periodic review of the charter.

Supporting documents

Internal Audit Plan 12 Month Forward Rolling Work Plan Self-Assessment Questionnaire for Performance Review of ARMC Register of Interests for Committee members Information Privacy Policy Risk and Integrity Management Framework Risk Management Policy

Page 8 of 8 Audit & Risk Management Committee Charter

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gympie regional council - gympie council€¦ · post-election minutes 23 april 2020 page 6 of 34...

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