meeting of council agenda

Meeting of Council

Agenda

Wednesday 17 November 2021 Commencing at 7.00pm

Council Chamber Functions Centre

45 Princes Highway Werribee

Stephen Wall Chief Executive Officer

Date: 12 November 2021

Wyndham City Council Meeting 17/11/2021 of 25

Civic Centre

Postal

Telephone

Facsimile

Email

45 Princes Highway, Werribee, Victoria 3030, Australia

PO Box 197, Werribee, Victoria 3030, Australia

1300 023 411

(03) 9741 6237

[email protected]

www.wyndham.vic.gov.au DX 30258 Werribee Vic

ABN: 38 393 903 860

AGENDA

MEETING OF COUNCIL WEDNESDAY 17 NOVEMBER 2021

PLEASE NOTE: This meeting will start at 7.00pm in the Council Chamber, Civic Centre,

45 Princes Highway.

Recording of Council Meeting Councillors and others present should note that, in accordance with Clause 11 of Wyndham’s Governance Local Law 2020, this meeting will be recorded for the purposes of producing accurate minutes of the meeting. Some members of the media and public may also record these meetings, so long as they have been permitted to do so by the CEO prior to the meeting, and they abide by the CEO’s set of Guidelines available on Council’s website. Council meetings are live streamed on Council’s website at www.wyndham.vic.gov.au

Pursuant to Section 25(3) of the Local Government Act 2020 the CEO is appointed as the temporary Chair of the Meeting, until the Election of the Mayor.

BUSINESS

In the spirit of reconciliation, before we begin this meeting, I acknowledge the peoples of the Kulin Nation as the Traditional Owners of the land on which Wyndham is being built. We pay our respects to their elders, past and present.

1. OPENING PRAYER & WELCOME

“We pray for guidance in the Council’s decision making to achieve the best outcome for the people of Wyndham.”

2. APOLOGIES

3. DECLARATION BY COUNCILLORS OF DISCLOSURE OF CONFLICT OF INTEREST/CONFLICTING PERSONAL INTEREST IN ANY ITEM OF THE AGENDA All Councillors are individually responsible for assessing and declaring any conflicts of interest that they may have in relation to specific agenda items. Failure to disclose such conflicts may constitute a breach of Section 130(3) of the Local Government Act 2020.

http://www.wyndham.vic.gov.au/

COUNCIL MEETING WEDNESDAY 17 NOVEMBER 2021

Wyndham City 17/11/2021 of 25

4. OFFICERS’ REPORTS

4.1 TERM OF THE MAYOR 7

4.2 ELECTION OF THE MAYOR 8

4.3 ELECTION OF A DEPUTY MAYOR 9

4.4 2022 MEETING DATES 10

4.5 PORTFOLIO ADVISORY COMMITTEES - TERMS OF REFERENCE 14

5. CLOSE OF MEETING



A G E N D A

COUNCIL MEETING

WELCOME

Welcome to the Council Meeting. This Meeting is being undertaken in line with Section 395(1) of the Local Government Act 2020 (COVID-19 Temporary Measures). We are pleased that you have made the time to attend the live streaming of this Meeting. This is your agenda which will guide you through the meeting tonight.

Please note that the Council Meeting is the formal decision-making part of the Council decision making process.



COUNCIL CHAMBER SEATING ARRANGEMENTS

Harrison Cr Sahana Ramesh

Iramoo Cr Peter Maynard

Chaffey Cr Robert Szatkowski

Iramoo Cr Heather Marcus

CEO Stephen Wall

Harrison Cr Jasmine Hill

Iramoo Cr Mia Shaw

Coordinator Governance Jenny Wood

Chaffey Cr Marcel Mahfoud

Chaffey Cr Jennie Barrera

Director City Operations Stephen Thorpe Director City Life Allison Kenwood Director City Design & Liveability Ludo Campbell-Reid

Head of Strategy & Policy Impact Natalie Walker

Executive Manager Corporate Affairs Emily Keogh

Chief Financial Officer Binda Gokhale

Harrison Cr Susan McIntyre

Chaffey Cr Josh Gilligan

Minute Taker

Outgoing Mayor Cr Adele Hegedich

OTHER REPORTS COUNCIL MEETING WEDNESDAY, 17 NOVEMBER 2021

FILE NO:

ITEM NO: 4.1 CHIEF EXECUTIVE OFFICER - STEPHEN WALL

TERM OF THE MAYOR


Summary

The purpose of this report is for Council to determine by resolution if the Mayor is to be elected for a term of one or two years. If Council resolves to elect a Deputy Mayor, this term would also apply to the Deputy Mayor.

In accordance with section 26 and 27 of the Local Government Act 2020, Council must determine by resolution whether the Mayor will be elected for a period of one or two years. This matter must be resolved prior to the election of the Mayor.

If Council resolves later in the meeting to elect a Deputy Mayor, the term would also apply to the Deputy Mayor.

Attachments

Nil

Officers’ Declaration of Interests

Under Section 130(2) of the Local Government Act 2020, officers providing advice to Council must disclose any interests, including the type of interest. Chief Executive Officer – Stephen Wall In providing this advice as the CEO, I have no disclosable interests in this report. Executive Manager Corporate Affairs – Emily Keogh In providing this advice as the Manager, I have no disclosable interests in this report. Governance Coordinator - Jenny Wood In providing this advice as the Author, I have no disclosable interests in this report.

RECOMMENDATION

That Council resolve that the Mayoral term be for a period of one year.


FILE NO:


ELECTION OF THE MAYOR


Summary

In accordance with section 26 of the Local Government Act 2020, the election of the Mayor must be undertaken during an open Council meeting and be conducted in accordance with section 25 of the Act.

The Chief Executive Officer will call for nominations for the Office of Mayor for the agreed term.

After the election of the Mayor is determined, the Mayor must take the Chair.

Attachments

Nil



RECOMMENDATION

That pursuant to the provisions of section 25 and 26 of the Local Government Act 2020, Council elect Cr……………………. to be the Mayor of Wyndham City for the agreed term.


FILE NO:


ELECTION OF A DEPUTY MAYOR


Summary

The purpose of this report is for Council to resolve whether to establish an office of Deputy Mayor and, if so resolved, to elect a Deputy Mayor for the term previously determined by Council.

Section 20A of the Local Government Act 2020 provides Council with the option to elect a Deputy Mayor. If Council resolves to elect a Deputy Mayor, the election will take place at this meeting.

This election must be undertaken during an open Council meeting which must be conducted in accordance with sections 25 to 27 of the Act.

Attachments

Nil



RECOMMENDATION

That Council:

1. Establish an office of a Deputy Mayor for the agreed Mayoral term.

2. Duly elect Cr………………………… to be the Deputy Mayor of Wyndham City Council for the agreed term.


FILE NO:


2022 MEETING DATES


Summary

This report outlines the proposed Council meeting dates for 2022. Similar to the scheduling in 2021, it is intended that Council meetings be held on the fourth Tuesday of each month.

In addition to the proposed Council Meeting dates, the report also includes the noting of the Delegated Committee dates for 2022, including the Planning Committee and the LeadWest Joint Delegated Committee.

Attachments

Nil


Under Section 130 of the Local Government Act 2020, officers providing advice to Council must disclose any interests, including the type of interest. Chief Executive Officer – Stephen Wall In providing this advice as the CEO, I have no disclosable interests in this report. Executive Manager Corporate Affairs – Emily Keogh In providing this advice as the Manager, I have no disclosable interests in this report. Governance Coordinator - Jenny Wood In providing this advice as the Coordinator, I have no disclosable interests in this report.

Key Issues

• Endorsement of Council meeting dates for 2022

RECOMMENDATION

That Council

1. Adopt the following Council Meeting dates for 2022:

a) Tuesday 22 February 2022;

b) Tuesday 22 March 2022;

c) Tuesday 26 April 2022;

d) Tuesday 24 May 2022;

e) Tuesday 28 June 2022;

f) Tuesday 26 July 2022;

g) Tuesday 23 August 2022;

h) Tuesday 27 September 2022;

i) Tuesday 25 October 2022;

j) Wednesday 16 November 2022;

k) Tuesday 29 November 2022; and


FILE NO:


2022 MEETING DATES (cont’d)


l) Tuesday 20 December 2022.

2. Note the following Planning Committee Meeting dates for 2022 adopted at the Planning Committee Meeting on 12 October 2021:

a) Tuesday 8 February 2022;

b) Tuesday 8 March 2022;

c) Tuesday 12 April 2022;

d) Tuesday 10 May 2022;

f) Tuesday 14 June 2022;

g) Tuesday 12 July 2022;

h) Tuesday 9 August 2022;

i) Tuesday 13 September 2022;

j) Tuesday 11 October 2022;

k) Tuesday 15 November 2022; and

l) Tuesday 13 December 2022.

3. Note the following LeadWest Joint Delegated Committee Meetings for 2022:

a) Wednesday 16 March 2022;

b) Wednesday 15 June 2022;

c) Wednesday 21 September 2022; and

d) Wednesday 14 December 2022.

4. Authorise the Council Meetings to be held on these dates at the Council Chamber, Civic Centre, Werribee or in the case of COVID restrictions using virtual means under the COVID 19 Omnibus Emergency Measures Act 2020.


FILE NO:




1. Background

Council Meetings are held on the fourth Tuesday of each month commencing at 7:00pm, with the exception of the November meeting being held on the last Tuesday of November and the December meeting being held on the third Tuesday of December. These meetings are formal decision-making meetings of Council and are also live streamed to the public.

At Council Meetings, Council:

• votes on recommendations included in reports prepared by Council officers;

• proposes motions on which Councillors vote;

• accepts petitions from the community;

• answers written questions from the public; and

• ratifies formal minutes of any previous Council Meetings.

Additionally, Rule 11 of the Wyndham City Council’s Governance Rules allows for Meetings not fixed by Council to be called to deal with business that falls outside of the timing of the Council Meeting cycle. These can be called by written notice from the Mayor or at least three Councillors and must specify the date and time of the Council meeting and the business to be transacted. Unless all Councillors are present and unanimously agree to deal with another matter, only the business specified in the written notice can be transacted at the Council meeting.

2. Relevant Law

Council Meetings are conducted in accordance with Section 61 of the Local Government Act 2020.

3. Discussion

Under Rule 12 of the Wyndham City Council’s Governance Rules, Council is required to give reasonable notice of each Council Meeting. The adoption of a meeting schedule allows for Council Meetings to be advertised well in advance to ensure a high level of community awareness and participation. Wyndham City is committed to achieving strong community engagement and transparency in all of its decision-making processes.

It should also be noted that a Council Meeting has been scheduled for Wednesday 16 November 2022 in order to elect the Mayor for the 2022-23 term.

4. Wyndham 2040 Community Vision

Not applicable.

5. Council Plan

7.3 Foster trust in Council through the implementation of effective civic leadership and responsible governance processes that ensure accountability and compliance with all legislated and statutory requirements

6. Other Council Strategies, Plans and Policies

Rule 9 of the Wyndham City Council Governance Rules requires Council to fix the date, time and place of all Council Meetings.


FILE NO:




7. Regional, State and national plans and Policies

Not applicable.

8. Financial Viability

It is estimated that the advertising of Council meetings will cost approximately $2000 over the course of 2022, with the majority of this to be spent on the placement of monthly advertisements in Wyndham’s local newspaper. Funding is currently allocated in Wyndham’s 2021-22 budget and no further funding is required at this time

9. Sustainability Implications

Not applicable.

10. Options

Not applicable.

11. Community Engagement

Not applicable.

12. Communication Strategy

Council will advise the community of the Council meetings schedule via monthly advertisements in Wyndham’s local newspaper. In addition, the meeting date schedule will be made available on Council’s website and promoted at all customer service centres, as required under 12.3.2 in Wyndham City Council’s Governance Rules.

13. Innovation and Continuous Improvement

Not applicable.

14. Collaboration

Not applicable.


FILE NO:

ITEM NO: 4.5 HEAD OF STRATEGY AND POLICY IMPACT - NATALIE WALKER

PORTFOLIO ADVISORY COMMITTEES - TERMS OF REFERENCE


Summary

Council delivers a range of programs and initiatives that contribute to the delivery of the Council Plan 2021-25 and ultimately the Wyndham 2040 Community Vision. To support the attainment of Council’s strategic objectives, as described in the Council Plan, it is recommended that Council creates a number of key advisory committees, to support relevant Portfolio areas. The primary objectives will be:

• Providing input to Council to support the development of relevant strategies and

initiatives relating to the portfolio area, under the Wyndham 2040 Community Vision and

Council Plan.

• Contributing ideas for opportunities to work with Council on key projects relating to the

portfolio area under the Council Plan.

In addition, it is recommended that an agile engagement approach be used to support remaining Portfolio areas as these have existing committee structures, stakeholder and community engagement processes that are already being utilised to contribute to the delivery of the Council Plan.

Attachments

1.⇩ Terms of Reference - Wyndham Portfolio Advisory Committees


Under Section 130 of the Local Government Act 2020, officers providing advice to Council must disclose any interests, including the type of interest. Head of Strategy and Policy Impact - Natalie Walker In providing this advice as the Director, I have no disclosable interests in this report. Coordinator Strategy and Stakeholder Engagement - Kate Waters In providing this advice as the Manager and Author, I have no disclosable interests in this report.

Key Issues

• Council delivers a range of programs and initiatives that contribute to the delivery of the Council Plan 2021-25 and ultimately the Wyndham 2040 Community Vision.

• To support the attainment of Council’s strategic objectives, as described in the Council Plan 2021-25, it is recommended that Council creates a number of advisory committees:

o Destination Wyndham Portfolio Advisory Committee

o Climate Futures and Environment Portfolio Advisory Committee

o Learning City Portfolio Advisory Committee

o City Design Portfolio Advisory Committee

o Creative City Portfolio Advisory Committee


FILE NO:


PORTFOLIO ADVISORY COMMITTEES - TERMS OF REFERENCE (cont’d)


• In addition, it is recommended that an agile engagement approach be implemented for the following Portfolio areas:

o Healthy City

o Active City

o Community Safety

o Welcoming City

o Future Focused Economy

o Smart City

• These approaches will complement and support Council’s briefing and formal decision making structure by providing an opportunity for Councillors to become more engaged with, and develop an in depth understanding of, the issues in relation to their specific Portfolios.

RECOMMENDATION

That Council:

1. Establish Portfolio Advisory Committees for the Portfolio areas: Destination Wyndham, Climate Futures and Environment, Learning City, City Design and Creative City.

2. Adopt the Terms of Reference – Wyndham Portfolio Advisory Committees, for the Portfolio areas: Destination Wyndham, Climate Futures and Environment, Learning City, City Design and Creative City.

3. Commence recruitment, starting 18 November 2021, to the Portfolio Advisory Committees for the Portfolio areas: Destination Wyndham, Climate Futures and Environment, Learning City, City Design and Creative City.


FILE NO:




1. Background

Wyndham City introduced a Portfolio System in 2013. The portfolio system aims to focus extra attention on the key priority areas for the City. There are currently 11 portfolios, one per Councillor, these are:

• Healthy City

• Active City

• Creative City

• Destination Wyndham

• Climate Future and Environment

• Smart Cities

• Community Safety

• Learning City

• Welcoming City

• Future Focused Economy

• City Design

The purpose of the Councillor Portfolio System (Portfolios) is to complement and support Council’s briefing and formal decision making structure by providing an opportunity for Councillors to become more engaged with, and develop an in depth understanding of, the issues in relation to their specific Portfolios.

The objectives of the portfolio system are to:

• Provide for better understanding and visibility of issues, efficacy and accountability for implementation of the Wyndham 2040 Community Vision and the new Council Plan 2021-25 and its actions

• Facilitate the active and regular engagement of Councillors in major planning, projects and services related to the Portfolio

• Enable Councillors to advocate and become ‘knowledge champions’ on Portfolio issues

• Assist Councillors to develop the fullest possible understanding of matters being put to the Council

• Act as a sounding board and provide guidance and a community perspective on key issues, as per the Portfolio work plan.

• Share the workload associated with being an elected Councillor

• Identify the media spokesperson on an issue, as appropriate and agreed to by the

Executive Manager Corporate Affairs.

2. Relevant Law

• Local Government Act 2020

3. Discussion

Council delivers a range of programs and initiatives that contribute to the delivery of the Council Plan 2021-25 and ultimately the Wyndham 2040 Community Vision.

Through numerous structured and unstructured methods, Council listens and talks to the diverse Wyndham community. These methods include, but are not limited to planned engagement, The Loop (Council’s online community engagement platform), day to day


FILE NO:




customer engagements, the Annual Community Satisfaction Survey, stakeholder meetings and forums, events and programs, communication (digital media, newsletters, website etc) and advisory committees.

Portfolio Advisory Committee To support the attainment of Council’s strategic objectives, as described in the Council Plan 2021-25, it is recommended that Council creates a number of key advisory committees:

• Destination Wyndham Portfolio Advisory Committee

• Climate Futures and Environment Portfolio Advisory Committee

• Learning City Portfolio Advisory Committee

• City Design Portfolio Advisory Committee

• Creative City Portfolio Advisory Committee

Portfolio Advisory Committees will be chaired by the relevant Portfolio Councillor. The primary objectives of these which include:

• Provide input to Council to support the development of relevant strategies and initiatives

relating to the portfolio area, under the Wyndham 2040 Community Vision and Council

Plan 2021-25.

• Contribute ideas for opportunities to work with Council on key projects relating to the

portfolio area under the Council Plan 2021-25.

• Support community engagement activities related to the portfolio area to.

• Keep communities informed of goals and actions;

o Involve and empower communities to determine future goals and actions.

o Discuss the likely impact of any relevant State and Commonwealth policies on

the local community in relation to the portfolio.

• Support the development of recommendations for future actions regarding the portfolio

area.

• Assess reports on the progress of stakeholder initiatives regarding the portfolio area

against the goals of Wyndham 2040 Community Vision and Council Plan 2021-25.

• Establish and maintain collaborative relationships with all other relevant committees and

stakeholders, including other Portfolio Advisory Committees.

Furthermore:

• Portfolio Advisory Committees will meet quarterly and be in place for the remainder of

the Council term.

• The number of committee members on each Portfolio Advisory Committees, shall be no

less than eight and no more than 12 and will live, work, study or volunteer in Wyndham

City.

• Membership of the Portfolio Advisory Committees will be based on representation of the

community with specific experience and/or interest, and if relevant, representation from

specific organisations/stakeholders.


FILE NO:




• Committee members will be representative of gender and diversity in line with

Wyndham’s community.

Portfolio Advisory Committees are not operational in nature. They have no delegated authority, including no financial delegated authority. Portfolio Advisory Committees have no power to commit Council to any decision or action, or to direct Council staff in their duties. They provide advice to support Council decision making.

Recruitment Process

Recruitment will commence on 18 November 2021, for a period of four weeks.

Recruitment will be completed via an open Expression of Interest (EOI) process. Once EOIs have been received, they will be assessed against relevant selection criteria and shortlisted. Community members who are shortlisted will be invited for an interview with the Portfolio Councillor, sponsoring Director/Manager and a Governance officer.

A recommended list of committee members will be presented to Council for endorsement.

The Terms of Reference are presented at attachment 1.

Agile Portfolio Engagement

In addition to creating the Portfolio Advisory Committees, it is recommended that an agile

engagement approach be implemented for the following Portfolio areas:

• Healthy City

• Active City

• Community Safety

• Welcoming City

• Future Focused Economy

• Smart City

These Portfolios already have a number of existing committees and structures that provide

support to the Portfolio area. However, from time to time community members will be bought

together for specific pieces of work and projects, as per Council’s Community Engagement

Policy 2021-25.

In addition, ongoing engagement with key stakeholders will continue to be important. These Portfolio areas will hold a maximum of four meetings with stakeholders per year.

4. Wyndham 2040 Community Vision

Portfolios focus extra attention on the key priority areas for the City. As such, they support the delivery of the Wyndham 2040 Community Vision and its subsequent themes:

• People and Community

• Places and Spaces

• Earning and Learning

• Leadership and Participation


FILE NO:




5. Council Plan

7.1 Undertake genuine, transparent and appropriate community engagement to understand the current and future needs of the community and make informed decisions

6. Other Council Strategies, Plans and Policies

• Community Engagement Policy 2021-25

7. Regional, State and national plans and Policies

Not applicable.

8. Financial Viability

Not applicable.

9. Sustainability Implications

Several Portfolio areas support the sustainability of Wyndham, including Destination Wyndham,

Climate Futures and Environment, Future Focused Economy and City Design.

10. Options

Not applicable.

11. Community Engagement

Through numerous structured and unstructured methods, Council listens and talks to the diverse Wyndham community. These methods include, but are not limited to planned engagement, The Loop (Council’s online community engagement platform), day to day customer engagements, the Annual Community Satisfaction Survey, stakeholder meetings and forums, events and programs, communication (digital media, newsletters, website etc) and advisory committees.

12. Communication Strategy

A communication strategy has been developed to recruit committee members to the Portfolio Advisory Committee. This will include:

• Social media posts via Wyndham City and Wyndham Councillors

• Electronic newsletters to over 6,000 members of The Loop and existing community

networks

• Electronic newsletter to the Wyndham People’s Advisory Panel (over 900 community

members)

13. Innovation and Continuous Improvement

Not applicable.

14. Collaboration

Not applicable.

ATTACHMENT NO: 1 - TERMS OF REFERENCE - WYNDHAM PORTFOLIO ADVISORY COMMITTEES

ITEM NO: 4.5


Terms of Reference WYNDHAM PORTFOLIO ADVISORY COMMITTEES

Acknowledgement of Country

Wyndham City Council recognises Aboriginal and Torres Strait Islander peoples as the First Custodians of the lands on which Australia

was founded. Council acknowledges the Wadawurrung, Woiwurrung and Boonwurrung peoples of the Kulin Nation as the Traditional

Owners of the lands on which Wyndham City is being built.

For tens of thousands of years, the Werribee River has been a significant meeting place for Aboriginal people to build community,

exchange resources, and share responsibility for its lands.

Council pays respect for the wisdom and diversity of Elders past, present and emerging.

With the Victorian Constitution, Council agrees that the founding of this City occurred without proper consultation, recognition

or involvement of the diversity of First People of this place.

Council now commits to ensuring representation and involvement of Aboriginal people in the Wyndham 2040 Community Vision and

Council Plan 2021-25.

1. SUMMARY

• Council Advisory Committees are established within the community advisory framework to support Council with the

implementation of the Wyndham 2040 Community Vision and Council Plan 2021-25.

• Council’s Portfolio Advisory Committees focus on key strategic areas of policy development as detailed in the Wyndham

2040 Community Vision and Council Plan 2021-25.

• The [insert name] Portfolio Advisory Committee focuses on:

o [insert description of Portfolio Advisory Committee]

2. OBJECTIVES

The Wyndham 2040 Community Vision and Council Plan 2021-25 will guide the [insert name] Portfolio Advisory Committee,

providing the context for the operation of the Committee.

The Objectives of the [insert name] Portfolio Advisory Committee are to:

• Provide input to Council to support the development of relevant strategies and initiatives relating to the portfolio area,

under the Wyndham 2040 Community Vision and Council Plan 2021-25.

• Contribute ideas for opportunities to work with Council on key projects relating to the portfolio area under the Council

Plan 2021-25.

• Support community engagement activities related to the portfolio area to:

a. Keep communities informed of goals and actions;

b. Involve and empower communities to determine future goals and actions.

• Discuss the likely impact of any relevant State and Commonwealth policies on the local community in relation to the

portfolio.

• Support the development of recommendations for future actions regarding the portfolio area.

• Assess reports on the progress of stakeholder initiatives regarding the portfolio area against the goals of Wyndham

2040 Community Vision and Council Plan 2021-25.

http://www.austlii.edu.au/au/legis/vic/consol_act/ca1975188/s1a.html

ATTACHMENT NO: 1 - TERMS OF REFERENCE - WYNDHAM

PORTFOLIO ADVISORY COMMITTEES cont.

ITEM NO: 4.5


• Establish and maintain collaborative relationships with all other relevant committees and stakeholders, including

other Portfolio Advisory Committees.

3. ROLE OF THE COMMITTEE

The role of the [insert name] Portfolio Advisory Committees is to:

• Provide local area “lived experience” knowledge to support Council decision making regarding the portfolio area to support the implementation of the Wyndham 2040 Community Vision and Council Plan 2021-25.

• Provide subject matter expertise to the Portfolio Advisory Committee to further the understanding of the portfolio group.

• Advise Council on how to best engage local communities regarding the portfolio area.

• Advise Council on key local projects regarding the portfolio area identified as important by the local community and organisations through the development of the Council Plan 2021-25.

• Facilitate communication between Council, local communities and organisations in relation to Wyndham 2040 Vision and Council Plan 2021-25.

4. DEFINITIONS

Act The Local Government Act 2020

CEO The Chief Executive Officer of the City appointed by Council.

Council The City of Wyndham.

Councillor Elected officials representing the City of Wyndham, including the Mayor.

Council officer All staff of the City, including all contractors and volunteers engaged by the City, and the Executive

Leadership Team.

ELT Executive Leadership Team consisting of the Directors or Executive Managers of the Departments

of the City who all report to the Chief Executive Officer.

Mayor The Councillor elected to be the Mayor of the Council.



ITEM NO: 4.5


5. TERMS OF REFERENCE

5.1 Expected / Definite life of the Committee

5.1.1 The life of the Committee is the Council Plan 2021-25.

5.1.2 The term of community and stakeholder membership will be the length of the Council Term.

5.1.3 Members may re-apply for a second term. However no more than 50 per cent of members who have served a full term

may be reappointed at the commencement of a new term.

5.1.4 If a member wishes to resign their appointment, they must provide the relevant Councillor with a written resignation. The

resignation takes effect on the day it is received by the director, or if a later day is specified in the resignation, on that later

day.

5.1.5 A member who is absent from two consecutive meetings, without forwarding an apology, will be deemed to have resigned

from the Committee.

5.1.6 If a member is elected into office as a Wyndham City Councillor during their term on the Portfolio Advisory Committee, the

member will be deemed to have resigned from the Committee.

5.1.7 If a member becomes a Wyndham City employee during their term on the Portfolio Advisory Committee, the member will

be deemed to have resigned from the Committee.

5.1.8 Council staff will ensure that the Portfolio Advisory Committee’s Chairperson is promptly informed of all resignations.

5.1.9 The relevant Council director, together with the Chairperson, may also end a member’s appointment term early if the

member fails to disclose a conflict of interest or adhere to the conditions in this Terms of Reference or the participation

and confidentiality agreement.

5.1.10 The Committee will conduct a review of its effectiveness prior to the conclusion of the initial term and, where appropriate,

make recommendations to Council regarding a revised Terms of Reference.

5.2 Appointment of members

5.2.1 The appointment of members on the Committee shall follow the following process:

• Council will publicly advertise seeking applications from community members requiring them to demonstrate how they

meet the key selection criteria

• Where relevant, Council will invite a representative from a specific organisation/s to be a Committee member, thus

providing subject matter expertise and strengthening partnerships.

• Membership of the Portfolio Advisory Committee is based on representation of the community with specific

experience and/or interest, and if relevant, representation from specific organisations/stakeholders.

• Community member selection is based on the demonstration of the following attributes and skill sets:

▪ Live, work, study or volunteer in Wyndham and be aged 16 or over;

▪ Interest in advancing the goals in the Wyndham 2040 Community Vision and Council Plan 2021-25;

▪ Demonstrated or willingness to learn leadership and relationship-building skills;

▪ Knowledge and experience of the portfolio;

▪ Strong community linkages with the ability to engage a broad range of community members and views;

▪ Willingness to constructively participate in an advisory capacity to Council; and



ITEM NO: 4.5


▪ Formal acceptance and signing of the Terms of Reference and Confidentiality Agreement.

• Aboriginal and/or Torres Strait Islander residents of Wyndham City are strongly encouraged to apply.

• Following receipt of applications and the reaching the closing date for applications the applications will be assessed

against the selection criteria and the requirement for a broad cross section of members.

• Should there be insufficient members appointed by the open process Council may approach individuals considered to

meet the selection criteria and request they submit an application for consideration.

• Membership of the committee is as an individual, and not as a representative of any group or organisation unless

otherwise specifically recruited for.

• Members cannot be currently serving as Wyndham City Councillors, political organisation or staff members.

5.3 Composition of the Committee

5.3.1 The number of committee members on the Committee shall be no less than eight and no more than 12 and will live, work,

study or volunteer in Wyndham City.

5.3.2 Committee members will be representative of gender and diversity in line with Wyndham’s community

5.3.3 The committee will be chaired by the Councillor holding the relevant portfolio.

5.3.4 If the Portfolio Holder Councillor is absent or otherwise unavailable, the sponsoring Director or Manager may be required

to chair committee meetings and to perform other duties on behalf of the Committee as appropriate.

5.3.5 The Committee will also be attended by the following Council Officers:

• The sponsoring Director or Manager

• Council officers from relevant area; and

• Additional staff may be invited to attend when their area of work is relevant to the work of the Committee.

5.4 The role of committee members is to

5.4.1 Commit themselves to the Terms of Reference of the Committee.

5.4.2 Attend meetings of the Committee personally (no proxy allowed) and attend at least 80 per cent of all meetings.

5.4.3 Abide by best practice in the conduct of Advisory Committees by declaring any real or perceived personal conflicts of interest as soon as such becomes known.

5.4.4 Bring their subject matter expertise to the Committee and contribute to the development of collective wisdom.

5.4.5 Actively contribute by participating in discussions and offer opinions and knowledge.

5.4.6 Treat others with respect and have due regard to the opinions, rights and responsibilities of others.

5.4.7 Maintain the confidentiality of all information provided unless otherwise advised.

5.4.8 Act in a voluntary capacity.

Note: A “representative” of an organisation is expected to be able to represent the views and ideas of that organisation while participating in the Committee as an individual with their own views, ideas and experience to be contributed for the benefit of the Committee.

5.5 Authority of the Committee

5.5.1 The Committee is an Advisory Committee for the purposes outlined in the Terms of Reference, therefore does not have

delegated authority, and reports to Council as required.



ITEM NO: 4.5


5.5.2 The Committee has no power to commit Council to any decision or action, or to direct Council staff in their duties.

5.5.3 The Committee has no financial delegation authority.

5.5.4 The Mayor and the relevant Director are the designated media spokespeople for Council in accordance with Council’s

Media Policy.

5.5.5 Portfolio Advisory Committee members may speak to the media about their own views but must not purport to represent

Council.

5.6 Conflict of Interest and Confidentiality

5.6.1 If a Committee member determines that they have a Conflict of Interest in any matter which is to be considered at a

meeting of the Committee then that person must:

• If they intend to be present at the meeting, disclose the nature of the interest immediately before the consideration or

discussion; or

• If they do not intend to be present at the meeting, disclose the nature of the interest to the Chairperson of the

Committee at any time before the meeting is held.

5.6.2 While discussion is taken on the subject matter the member must:

• Leave the room and notify the Chairperson that they are doing so; and

• Remain outside the room and any gallery or other area in view or hearing of the room.

5.6.3 The Chairperson of the Committee must record the declaration and the nature of the interest in the minutes of the

meeting.

5.6.4 Information of a confidential nature may be tabled and/or discussed at Committee meetings to assist or inform

discussions. Committee Members will be expected to sign a Confidentiality Agreement in respect of such information prior

to the commencement of their term.

5.7 Timing, Place and Regularity of Meetings

5.7.1 The Committee will meet every quarter and for no more than two hours.

5.7.2 The Committee may decide to meet more often to consider specific issues in a workshop format, this must be approved

by the sponsoring Director or Manager.

5.7.3 The Committee will be hosted by Council in an appropriate venue.

5.7.4 Committee members will be able to attend in person or virtually.

5.7.5 A meeting of the Committee will not be called with less than two weeks’ notice to all members, unless there are

exceptional circumstances.

5.8 Meeting Agenda

5.8.1 The Standing Agenda will include:

• Acknowledgement of Country;

• Attendance and apologies;

• Declaration of any conflicts of interest;

• Minutes of the previous meeting;

• Business arising from previous meeting;

• Matters identified by committee members in writing for discussion and action; and



ITEM NO: 4.5


• Summary of matters to be reported on at the next meeting.

5.9 Meeting Procedure

5.9.1 The Chairperson shall chair the meetings, taking account of both the need for efficiency and the importance of

accountability.

5.9.2 If the Portfolio Holder Councillor is absent or otherwise unavailable, the sponsoring Director or Manager may be required

to chair committee meetings and to perform other duties on behalf of the Committee as appropriate.

5.10 Meeting Quorum

5.10.1 A quorum is a simple majority, not including Council officers or Councillors.

5.10.2 If less than a quorum attends, the meeting may proceed but no decisions can be made.

5.11 Reporting Requirements

5.11.1 The Committee shall report to Council providing an update of committee activities as required but at least annually.

5.11.2 Agendas will be circulated at least one week prior to the scheduled meeting date.

5.11.3 Minutes from the Committee meeting will be circulated one week after the meeting has been held.

5.12 Secretariat

5.12.1 A Council officer will support the Committee.

5.12.2 The Council officer will prepare the agenda for every Committee meeting in consultation with the chair and circulate the

agenda and any meeting papers to Committee members before the meeting.

5.12.3 Access to information and request for support from Council departments will be led through the department holding the

[insert name] portfolio.

5.12.4 Minutes of actions and decisions will be recorded and distributed to Committee members.

5.12.5 Minutes, reports and correspondence of the Committee will be registered in Council’s record keeping software.

5.12.6 Minutes from the Committee meeting will be tabled at the Council meeting on a quarterly basis.

5.13 Facilities & Resources

5.13.1 The Committee will not have a budget for approved activities but will advise Council annually on budget requirements in

relation to research, advocacy, promotions and community engagement for inclusion in respective program budgets.

5.14 Reimbursement

5.14.1 Participation on the Committee is on an honorary basis, therefore it is an ‘unpaid’ position, however participants can claim

for reimbursement of expenses incurred to enable them to attend meetings. This includes reimbursement for family care

and travel expenses. Reimbursements will be made in accordance with existing policy and guidelines.

6. ATTACHMENTS

Wyndham 2040 Community Vision

Wyndham City’s Media Policy

Family Care and Travel Expenses Policy (or correct name)

meeting of council agenda

Documents