minutes of the extraordinary meeting of upper hunter...

of 101 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 26 September 2011 MAYOR GENERAL MANAGER

MINUTES OF THE EXTRAORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 26 SEPTEMBER 2011 AT THE COUNCIL CHAMBERS COMMENCING AT 5.00pm

PRESENT: Cr Lee Watts (Mayor), Cr Errol Bates (Deputy Mayor), Cr Lea Carter, Cr Ean Cottle, Cr Lorna Driscoll, Cr Bill Howey, Cr Michael Johnsen and Cr Pam Seccombe. APOLOGIES: RESOLVED that the apology received from Cr Deirdre Peebles be accepted and leave of absence granted.

Moved: Cr L Driscoll Seconded: Cr M Johnsen CARRIED IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr David Casson (Director Environmental Services), Mr Bede Spannagle (Director Technical Services) and Mrs Robyn Cox (Executive Personal Assistant) DECLARATIONS OF INTEREST: Nil

of 101 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 26 September 2011 MAYOR GENERAL MANAGER

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EXTRAORDINARY REPORT ............................. ERROR! BOOKMARK NOT DEFINED.

EXT.09.1 ELECTION OF MAYOR ............................................................. ERROR! BOOKMARK NOT DEFINED. EXT.09.2 ELECTION OF DEPUTY MAYOR................................................ ERROR! BOOKMARK NOT DEFINED. EXT.09.3 DAYS AND TIMES FOR ORDINARY COUNCIL MEETINGS ............ ERROR! BOOKMARK NOT DEFINED. EXT.09.4 COUNCIL COMMITTEES .......................................................... ERROR! BOOKMARK NOT DEFINED. EXT.09.5 ELECTION OF DELEGATES TO VARIOUS COMMITTEES AND ORGANISATIONSERROR! BOOKMARK NOT

DEFINED.

Ordinary Council Meeting 26 September 2011

Page 3 of 101 of the minutes of the extraordinary meeting of the Upper Hunter Shire Council held on Monday 26 September 2011 MAYOR GENERAL MANAGER

EXTRAORDINARY REPORT Section: Extraordinary Report REP-331/11

EXT.09.1 ELECTION OF MAYOR RECOMMENDATION: That Council proceed to elect a Mayor by ordinary ballot should more than one Councillor nominate.

ISSUES: Council must elect a Mayor: to exercise, in cases of necessity, the policy-making functions of the governing body of the Council

between meetings of the Council to exercise such other functions of the Council as the Council determines to preside at meetings of the Council to carry out the civic and ceremonial functions of the Mayoral office. The elected Mayor holds office for one year. The functions delegated to the Mayor are set out on Attachment 1. A fee, within a schedule determined by the Local Government Remuneration Tribunal has been determined. It is for Council to determine the method of election with the General Manager to act as returning officer. Schedule 7 of the Local Government (Elections) Regulation sets out in detail the process to be followed for the election of Mayor by Councillors. (Attachment 2) If only one Councillor is nominated, that Councillor is elected. If more than one Councillor is nominated, the Council is to resolve whether the election is to proceed by preferential ballot, by ordinary ballot or by open voting. Council proceeded to elect a Mayor by ordinary ballot. Two (2) nominations were received; Cr Michael Johnsen and Cr Lee Watts. These nominations being in order, an ordinary ballot was conducted which resulted in Cr Lee Watts being elected Mayor of Upper Hunter Shire.

ATTACHMENT NO: 1 - ATTACHMENT 1 - FUNCTIONS DELEGATED TO MAYOR ITEM NO: EXT.09.1


ATTACHMENT 1 MAYOR In pursuance of the Local Government Act, 1993: Section 226 What is the role of the mayor? The role of the mayor is: to exercise, in cases of necessity, the policy-making functions of the governing body of the council between

meetings of the council; to exercise such other functions of the council as the council determines; to preside at meetings of the council; and to carry out the civic and ceremonial functions of the mayoral office. Section 230 For what period is the mayor elected? (1) A mayor elected by the councillors holds the office of mayor for 1 year, subject to this Act. (2) A mayor elected by the electors holds the office of mayor for 4 years, subject to this Act. (3) The office of mayor:

a. Commences on the day the person elected to the office is declared to be so elected, and b. Becomes vacant when the person’s successor is declared to be elected to the office, or on the

occurrence of a casual vacancy in the office. Section 232 What is the role of a councillor? (1) The role of a councillor is, as a member of the governing body of the council:

to direct and control the affairs of the council in accordance with this Act to participate in the optimum allocation of the council’s resources for the benefit of the area to play a key role in the creation and review of the council’s policies and objectives and criteria

relating to the exercise of the council’s regulatory functions to review the performance of the council and its delivery of services, and the management plans

and revenue policies of the council. (2) The role of a councillor is, as an elected person:

To represent the interests of the residents and ratepayers To provide leadership and guidance to the community To facilitate communication between the community and the council

Section 290 When is an election of a mayor by the councillors to be held? (1) The election of the mayor by the councillors is to be held:

a. If it is the first election after an ordinary election of councillors – within 3 weeks after the ordinary election, or

b. If it is not that first election or an election to fill a casual vacancy – during the month of September, or

c. If it is the first election after the constitution of an area – within 14 days after the appointment of a provisional council or the first election of the council if a provisional council is not appointed, or

d. If the relevant council is a non-functioning council, or a council of which all civic offices have been declared vacant, and the election is the first to be held after the appointment or election of the councillors – within 14 days after the appointment or election of the councillors.

(2) If the councillors fail to elect a mayor as required by this section, the Governor may appoint one of the

councillors as the mayor.

Note. The filling of a casual vacancy in the office of a mayor elected by the councillors is dealt with in section 295

ATTACHMENT NO: 1 - ATTACHMENT 1 - FUNCTIONS DELEGATED TO MAYOR ITEM NO: EXT.09.1


DELEGATIONS OF AUTHORITY TO THE MAYOR: In pursuance of Section 377 of the Local Government Act, 1993, Upper Hunter Shire Council delegates to the Mayor, the exercise of the additional powers, functions, duties and authorities specified herein: (1) To give effect to the provisions of the Local Government Act, 1993 and any other Act conferring powers

or duties upon the Mayor and to any resolution of direction given to the Mayor by the Council. (2) To direct the General Manager, where necessary, in the interpretation and implementation of each and

every policy of the Council which is current and has been adopted by Council resolution. (3) To preside at all meetings of the Council, Committees, Community Committees and Public Meetings

convened by the Council at which the Mayor is present unless the Mayor otherwise appoints another Councillor or person to perform this function.

(4) To exercise the statutory role of the Principal Officer in accordance with Section 11 of the Independent Commission Against Corruption Act, 1988, as and when considered appropriate.

(5) To give direction to the Council, following consultation with the General Manager, in the application of the Code of Conduct as adopted by the Council.

(6) To represent the Council, in conjunction with the General Manager, in deputations to government, inquiries and other forums where it is appropriate that the Mayor should present the Council's position.

(7) To sign and execute documents under the Common Seal of the Council in conjunction with the General Manager.

(8) To make Media Statements and issue Press Releases in respect of Council resolutions and decisions. This instrument of delegation shall commence on the 29th day of September 2008 and shall remain in force until otherwise amended or revoked in writing.

ATTACHMENT NO: 2 - ATTACHMENT 2 - SCHEDULE 7 OF THE LOCAL GOVERNMENT (ELECTIONS) REGULATION

ITEM NO: EXT.09.1


ATTACHMENT 2


ITEM NO: EXT.09.1




Section: Extraordinary Report REP-332/11

EXT.09.2 ELECTION OF DEPUTY MAYOR

RECOMMENDATION: That Council proceed to elect a Deputy Mayor for the Mayoral term.

BACKGROUND: Councillors may elect a person from among their number to be the Deputy Mayor. The Deputy Mayor may exercise any function of the Mayor at the request of the Mayor or if the Mayor is prevented by illness, absence or otherwise from exercising the function or if there is a casual vacancy in the office of Mayor. The functions delegated to the person in the office of Deputy Mayor are set out in Attachment 1. The person is usually elected for the Mayoral term although the Act provides a shorter term. No fee is paid to the holder of office of Deputy Mayor. Election of Deputy Mayor is conducted under the provisions that apply for the election of Mayor. Council proceeded to elect a Deputy Mayor for the Mayoral term. There being two (2) nominations received and being in order, an ordinary ballot was conducted which resulted in a tied vote. The names of Cr Errol Bates and Cr Pam Seccombe were placed in a hat with one name being drawn by a member of the Gallery. The name drawn was Cr Errol Bates who was then declared elected as Deputy Mayor of Upper Hunter Shire.

ATTACHMENT NO: 1 - DELEGATIONS - DEPUTY MAYOR - EXTRAORDINARY COUNCIL MEETING - 26 SEPTEMBER 2011

ITEM NO: EXT.09.2


ATTACHMENT 1 DEPUTY MAYOR In pursuance of Local Government Act, 1993: 231 Deputy mayor (1) The councilors may elect a person from among their number to be the deputy mayor. (2) The person may be elected for the mayoral term or a shorter term. (3) The deputy mayor may exercise any function of the mayor at the request of the mayor or if the

mayor is prevented by illness, absence or otherwise from exercising the function or if there is a casual vacancy in the office of mayor.

(4) The councilors may elect a person from among their number to act as deputy mayor if the deputy mayor is prevented by illness, absence or otherwise from exercising a function under this section, or if no deputy mayor has been elected.

DELEGATIONS OF AUTHORITY TO THE DEPUTY MAYOR: In pursuance of Section 377 of the Local Government Act, 1993, Upper Hunter Shire Council delegates to the Deputy Mayor, the exercise of the additional powers, functions, duties and authorities specified herein: (1) To give effect to the provisions of the Local Government Act, 1993 and any other Act

conferring powers or duties upon the Deputy Mayor and to any resolution of direction given to the Mayor by the Council.

(2) To direct the General Manager, where necessary, in the interpretation and implementation of

each and every policy of the Council which is current and has been adopted by Council resolution.

(3) To preside at all meetings of the Council, Committees, Community Committees and Public

Meetings convened by the Council at which the Mayor is present unless the Mayor otherwise appoints another Councillor or person to perform this function.

(4) To exercise the statutory role of the Principal Officer in accordance with Section 11 of the

Independent Commission Against Corruption Act, 1988, as and when considered appropriate. (5) To give direction to the Council, following consultation with the General Manager, in the

application of the Code of Conduct as adopted by the Council. (6) To represent the Council, in conjunction with the General Manager, in deputations to

government, inquiries and other forums where it is appropriate that the Mayor should present the Council's position.

(7) To sign and execute documents under the Common Seal of the Council in conjunction with

the General Manager. (8) To make Media Statements and issue Press Releases in respect of Council resolutions and

decisions. This instrument of delegation shall commence on the 25 September 2006 and shall remain in force until otherwise amended or revoked in writing.




EXT.09.3 DAYS AND TIMES FOR ORDINARY COUNCIL MEETINGS

RECOMMENDATION: That Council fix the time and day for the holding of ordinary Council meetings.

Ordinary Council meetings have been held on the fourth Monday of each month commencing at 5.00pm. Meetings have been moved back to the third Monday of the month or to the fifth Monday on occasion when there is a conflict of dates, ie Christmas and Easter.

RESOLVED that Council fix the time and day for the holding of ordinary Council meetings as the fourth Monday of each month commencing at 5.00pm. Meetings have been moved back to the third Monday of the month or to the fifth Monday on occasion when there is a conflict of dates, ie Christmas and Easter.

Moved: Cr L Driscoll Seconded: Cr L Carter CARRIED




EXT.09.4 COUNCIL COMMITTEES

RECOMMENDATION: That Council:

1. Continue to endorse the Standing Committees outlined below Committees; 2. Proceed to make the appropriate appointments and ratify or amend the relevant charters of the

Council Committees listed below, including time and date of Committee meetings. ISSUES: Council has adopted a number of Committees for specific functions. Generally these Committees have the task of reporting to Council on matters referred to them. They have provided an excellent forum for informal community participation and Committee members have acquired specialized skills during terms of appointment. In summary the Committees consist of four Councillors and operate under an adopted charter with delineated responsibilities. The Standing Committees and membership are: Finance Committee (four Councillors) Works and Technical Services Committee (four Councillors) Development and Environmental Services Committee (four Councillors) Copies of the charters are attached. These charters include the time and date of Committee meetings, however, Council may review the time and date of meetings. RESOLVED that Council:

1. Continue to endorse the Standing Committees; 2. Proceed to make the appropriate appointments and ratify or amend the relevant charters

of the Council Committees including time and date of Committee meetings.

Moved: Cr E Cottle Seconded: Cr L Carter CARRIED

ATTACHMENT NO: 1 - STANDING COMMITTEE CHARTERS ITEM NO: EXT.09.4


UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

FINANCE COMMITTEE

CHAIRMAN: Appointed by Council or elected by Committee. COUNCILLORS: Four (4) Councillors to be elected.

In addition the Mayor shall be a member of the Committee and may elect to chair any meeting of the Committee.

Other Councillors may attend. They may speak on any matter, ask questions but cannot vote.

STAFF ATTENDING: Director: Corporate Services (Committee secretary).

General Manager may ex officio attend any meeting and other Directors when necessary and when required.

QUORUM: Two (2) Councillors. MEETING TIME: At 1.00 pm on the Friday prior to the Ordinary Meeting of Council, which

is held on the fourth Monday of each month. The meeting to be moved back to the previous Friday of the month when there is a conflict of dates, ie Christmas, Easter.

VENUE: Council Chambers. OBJECTIVES: To consider matters referred from time to time by Council or

matters considered to be of urgent nature by the Committee, Chairperson, Mayor, General Manager and Director: Corporate Services.

RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by

Council, matters considered to be of an urgent nature relating to the financial operations of Council and to the following specific areas of responsibility.

Financial (including budgetary).

Use of manpower resources, plant and equipment.

Investments.

Current assets.

Operations.

And any other matters that may be from time to time referred by Council.

TERMS OF REFERENCE: 1. To consider reports, advice and recommendations of management, together with relevant information

from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the statutes, regulations and Council's own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to matters

before the Committee.




COMMITTEE CHARTER

DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE

CHAIRMAN: Elected by Council or Committee. COUNCILLORS: Four (4) Councillors to be elected.

The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.


STAFF ATTENDING: Director: Environment Services Manager (Committee secretary) Manager Landuse Planning and/or Manager Health and Building).


QUORUM: Two (2) Councillors. MEETING TIME: The second Tuesday, of each month commencing at 10.00 am. VENUE: Council Chambers OBJECTIVES: To consider matters referred from time to time by Council or matters

considered to be of an urgent nature by the Committee Chairperson, Mayor, General Manager, Manager Landuse Planning and/or Manager Health and Building.


Council or matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility:

Development applications and buildings applications.

All Local Environmental Plans, Development Control Plans, policies and codes pertaining to development and environmental matters within the Shire.

Health services to the community.

TERMS OF REFERENCE: I. To consider reports, advice and recommendations of Management, together with relevant information

from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council's own policies.


before the Committee.




COMMITTEE CHARTER

WORKS AND TECHNICAL SERVICES COMMITTEE

CHAIRMAN: Elected by Council or Committee. COUNCILLORS: Four (4) Councillors to be elected.

The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.


STAFF ATTENDING: Director: Technical Services (Committee secretary).


QUORUM: Two (2) Councillors. MEETING TIME: The second Tuesday of the month commencing at 2.30 pm. VENUE: Council Chambers OBJECTIVES: To consider matters referred from time to time by Council or matters

considered to be of an urgent nature by the Committee Chairperson, Mayor, General Manager and Director: Technical Services.


Council or matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility:

The development and monitoring of all works programs. Asset management of Council's civil infrastructure. Emergency and fire services. Water supply services. Sewerage services. Waste management services. Mechanical asset management. Horticultural services. Input into the Corporate Plan in relation to the responsibilities listed above. And other matters that may be from time to time referred by Council.

TERMS OF REFERENCE: 1. To consider reports, advice and recommendations of Management, together with relevant

information from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council's own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to

matters before the Committee.


Page 16 of 101 of the minutes of the extradinary meeting of the Upper Hunter Shire Council held on Monday 26 September 2011 MAYOR GENERAL MANAGER


EXT.09.5 ELECTION OF DELEGATES TO VARIOUS COMMITTEES AND ORGANISATIONS

RECOMMENDATION: That Council:

1. Determine its delegates to the various Committees and organisations as it sees fit. 2. Adopt or amend the relevant charters, including time and date of Committee meetings where

appropriate. BACKGROUND: Council appoints delegates to various Committees and organisations. Following is a schedule of those bodies, the number of delegates required, current delegates and a brief job descriptor. Where appropriate existing charters are identified and appendices attached. RESOLVED that Council: 1. Determine its delegates to the various Committees and organisations as it sees fit. 2. Adopt or amend the relevant charters, including time and date of Committee meetings where

appropriate.

Moved: Cr E Bates Seconded: Cr B Howey CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.14PM.

ATTACHMENT NO: 1 - SCHEDULE 1 - COMMITTEES AND CHARTERS - EXTRAORDINARY COUNCIL MEETING - 26 SEPTEMBER 2011

ITEM NO: EXT.09.5


SCHEDULE 1 ABERDEEN CBD COMMITTEE AIRPORT MANAGEMENT COMMITTEE One (1) Councillor delegate and one (1) alternate required Two (2) operators from the aviation industry nominated by a committee of all airports users Director Technical Services or his delegate Meets as required This Committee was established to maintain and develop the Scone Airport to a standard acceptable to Council, CASA and Air Services Australia. Committee Charter is Appendix 1 ARTS UPPER HUNTER COMMITTEE AUDIT ADVISORY COMMITTEE Mayor Deputy Mayor Two (2) independent experts appointed by the General Manager, one of whom shall be the Chair. This Committee was established to independently review and monitor the effectiveness of Council’s risk management, internal control and governance processes. Committee Charter is Appendix 2 AUSTRALIA DAY WORKING PARTY - MERRIWA DISTRICT Two (2) Councillor delegates required Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Merriwa district. Committee Charter is Appendix 3 AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT Two (2) Councillor delegates required Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Murrurundi district. Committee Charter is Appendix 4 AUSTRALIA DAY COMMITTEE - SCONE DISTRICT Two (2) Councillor delegates required Meets as required This Committee was established to oversee the planning and provision of Australia Day activities in the Scone district. Committee Charter is Appendix 5


ITEM NO: EXT.09.5


CASSILIS COMMUNITY CENTRE Fourteen (14) representatives One (1) Councillor appointed in accordance with the Local Government Act Merriwa Community Services Officer This Committee was established to oversee the planning and provision of Cassilis Community Centre Committee Charter is Appendix 6 COMMUNITY ENGAGEMENT & COMMUNICATIONS TASKFORCE Three (3) Councillors – a Councillor will be the chairperson and deputy chairperson. Three (3) staff, appointed by the General Manager. Up to six (6) community members appointed by Council, with a spread of locality across the Shire. Meets as determined by the Committee. This Taskforce was established to provide advice and recommendations to Council on the development and implementation of community engagement and communications strategies and processes. Committee Charter is Appendix 7 COMMUNITY SERVICES COMMITTEE Two (2) Councillors one of whom shall be the Chairperson. Meets fourth Tuesday of the month at 6.30 pm or as determined by the Committee. This Committee was established to provide leadership, direction and input into Community Services in the Upper Hunter Shire on the functional responsibilities listed in the Charter. Committee Charter is Appendix 8 CONDUCT REVIEW COMMITTEE Hunter Councils panel to be appointed by General Manager or Mayor, as the case may be. This Committee is responsible for making enquiries into reported breaches, complaint handling procedures and any instances of suspected corrupt conduct, maladministration and serious and substantial waste of public resources in accordance with Council’s internal reporting policy. Committee Charter is Appendix 9 CROPS FOR HUNTER MANAGEMENT COMMITTEE One (1) representative from each of the supporting Local Government areas up to five (5) farmer representatives representatives from lead agencies in the Hunter Region representatives from funding agencies the General Manager of the Upper Hunter Shire Council shall be an ex-officio member. Meets quarterly or as otherwise determined. This Committee brings together the Councils of Muswellbrook, Singleton and Upper Hunter to form a Committee for the administration of Crops for Hunter. Committee Charter is Appendix 10 DARTBROOK COAL MINE CONSULTATIVE COMMITTEE One (1) Councillor


ITEM NO: EXT.09.5


Meets as required


ITEM NO: EXT.09.5


This Committee comprises representatives from Dartbrook Coal, Muswellbrook Shire Council and Upper Hunter Shire Council, established to monitor complaints received from the community in regard to Dartbrook Coal. FLOOD PLAIN MANAGEMENT COMMITTEE Four (4) Councillor delegates required Meets as required This Committee was established to consider matters of an urgent nature relating to development within any areas deemed to be impacted or potentially impacted by flood or other waters. Committee Charter is Appendix 11 GOLDEN HIGHWAY COMMITTEE Voting member Councils:

Dubbo City, Wellington Shire, Warrumbungle Shire, Upper Hunter Shire, Muswellbrook Shire, Singleton Shire, Cessnock City, Newcastle City.

Non voting member: Roads and Traffic Authority

One or more non-voting representatives from other organisations as follows: Newcastle Port Corporation, Australian Rail Track Corporation, Telstra.

This Committee was established to provide a forum for councils along the route and associated organisations to have input into the planning of maintenance and upgrade works on the Golden Highway. Committee Charter is Appendix 12 HERITAGE ADVISORY COMMITTEE At least one (1) Council representative Six (6) community members, preferably representing the major residential areas. This Committee was established to assist Council in fulfilling that part of it’s Mission Statement which seeks to:

“serve the community through equality of opportunity and involvement by effective teamwork to build a prosperous environmentally sustainable future”

Committee Charter is Appendix 13 HUNTER COUNCILS INCORPORATED Mayor Meets on Thursday every second month at 10.00 a.m. This is an incorporated body consisting of representatives of all councils in the Hunter including Lake Macquarie, Newcastle and as far north as Taree. The body serves as a political body for local government in this region. HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE One (1) Councillor and one (1) alternate Councillor; Up to ten (10) community representatives to be selected and appointed by Council following the calling of

nominations from the community after each Council election; The General Manager or his delegate shall be an ex-officio member. Lake Glenbawn State Park Trust Administrator or his delegate. This Committee was established to provide a mechanism by which citizens of the Upper Hunter Shire can participate in planning the future of the Hunter Valley Museum of Rural Life and its valuable collection of artifacts.


ITEM NO: EXT.09.5


Committee Charter is Appendix 14


ITEM NO: EXT.09.5


KINGDON PONDS AND TRIBUTARIES WATER USERS ASSOCIATION MANAGEMENT COMMITTEE One (1) Councillor Meets as required

This Committee was established to monitor the introduction of water licensing to landholders within the Kingdon Ponds and Tributaries within the constraints set by the NSW Water and Local Government Acts. LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE Five (5) representatives from Council The Mayor shall ex officio be a member of the Committee This Committee was established to assist Council in fulfilling that part of its Mission Statement which seeks to:


Committee Charter is Appendix 15 LIVERPOOL RANGE ZONE BUSHFIRE COMMITTEE: One (1) Councillor delegate required and one (1) Councillor alternate Meets every three months. A Committee set up under the Bushfire Act for the co-ordination of activities of all bushfire brigades within the Upper Hunter Shire, Liverpool Plains Shire and Gunnedah Shire. MACQUARIE GENERATION COMMUNITY CONSULTATIVE COMMITTEE One (1) Councillor Meets as required This Committee is responsible for establishing effective communication links between Macquarie Generation, the community and government regulators relating to emergency response, health, safety and environmental issues of concern arising from Macquarie Generation’s operations. MERRIWA AGED HOSTEL COMMITTEE One (1) Councillor Community Services Officer, Merriwa The Trustee A minimum of eight with a maximum of ten ordinary members whom shall reside in the Merriwa district. This Committee shall control and manage the affairs of the Trust. Committee Constitution is Appendix 16 MERRIWA CBD COMMITTEE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE One (1) Councillor Meets as required This Committee meets to organise the Annual Festival of the Fleeces.


ITEM NO: EXT.09.5


MERRIWA SHOWGROUND MANAGEMENT COMMITTEE


ITEM NO: EXT.09.5


MERRIWA SPORTS USERS COMMITTEE MERRIWA TOURISM & PROMOTION COMMITTEE One (1) Councillor This committee provides a vital link between Council, tourism operators, business and the community. MID NORTH COAST WEIGHT OF LOAD: One (1) delegate required (Councillor or staff) Meets twice a year (March & November). This is an incorporated body consisting of representative councils in the Hunter and Mid-North Coast areas. The group was established to regulate the overloading of vehicles and the policing thereof. MOOBI SCHOOL SITE COMMITTEE Ten (10) community representatives The committee's primary role is to manage the former Moobi School site for community purposes. Committee Charter is Appendix 17 MURRURUNDI & DISTRICT HISTORICAL SOCIETY One (1) Councillor Up to six (6) Community representatives This Committee was established to protect, restore, enhance and conserve cultural and historical information of the Murrurundi district and act as custodians of public assets except for items on loan in accordance with Council’s Charter. Committee Charter is Appendix 18 MURRURUNDI CBD COMMITTEE One (1) Councillor One (1) staff, appointed by the General Manager, plus an alternate. Four (4) community representatives appointed by Council following expressions of interest. One (1) representatives appointed by the Murrurundi Chamber of Commerce, plus an alternate. This Committee was established to provide advice and recommendations to Council on the development and implementation of plans to upgrade the Murrurundi CBD and surrounding streetscapes. Committee Charter is Appendix 19 MURRURUNDI SPORTS ASSOCIATION One (1) Councillor Up to two (2) representatives from each of the sporting groups in the Murrurundi community. This Committee was established to act in an advisory capacity to the Upper Hunter Shire Council’s Works & Technical Services Committee in relation to all matters concerning sporting facilities to cater for the sporting needs of the Murrurundi community. Committee Charter is Appendix 20


ITEM NO: EXT.09.5


NSW ASSOCIATION OF MINING RELATED COUNCILS INC One (1) Councillor delegate RISK MANAGEMENT COMMITTEE General Manager Director Corporate Services Director Technical Services (Chair) Director Environmental Services Internal Auditor Other officers will attend Committee meetings, as required. This Committee was established to assess and monitor the adequacy and effectiveness of Council’s risk management framework. Committee Charter is Appendix 21 RURAL WATER SUPPLY SCHEME Four (4) Councillors Meets as required. This Committee is responsible for planning and managing the development and establishment of an irrigation scheme to service Scone and district, area landholders within the constraints set by the NSW Water and Local Government Acts. Committee Charter is Appendix 22 SCONE & ABERDEEN SPORTS ASSOCIATION This Committee was established to provide advice, liaison and recommendations to Council on the sporting bodies needs, use and development of Council sports fields and active recreation assets for the Scone and Aberdeen communities. One (1) Councillor and an alternate. Up to two (2) representatives from each of the sporting groups in the Scone and Aberdeen. Committee Charter is Appendix 23 SCONE & DISTRICT CHAMBER OF COMMERCE & INDUSTRY: One (1) Councillor delegate required to act as a conduit between Council and the Chamber. SCONE & REGIONAL SALEYARDS COMMITTEE: Three (3) Councillor delegates required Two (2) persons selected from a minimum of three (3) names nominated from the various producer

organizations or individuals representing the cattle and/or sheep producers of the Shire. Two (2) members selected from a minimum of three (3) persons nominated by the Scone Associated

Agents and representing the Scone Associated Agents. Meets the third Wednesday every three (3) months at 3.00pm This Committee consists of delegates from Council, the stock and station agents and the growers. The Committee is fully responsible for the operation of the Scone Regional Saleyards and makes recommendations to Council on all issues relating to the provision of Saleyards facilities within the Upper Hunter Shire. Committee Charter is Appendix 24


ITEM NO: EXT.09.5


SCONE & UPPER HUNTER HORSE FESTIVAL COMMITTEE


ITEM NO: EXT.09.5


SCONE CBD COMMITTEE Two (2) representatives appointed by the Scone Chamber of Commerce. Five (5) community representatives appointed by Council following expressions of interest. Four (4) Councillors – a Councillor will be the chairperson and deputy chairperson. Three (3) staff, appointed by the General Manager. Meets as determined by the Committee This Committee was established to provide advice and recommendations to Council on the redevelopment and implementation of the plans to upgrade Scone CBD and surrounds. Committee Charter is Appendix 25 SETTLEMENT HALL COMMITTEE One (1) Councillor Minimum of eight (8) community representatives This Committee is responsible for the day to day operation in the care and management of the Settlement Hall and to ensure that the facility is managed efficiently and effectively. Committee Charter is Appendix 26 TIDY TOWNS COMMITTEE One (1) Councillor delegate who shall be the Chairperson and one (1) Councillor alternate, Meeting time and date to be determined by the Committee. To form partnerships between Council and the community to keep the Shire looking clean and tidy and facilitate involvement in Keep Australia Beautiful initiatives. Committee Charter is Appendix 27 UPPER HUNTER COUNTY COUNCIL (Weeds): Three (3) Councillor delegates required Meets every second month on the last Monday of the month. The County Council was established for the control of noxious weeds within the Shires of Muswellbrook, Singleton and Upper Hunter. UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE: Four (4) Councillor delegates required Meets quarterly (February, May, August, November) on the Friday prior to the Council meeting at 2.30 pm. The aim of the Committee is to encourage economic development and tourism, develop tourism infrastructure and promote the Upper Hunter Shire on a local, regional, national and international basis. Committee Charter is Appendix 28 UPPER HUNTER FAMILY DAY CARE JOINT COMMITTEE: Two (2) Councillor delegates required Meets quarterly. This Committee was established to manage the Family Day Care Scheme, a scheme fully funded and administered by Upper Hunter Shire Council covering the shires of Upper Hunter and Muswellbrook. Committee Charter is Appendix 29


ITEM NO: EXT.09.5


UPPER HUNTER LOCAL EMERGENCY MANAGEMENT COMMITTEE


ITEM NO: EXT.09.5


UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE This Committee was established to act as an advisory committee to Council on the development of services, programs and projects that will promote and improve the Libraries of Upper Hunter Shire Council. Two (2) Councillor representatives, one of whom shall be the Chairperson. Five (5) persons from the communities of Aberdeen, Merriwa, Murrurundi, Cassilis and Scone. Up to two (2) general Library Members Up to nine (9) representatives drawn from a broad cross-section of the Upper Hunter Shire community. Committee Charter is Appendix 30 UPPER HUNTER SHIRE LAND COMMITTEE The Committee consists of the Mayor, Deputy Mayor and two (2) Councillors This Committee was established to consider all aspects pertaining to the development, sale and purchasing of land. Committee Charter is Appendix 31 UPPER HUNTER SHIRE TRAFFIC COMMITTEE: One (1) Councillor delegate required and one (1) alternate Meets the last Thursday of the month at 4.30 pm. This Committee is formed under the Traffic Act and consists of delegates from Council, the Roads and Traffic Authority, the local State Member and local police. The Committee is charged with responsibility for making recommendations to Council regarding all matters concerning local traffic regulations. Committee Charter is Appendix 32 WALFERTAN TANNERY COMMUNITY CONSULTATIVE COMMITTEE One (1) Councillor delegate required and one (1) alternate Meets bi-monthly or as considered necessary This Committee was established to make recommendations to Council in respect of the activities and operations of the Walfertan Tannery in relation to compliance with conditions of any development and other statutory consents, environmental monitoring and complaints. Committee Charter is Appendix 33 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE Two (2) Councillors plus one (1) alternative. One (1) representative from the following organisations:

o McCallum Inglis Pty Ltd o Hunter Valley Bloodhorse Breeders Association o Scone Campdraft & Rodeo Association o Australian Stock Horse Society o Scone Dressage Club o Scone Pony Club o Polocrosse Club o Scone Horse Trials Association (including Scone Jump Club).

This Committee was established to monitor the operation of the existing facility and to make recommendations to Council on the most appropriate means of developing White Park following the relocation of the Scone Race Club Limited.


ITEM NO: EXT.09.5


Committee Charter is Appendix 34


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YOUTH SERVICES COMMITTEE Two (2) Councillor representatives, one of whom shall be the Chairperson. Meets 5.30pm, on the second Tuesday of each month or as determined by the Committee. To provide leadership, direction and input into Youth Services in the Upper Hunter Shire on the functional responsibilities listed in the Charter. Committee Charter is Appendix 35


ITEM NO: EXT.09.5


COMMITTEES & COUNCIL DELEGATES

AS AT 26 SEPTEMBER 2011

OTHER COMMITTEES DELEGATES

ABERDEEN CBD COMMITTEE TBA

AIRPORT MANAGEMENT COMMITTEE Crs Bates (Chair) & Johnsen

ARTS UPPER HUNTER COMMITTEE Cr Seccombe

AUDIT ADVISORY COMMITTEE Mayor & Deputy Mayor

AUSTRALIA DAY WORKING PARTY - MERRIWA DISTRICT Crs Peebles (Chair) & Cottle

AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT Cr Seccombe

AUSTRALIA DAY COMMITTEE - SCONE DISTRICT Crs Bates (Chair), & Watts

CASSILIS COMMUNITY CENTRE Crs Peebles, Cr Cottle (Alt) or Community Services Officer

COMMUNITY ENGAGEMENT & COMMUNICATIONS TASKFORCE Crs Watts, Johnsen & Seccombe

COMMUNITY SERVICES COMMITTEE Crs Watts & Driscoll

CONDUCT REVIEW COMMITTEE Hunter Councils panel appointed by Mayor or GM

CROPS FOR HUNTER MANAGEMENT COMMITTEE Cr Bates, Cr Peebles (alt)

DARTBROOK COAL MINE CONSULTATIVE COMMITTEE Cr Driscoll, Cr Carter (alt)

FLOODPLAIN MANAGEMENT COMMITTEE Crs Watts, Driscoll, Carter & Cottle

GOLDEN HIGHWAY COMMITTEE Cr Peebles , Cr Cottle (alt)

HERITAGE ADVISORY COMMITTEE Crs Peebles, Howey & Seccombe

HUNTER COUNCILS INCORPORATED Cr Watts

HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE Crs Driscoll, Carter & Howey

KINGDON PONDS & TRIBUTARIES WATER USERS ASSOCIATION MANAGEMENT COMMITTEE

Cr Seccombe

LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE Crs Howey, Johnsen, Carter, Cottle, Seccombe

LIVERPOOL RANGE ZONE BUSHFIRE COMMITTEE Cr Bates, Cr Cottle (alt)

MACQUARIE GENERATION COMMUNITY CONSULT COMMITTEE Cr Carter & Director Environmental Services

MERRIWA AGED HOSTEL COMMITTEE Cr Peebles, Cr Cottle (alt)

MERRIWA CBD COMMITTEE TBA

MERRIWA FESTIVAL OF THE FLEECES COMMITTEE Cr Peebles, Cr Cottle (alt)

MERRIWA SHOWGROUND MANAGEMENT COMMITTEE Manager Engineering Operations

MERRIWA SPORTS USERS COMMITTEE Works Engineer, Merriwa

MERRIWA TOURISM & PROMOTION COMMITTEE Cr Cottle, Cr Peebles (alt)

MID NORTH COAST WEIGHT OF LOADS Manager Civil Assets

MOOBI SCHOOL SITE COMMITTEE Manager Technical Support

MURRURUNDI & DISTRICT HISTORICAL SOCIETY Community Services Officer, Murrurundi

MURRURUNDI CBD COMMITTEE Crs Watts & Seccombe

MURRURUNDI SPORTS ASSOCIATION Cr Seccombe

NSW ASSOCIATION OF MINING RELATED COUNCILS INC Cr Carter

RISK MANAGEMENT COMMITTEE Staff


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OTHER COMMITTEES DELEGATES

RURAL WATER SUPPLY SCHEME Crs Bates, Johnsen, Carter, Cottle

SCONE & ABERDEEN SPORTS ASSOCIATION Cr Howey & Manager Civil Assets

SCONE & DISTRICT CHAMBER OF COMMERCE & INDUSTRY Crs Johnsen & Howey

SCONE & REGIONAL SALEYARDS COMMITTEE Crs Bates (Chair), Carter & Cottle

SCONE & UPPER HUNTER HORSE FESTIVAL COMMITTEE General Manager or delegate

SCONE CBD COMMITTEE Mayor, Bates, Peebles & Howey

SETTLEMENT HALL COMMITTEE Cr Peebles, Cr Cottle (alt)

TIDY TOWNS COMMITTEE Cr Peebles, Cr Seccombe (alt)

UPPER HUNTER COUNTY COUNCIL (Weeds) Crs Bates, Carter & Johnsen

UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE Crs Peebles, Johnsen, Howey & Seccombe

UPPER HUNTER FAMILY DAY CARE JOINT ADVISORY COMMITTEE Cr Driscoll (Chair), Cr Seccombe

UPPER HUNTER LOCAL EMERGENCY MANAGEMENT COMMITTEE Cr Cottle

UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE Staff

UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE

UPPER HUNTER SHIRE LAND COMMITTEE Mayor, Deputy Mayor, Crs Driscoll &, Seccombe,

UPPER HUNTER SHIRE TRAFFIC COMMITTEE Cr Bates (Chair), Cr Carter (alt)

WALFERTAN TANNERY COMMUNITY CONSULTATIVE COMMITTEE Cr Johnsen

WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE Crs Bates (Chair), Howey &Johnsen, Cr Seccombe (Alt)

YOUTH SERVICES COMMITTEE Crs Bates & Driscoll


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APPENDIX 1 UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

AIRPORT MANAGEMENT COMMITTEE

AIM: To maintain and develop the Scone Airport to a standard acceptable to Council, CASA and Air Services Australia. MEMBERSHIP: One (1) Councillor, who shall be the Chairperson, and an alternate. two (2) operators from the aviation industry nominated by a committee of all airport users, and Director Technical Services or his delegate. All of whom shall hold office until the expiration of three (3) months after each ordinary election of the Council. QUORUM: The Chairperson and one member. FUNCTIONS: The functions of the committee could be to: Develop policies and procedures for the operation and maintenance of the Scone Airport. Monitor the operations of the Scone Airport and ensure compliance with all statutory requirements including

requirements of CASA and Air Services Australia. Formulate and maintain rules and regulations for the operation of the Scone Airport. Also the committee could make recommendations to Council on matters relating to:

o The annual budget for the facility. o Fees and charges to apply to airport use. o Development projects on the airport. o Quarterly reviews of the airport’s budget and operations.

MEETINGS: The Chairperson may call a special meeting at his/her discretion subject to reasons for such meeting being

provided to members. Seven (7) days notice in writing is to be given of such meetings.


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APPENDIX 2


COMMITTEE CHARTER

AUDIT ADVISORY COMMITTEE

OBJECTIVE: To provide independent assurance and assistance to the Upper Hunter Shire Council on risk management, internal control, governance and external accountability responsibilities. FUNCTIONS: To review the long term and annual financial and operational audit plans of the Internal Auditor, and to provide strategic direction. To consider reports, advice and recommendations prepared by the Internal Auditor and the External Auditor, together with relevant information from third parties and to make recommendations to Council on matters placed before the Committee. To monitor the external reporting and other governance responsibilities of Council. To make recommendations to Council in relation to the formulation of or amendment to policies, administrative principles and procedures. To be an effective communication forum between the external auditor, internal auditor, management and Council. AUTHORITY: The Committee or any individual member is authorised to seek independent professional advice as and when considered necessary. LIMITATIONS: The Committee has no executive powers, except those expressly provided by Council. The Committee must at all times recognise that primary responsibility for management of Council rests with the Council and the General Manager as defined by the Local Government Act 1993. MEMBERSHIP: The membership of the Committee will consist of:

Mayor Deputy Mayor Independent external member (not a member of the Council) Independent external member

In attendance, as required:

General Manager Director Corporate Services (committee secretary) Internal Auditor

The Chair of the Committee shall be appointed from the external members of the Committee by the Committee on an annual basis, In the absence of the Chair from a meeting, the remaining external member shall be


ITEM NO: EXT.09.5


appointed as acting Chair. The Committee may invite other officers and the external auditor to attend meetings from time to time.


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Recruitment of the independent external members shall be by way of public advertisement and appointment shall be for the term of the Council, after which they will be eligible for re-appointment. The evaluation of candidates will be undertaken by the Mayor and General Manager taking account of the experience of candidates and their likely ability to apply appropriate analytical and strategic management skills. The Mayor and General Manager will make a recommendation for appointment to Council who will make the appointments. MEETINGS: The Committee meets quarterly at a time and date to be determined. The Committee may meet more frequently, if required, eg. review of draft annual financial report. Additional meetings shall be convened at the discretion of the Chair or at the request of other Committee members, the General Manager, the internal auditor or external auditor. AGENDAS: Agendas will be forwarded to members, attendees and invitees at least 5 days prior to the meeting date. QUORUM: A quorum will exist when three (3) members, including at least one independent member, are present. MINUTES: A record of the Committee meetings shall be minuted. The minutes and any recommendations will be presented to the next available Council meeting. CODE OF CONDUCT: All committee members shall abide by Upper Hunter Shire Council’s Code of Conduct as adopted from time to time.


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COMMITTEE CHARTER

AUSTRALIA DAY WORKING PARTY – MERRIWA DISTRICT

PURPOSE

Oversee the planning and provision of Australia Day activities. Consider and provide recommendations to Council on matters regarding Australia Day, in accordance

with the Local Government Act 1993. MEMBERSHIP

The Committee shall consist of a maximum of 15 people including 2 Councillors appointed in accordance with the Local Government Act, and the Merriwa Community Services Officer.

Council will call for new Community Representation as vacancies arise by extending invitations to nominate members from local community groups and the general community.

The Chairperson shall be elected by the Committee annually and endorsed by Council. The triennial year that the event is hosted by the Cassilis community, special positions will be created

on the Committee for Cassilis residents if required. Invitations will be extended to Cassilis groups to nominate members.

MEETINGS Meetings of the Committee shall be held at least 5 times in a calendar year, and may meet weekly in the month leading up to the event if necessary. Ordinary meetings may be at the Merriwa Chambers, however the Committee may by resolution decide to hold the meetings at another agreed venue. Meetings shall commence at the time resolved by the Committee. Special meetings of the Committee may be convened by the Chairperson or by any 3 members of the Committee or by giving written notice no less than 7 days before the meetings and advising the matter to be discussed at the meeting. Selection of Award Recipients will be carried out in closed committee. QUORUM The quorum of meetings of the Committee shall be half plus one of the current committee membership. AGENDA AND MINUTES The business papers (including the Agenda and Minutes) shall be distributed to all members and to other

persons 7 days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council for consideration and recommendations from the Committee

shall be effective only after adoption by Council. CODE OF CONDUCT Merriwa District Australia Day Committee members shall abide by the Upper Hunter Shire Council Code of

Conduct. FINANCIAL IMPLICATIONS Merriwa Community Services Officer hours allocated within budget. Budget as determined by the Upper Hunter Shire Australia Day Committee and adopted by Council in the Delivery Program and Operational Plan annually. POLICY IMPLICATIONS


ITEM NO: EXT.09.5


Meets Civic events responsibilities identified in Council’s Delivery Program and Operational Plan.


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COMMITTEE CHARTER

AUSTRALIA DAY WORKING PARTY – MURRURUNDI DISTRICT

PURPOSE

Oversee the planning and provision of Australia Day activities in Murrurundi. Consider and provide recommendations to Council’s Australia Day Committee and Upper Hunter Shire

Council on matters regarding Australia Day, in accordance with the Local Government Act 1993. MEMBERSHIP

The Working Party shall consist of a maximum of 15 people including 1 Councillor appointed in accordance with the Local Government Act, and the Murrurundi Community Services Officer.

Council will call for new Community Representation as vacancies arise by extending invitations to nominate members from local community groups and the general community.

The Chairperson shall be elected by the Working Party annually and endorsed by Council.

MEETINGS Meetings of the Working Party shall be held at least 3 times in a calendar year, and may meet weekly in the month leading up to the event if necessary. Meetings shall commence at the time resolved by the Working Party. Special meetings of the Working Party may be convened by the Chairperson or by any 3 members of the Working Party or by giving written notice no less than 7 days before the meetings and advising the matter to be discussed at the meeting. Selection of Award Recipients will be carried out in closed committee.

QUORUM

The quorum of meetings of the Working Party shall be half plus one of the current committee membership.

AGENDA AND MINUTES

The business papers (including the Agenda and Minutes) shall be distributed to all members and to other persons 7 days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council’s Australia Day Committee and Council for consideration and recommendations from the Working Party shall be effective only after adoption by Council.

CODE OF CONDUCT

Murrurundi District Australia Day Working Party members shall abide by the Upper Hunter Shire Council Code of Conduct. FINANCIAL IMPLICATIONS Murrurundi Community Services Officer hours allocated within budget as determined by the Upper Hunter Shire Australia Day Committee and adopted by Council in the Delivery Program and Operational Plan annually. POLICY IMPLICATIONS Meets Civic events responsibilities identified in Council’s Delivery Program and Operational Plan


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COMMITTEE CHARTER

AUSTRALIA DAY COMMITTEE - SCONE DISTRICT

AIMS AND OBJECTIVES:

Oversee the planning and provision of Australia Day activities. Consider and provide recommendations to Council on matters regarding Australia Day.

MEMBERSHIP:

The Committee shall consist of a maximum of 10 people including 2 Councillors. Council will call for new community representation as vacancies arise by extending invitations to

nominate members from local community groups and the general community. The Chairperson shall be elected by the Committee annually and endorsed by Council. The Committee may make recommendations to the Council, as it sees fit on membership of the

Committee. Council appoints a Secretary/Treasurer to provide, on behalf of the Committee, a contact person within

Council to give expertise for these functions. However, this person is not an appointed member of the Committee.

MEETINGS: Meetings of the Committee may be as required. Ordinary meetings may be at the Scone Chambers, however the Committee may by resolution decide to hold the meetings at another agreed venue. Meetings shall commence at the time resolved by the Committee. Special meetings of the Committee may be convened by the Chairperson or by any 3 members of the Committee or by giving written notice no less than 7 days before the meetings and advising the matter to be discussed at the meeting. Selection of Award Recipients will be carried out in closed committee. QUORUM The quorum of meetings of the Committee shall be half plus one of the current Committee membership. AGENDA AND MINUTES The business papers (including the agenda and minutes) shall be distributed to all members and to other persons 7 days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council for consideration and recommendations from the Committee shall be effective only after adoption by Council. CODE OF CONDUCT

Scone District Australia Day Committee members shall abide by the Upper Hunter Shire Council Code of Conduct. FINANCIAL IMPLICATIONS: Budget as determined by the Upper Hunter Shire Australia Day Committee and adopted by Council in the Management Plan annually. POLICY IMPLICATIONS:


ITEM NO: EXT.09.5


Meets Civic events responsibilities identified in Council’s Delivery Program and Operational Plan.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

CASSILIS COMMUNITY CENTRE

AIM To oversee the planning and provision of Cassilis Community Centre Consider and provide recommendations to Council on matters regarding Cassilis Community Centre, in

accordance with the Local Government Act 1993. MEMBERSHIP The Committee shall consist of a maximum of fourteen (14) people, including one (1) Councillor appointed in accordance with the Local Government Act, and the Merriwa Community Services Officer. Council will call for new community representation as vacancies arise by extending invitations to nominate members from local community groups and the general community. The Chairperson shall be elected by the Committee annually and endorsed by Council. MEETINGS Meetings of the Committee shall be held at least four (4) times in a calendar year, at the Cassilis Community Centre. Meetings shall commence at the time resolved by the Committee.

Special meetings of the Committee may be convened by the Chairperson or by any three (3) members of the Committee or by giving written notice no less than seven (7) days before the meetings and advising the matter to be discussed at the meeting.

QUORUM

The quorum of meetings of the Committee shall be half plus one of the current committee membership.

AGENDA AND MINUTES

The business papers (including the agenda and minutes) shall be distributed to all members and to other persons seven (7) days prior to the meeting date (in accordance with Council policy). Minutes of the meeting shall be referred to Council for consideration and recommendations from the Committee shall be effective only after adoption by Council.

CODE OF CONDUCT

Cassilis Community Centre Committee members shall abide by the Upper Hunter Shire Council Code of Conduct.


ITEM NO: EXT.09.5


APPENDIX 7


COMMITTEE CHARTER

COMMUNITY ENGAGEMENT & COMMUNICATIONS TASKFORCE

AIM: To provide advice and recommendations to Council on the development and implementation of community engagement and communications strategies and processes. STRUCTURE: The taskforce is formed as a committee of Council in accordance with Section 355 of the Local Government Act, 2003. The membership and operations of the taskforce shall be in accordance with this Charter, the Code of Meeting Practice for Council Committee (where not all members are Councillors), Council’s Code of Conduct and administrative principles and processes for reporting to Council. MEMBERSHIP: The taskforce shall comprise of the following members who shall hold office until the expiration of the term of the taskforce, which is 30 June, 2011 or otherwise as determined by Council.

1. Council Representatives: Three (3) Councillors, appointed by Council – A Councillor will be the chairperson and deputy chairperson. Three (3) staff, appointed by the General Manager.

2. Community Representatives Up to six (6) community members appointed by Council following expressions of interest, with a spread of locality across the Shire.

No alternate representatives will be appointed. MEETINGS:

1. Ordinary meetings shall be held at such times and places as the Committee or chairperson may determine.

2. A quorum shall consist of five (5) members, two of whom shall be Council representatives.

3. Committee Minutes will be presented to the next available Council Meeting.

4. Agendas for each meeting shall be distributed by Council at least three (3) days prior to the scheduled

meeting.


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APPENDIX 8


COMMITTEE CHARTER

COMMUNITY SERVICES COMMITTEE

AIM: To provide leadership, direction and input into Community Services in the Upper Hunter Shire on the functional responsibilities listed below. SCOPE AND LIMITATIONS The Community Services Committee is an advisory committee constituted under section 355 of the Local Government Act and makes recommendations to Council. It has no delegated authority. Committee members will receive an agenda and reports from appropriately delegated Council officers, consider the items for discussion and make recommendations to the next Ordinary Council meeting. RESPONSIBILITIES The following is a list of functions assigned to the Community Services Committee; Community Profile and development of appropriate community information documents, Community Consultation, Social/Community Plan, Crime Prevention Plan, Disability Action Plan, Cultural Plan, Libraries Community Halls and Facilities Strategies for;

a. Housing, b. Older Persons and an ageing community, c. Children’s Services, d. Disability Services, e. Health and Wellbeing, f. Women, Men and Families, g. Harmony, h. Culturally and Linguistically Diverse community, i. Aboriginal and Torres Strait Islander community, j. Community Development, k. Cultural Development, l. Youth Services, m. Rural Communities, n. Transport,

MEMBERSHIP Fifteen (15) representatives drawn from a broad cross-section of the Upper Hunter Shire community: Two (2) Councillor representatives, one of whom shall be the Chairperson Six (6) Community representatives - two (2) persons representing each of the Aberdeen, Merriwa, and

Murrurundi and Scone communities One (1) police representative, One (1) health representative, One (1) housing representative, One (1) CALD/ATSI representative, One (1) person representing young people, Three (3) service provider representatives, eg. children, older people, disability, cultural, transport. Community Services Officers from Merriwa, Murrurundi and Scone offices of Upper Hunter Shire Council will provide secretary services to the Committee and coordinate the dissemination of committee agendas and


ITEM NO: EXT.09.5


minutes.


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MEETINGS The meeting time and date will be scheduled by members at the first meeting following their appointment to the Committee. Meetings will be not be held in December and January of each year. Meetings shall be open to the general public. Persons attending meetings may take part in the debate but will have no voting rights nor are they able to move or second motions. Meetings shall be in accordance with Council’s Code of Meeting Practice. VENUE Meetings will be held at the Upper Hunter Shire Chambers, Main Street, Scone and via video conference in Merriwa Administration office, Vennacher Street, Merriwa and at the Murrurundi Administration Centre, Mayne Street, Murrurundi. At least one community consultation meeting is scheduled to be held in the Upper Hunter Shire with community and service representatives invited to attend. QUORUM A quorum will consist of five (5) members, where one (1) member is a Councillor. DISSOLUTION OF THE COMMITTEE a) The Committee may be dissolved by Council at any time. b) The Committee shall cease to hold office at the end of October each year or otherwise at the expiration

of one month after the general election of the Council next following upon the appointment of the Committee but shall be eligible of reappointment.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

CONDUCT REVIEW COMMITTEE

OBJECTIVE: This Committee is responsible for making enquiries into reported breaches, complaint handing procedures and any instances of suspected corrupt conduct, maladministration and serious and substantial waste of public resources in accordance with Council’s internal reporting policy. FUNCTIONS: The Committee is responsible for making enquiries into allegations of breaches of the code of conduct by Councillors and must either: determine not to make enquiries into the allegation and give the reason/s in writing make enquiries into the alleged breach to determine the particular factual matters, or engage an independent person to make enquiries into the allegation to determine the particular factual

matters. Council’s Conduct Review Committee must decide whether a matter reported to it discloses a prima facie breach of the Code. The Conduct Review Committee will report its findings, and the reasons for these findings, in writing to the Council, the complainant and the person subject of the complaint. The Conduct Review Committee may recommend that Council take any actions provided for in its code of conduct that the Committee considers reasonable in the circumstances. MEMBERSHIP: The membership of the Conduct Review Committee shall be three or more appropriately qualified persons of high standing in the community who are independent of the Council, convened and selected as provided in Clause 12.16 of Council’s Code of Conduct. In the circumstances where a member of the Conduct Review Committee cannot participate in a matter, the General Manager, or Mayor in the case of complaints about the General Manager, should select another person as provided in Clause 12.16 of the Council’s Code of Conduct. Clause 12.16 of the Council’s Code of Conduct states:

“Where a matter is to be considered by the conduct review committee/reviewer, then in each case, the general manager, or Mayor in the case of complaints about the general manager, acting in their capacity as advisor, will either convene a conduct review committee and select its members from those appointed by council or alternatively select a sole conduct reviewer from those appointed by council.”

For the purposes of selecting members of the Conduct Review Committee Hunter Councils have undertaken to engage a panel of members for selection by each member Council. MEETINGS: Meets as required in the Council Chambers, Scone or as otherwise determined by the Committee. TERMS OF REFERENCE: Under the terms of the Local Government Amendment (Discipline) Act 2004, the ICAC, Ombudsman and Director General retain the power to act on misbehaviour allegations including a breach of the Council’s Code of Conduct regardless of any Council enquiries or findings.


ITEM NO: EXT.09.5



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APPENDIX 10


COMMITTEE CHARTER

CROPS FOR HUNTER MANAGEMENT COMMITTEE

BACKGROUND This Committee brings together the Councils of Muswellbrook, Singleton and Upper Hunter to form a Committee for the administration of Crops for Hunter. Crops for Hunter was established to support agricultural diversification in the Upper Hunter. Successful diversification makes the farming business and the farming family more sustainable and profitable in an economic and ecological perspective. Diversification may include, but is not limited to, new methods of production or management, changing what is produced, identifying new markets or applying new business or management structures. AIM The Committee is responsible for planning and managing Crops for Hunter. FUNCTIONS To oversee the issuing of the Crops for Hunter annual grant To oversee the preparation and implementation of a business plan, budget and action plans for Crops for

Hunter. To oversee the preparation of grant applications for Council’s consideration and to any Federal or State

bodies requiring this information. MEMBERSHIP The membership of the Committee is as follows:- one representative from each of the supporting Local Government areas; up to five farmer representatives to be selected and appointed by Council following the calling of

nominations from the community after each Council election; representatives from lead agencies in the Hunter region that will be key to successful diversification. The

following organizations shall be invited to join the Committee, Hunter Area Consultative Committee, Hunter Economic Development Corporation, NSW Department of Primary Industries, NSW Department of State and Regional Development;

representatives from funding agencies as required by funding agreements; the General Manager of the Upper Hunter Shire Council shall be an ex-officio member. MEETINGS The Committee meets quarterly or as otherwise determined. MINUTES A record of Committee Meetings shall be minuted with copies of agenda and minutes sent to Council. QUORUM A quorum will consist of seven (7) members or half the members plus one (1), whichever is the lesser.


ITEM NO: EXT.09.5


COMMITTEE MEMBERS’ RESPONSIBILITIES The members’ role is:- to provide support and advice on the advancement of Crops for Hunter, striving for self-sustainability while

continuing to develop programs to provide real benefits to agricultural enterprises in the Upper Hunter; to identify new opportunities for Crops for Hunter; to represent the various industries within the agricultural sector of the Upper Hunter and assist these

targeting industries by developing programs that help sustain Crops for Hunter and are of value to the enterprises that make up the industries;

to support Crops for Hunter programs. FINANCIAL All funds will be administered by the Upper Hunter Shire Council on behalf of the committee. Farmer representatives entitled to claim travel allowance based on kilometers travelled to attend meetings.


ITEM NO: EXT.09.5


APPENDIX 11


COMMITTEE CHARTER

FLOOD PLAIN MANAGEMENT COMMITTEE

OBJECTIVES: To consider matters referred from time to time by Council or matters considered to be of an urgent nature by the Committee Chairperson, Mayor, General Manager or Director Development and Environmental Services. RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by Council or matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility: Issues associated with development within any areas deemed to be impacted or potentially impacted by flood or other waters. TERMS OF REFERENCE: 1. To consider reports, advice and recommendations of Management, together with relevant information

from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council’s own policies.


before the Committee. MEMBERSHIP OF THE COMMITTEE The Committee shall comprise the following members who shall hold office until the expiration of three (3) months after each General Election of the Committee CHAIRMAN: To be a Councillor elected by the Committee. COUNCILLORS: Three (3) Councillors to be elected. Note: The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the

Committee. All Councillors may attend. They may speak on any matter and ask questions but cannot vote.

STATE EMERGENCY SERVICES: A representative of the SES shall be a member of the Committee COMMUNITY REPRESENTATIVE: Nominations shall be called for at least one (1) member of the local community to be a representative on the Committee following each Council election. Such nomination/s to be approved by Council.


ITEM NO: EXT.09.5


STAFF ATTENDING: Appropriate representative from the Development and Environmental Services Department. Note: General Manager may ex officio attend any meeting and other Divisional Directors when necessary and when required. GOVERNMENT / OTHER AGENCIES: Representatives of other Government Agencies including the Department of Infrastructure Planning and Natural Resources who may attend and contribute to the meetings in an advisory capacity. MEETINGS QUORUM: Two (2) Councillors. MEETING TIME: As considered necessary by the Chairman. VENUE: Council Chambers or elsewhere as determined by the Chairman


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APPENDIX 12


COMMITTEE CHARTER

GOLDEN HIGHWAY COMMITTEE

AIM To provide a forum for councils along the route and associated organisations to have input into the planning of maintenance and upgrade works on the Golden Highway. FUNCTION The Committee will: Undertake a qualitative evaluation of the benefits and costs of maintenance and upgrade works. Review the tasks and costs associated with the maintenance and upgrade works. Develop a strategic plan for the maintenance and upgrade works. When developing and updating the strategic plan, the Committee will: Consider an assessment of the current limitations of the road as a transport corridor. Identify sources of financial assistance. Recognise the local economic and social benefits of enhancing the link between the regional centres of

Newcastle and Dubbo. Be cognizant of any opportunities to promote tourism and improved telecommunication links along the

route. Make recommendations to Council, including recommendations to lobby Government for funding to upgrade

the route. MEMBERSHIP Voting member Councils:

Dubbo City Council Wellington Shire Council Warrumbungle Shire Council Upper Hunter Shire Council Muswellbrook Shire Council Singleton Shire Council Cessnock City Council Newcastle City Council

Non voting member: Roads and Traffic Authority One or more non-voting representatives from other organisations as follows:

Newcastle Port Corporation Australian Rail Track Corporation Telstra


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MEETINGS

Two meetings per annum, to be held in the Merriwa office on the third (3rd) Friday of February and August, or as otherwise determined by the Committee. Meetings shall be open to the general public. Persons attending meetings may take part in the debate but will have no voting rights nor are they able to move or second motions. AGENDA AND MINUTES Agenda papers shall be distributed to all members and to other persons 7 days prior to the meeting date, by email where possible. Draft minutes of the meeting shall be forwarded to all members no less than 7 days after the meeting and will be referred to each Council for consideration. Each Council will determine the action to be taken on any recommendations from the Committee. CODE OF MEETING PRACTICE Council’s Code of Meeting Practice will be used to conduct meetings. QUORUM A quorum shall consist of six (6) representatives plus one (1) RTA representative. FINANCIAL Upper Hunter Shire Council shall invoice each participating council the amount of $165 inclusive of GST per annum (CPI adjusted) in August to cover the cost of refreshments, stationery and similar expenses of the Council. As the minutes and recommendations of the meetings will be considered by each of the constituent councils, the need for a Golden Highway Promotion Fund is not required at this time.


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APPENDIX 13


COMMITTEE CHARTER

HERITAGE ADVISORY COMMITTEE

OBJECTIVES: To assist Council in fulfilling that part of it’s Mission Statement which seeks to


RESPONSIBILITIES: 1. To ensure that there is an open forum for effective and productive communications between Council,

the Committee and the Community. 2. To undertake projects as directed by Council. To support Council’s Heritage Advisor in relation to

preparing, supporting and reviewing Council’s Heritage Study. 3. To make recommendations to Council in respect of the Heritage Study. TERMS OF REFERENCE: 1. The role of the Heritage Advisory Committee (HAC) includes meeting on an “as needs” basis to report

on projects 2. The activities of the Committee will be determined by Council’s Heritage Advisor following liaison and

concurrence with the General Manager or Director Environmental Services. 3. Council will provide

i) facilities for meetings of the Committee as considered necessary by the Chairperson ii) administrative support for the Committee including facilities for the production of agendas and

minutes of meetings (prepared by the Heritage Advisor) iii) assistance with transport to meetings for Committee members where possible.

MEMBERSHIP OF THE COMMITTEE The Committee will consist of at least one representative from Council, one of whom who will act as Chairperson. Council’s representative will be either an elected member or senior staff member. Council will nominate six (6) community members to be on the committee, preferably representing the major residential areas. The Heritage Advisor shall attend all meetings and be responsible for preparing agendas and recording minutes of the meetings.

Note: a) The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.

b) All Councillors may attend. They may speak on any matter and ask questions but cannot vote.

c) General Manager may ex officio attend any meeting and other Divisional Directors or Managers when necessary and when required.

MEETINGS QUORUM: One Council representative and four other Committee members. MEETING TIME: Meetings to be held as considered necessary by the Chairman. VENUE: Council chambers at the Merriwa, Murrurundi or Scone office or other suitable location

as determined by the Chairman or the Committee. COUNCIL CODES The Committee members are obliged to comply with Council’s Code of Meeting Practice and Code of Conduct.


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COMMITTEE CHARTER

(adopted by Council 25 June 2007)

HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE

BACKGROUND At the meeting on 13 June 2007 at St Lukes Hall, Scone, chaired by the Hon John Jobling, Administrator, Lake Glenbawn Trust, it was suggested that Council form a committee under section 355 of the Local Government Act 1993. AIM To provide a mechanism by which citizens of the Upper Hunter Shire can participate in planning the future of the Hunter Valley Museum of Rural Life and its valuable collection of artefacts. FUNCTIONS In relation to Hunter Valley Museum of Rural Life, the Committee is responsible for: developing ideas seeking solutions developing preservation and business plans advising on options for the Museum seeking grants and professional advice other relevant matters pertaining to the future of the Museum MEMBERSHIP The membership of the Committee is as follows:- One (1) Councillor and one (1) alternate Councillor; Up to ten (10) community representatives to be selected and appointed by Council following the calling of

nominations from the community after each Council election; The General Manager or his delegate shall be an ex-officio member. Lake Glenbawn State Park Trust Administrator or his delegate.

IN ATTENDANCE Manager of Economic Development and Tourism or the Tourism Co-ordinator Representatives of funding and state agencies as required. MEETINGS The Committee meets quarterly in February, May, August, and November on the third Wednesday starting 5.30 pm at Scone or as otherwise determined. MINUTES A record of Committee meetings shall be minuted with copies of agenda and minutes sent to Councillors. QUORUM A quorum will consist of four (4) members, including a Councillor. FINANCIAL All funds will be administered by Council.


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APPENDIX 15


COMMITTEE CHARTER

LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE

OBJECTIVES: To assist Council in fulfilling that part of it’s Mission Statement which seeks to “serve the community through equality of opportunity and involvement by effective teamwork to build a prosperous environmentally sustainable future” RESPONSIBILITIES:

1. To ensure that there is an open forum for effective and productive communications between Council, the Committee and the Community.

2. To review draft documents prepared by Consultants and / or Staff during the preparation of the Upper

Hunter Shire Local Environmental Plan.

3. To make recommendations to Council in respect of the Upper Hunter Shire Local Environmental Plan. TERMS OF REFERENCE:

1. The role of the Local Environmental Plan Community Advisory Committee (LEPCAC) includes meeting on a regular basis during the process of preparing the Upper Hunter Shire Local Environmental Plan.

2. The Committee may make comments and recommendations to the Council for referral to the

Consultants where considered necessary.

3. Council will provide

facilities for meetings of the Committee as considered necessary by the Chairperson administrative support for the Committee including preparation of agendas and minutes of meetings

MEMBERSHIP OF THE COMMITTEE The Committee will consist of five representatives from Council, one of whom who will act as Chairperson. Council will nominate an appropriate number of community representatives to be on the committee. Representatives of the consultants undertaking the Shire Wide Strategy and preparation of the Upper Hunter Shire Local Environmental Plan shall attend such meetings, together with representatives of the Department of Planning when possible. Staff shall include the Director of Environmental Services and / or the Senior Environmental Officer. Note:

a) The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.

b) All Councillors may attend. They may speak on any matter and ask questions but cannot vote. c) General Manager may ex officio attend any meeting and other Divisional Directors or Managers when

necessary and when required. MEETINGS QUORUM: Two Council representative and six other Committee members. MEETING TIME: Meetings to be held as considered necessary by the Chairman. (Time of day to be

determined by the Committee at the first and subsequent meetings). Alternatively upon a written request from at least two members to the Chair, a meeting can be called within one week.

VENUE: Council chambers at the Scone office or other suitable location as determined by the

Chairman or the Committee. COUNCIL CODES: The Committee members are obliged to comply with Council’s Code of Meeting


ITEM NO: EXT.09.5


Practice and Code of Conduct.


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APPENDIX 16

MERRIWA AGED HOSTEL COMMITTEE CONSTITUTION

Amended 21 May 2004

PART I PRELIMINARY 1. INTERPRETATION (1) In these rules, except in so far as the context or subject-matter otherwise indicates or requires –

“ordinary member” means a member of the committee who is not an office-bearer of the committee, as referred to in Part 2 (12); “the Trust” means the Merriwa Aged Hostel Trust.

“The Committee” means the Merriwa Aged Hostel Committee which is a Section 355 Committee of Council in accordance with the New South Wales Local Government Act (1993).

“The Executive” means the Chairperson, Deputy Chairperson, Secretary/Treasurer and one ordinary committee member. The ordinary committee member shall be elected to the executive at the annual general meeting.

“Secretary” means- (a) the person holding office under these rules as secretary of the committee; or (b) where no such person holds that office-the public officer of the committee; “Special general meeting” means a general meeting of the Committee.

"Financial year" refers to a 12 month period commencing 1 July and finishing 30 June of the next year.

(2) In these rules-

(a) a reference to a function includes a reference to a power, authority and duty; and

(b) a reference to the exercise of a function includes, where the function is a duty, a reference to the performance of the duty.

(3) The provisions of the Interpretation Act, apply to and in respect of these rules in the same manner as

those provision would so apply if these were an instrument made under the Act. PART II MEMBERSHIP 1. MEMBERSHIP QUALIFICATIONS A person is qualified to be a member of the Committee if, but only if the person is natural person who-

(a) has been nominated for membership of the Committee as provided by rule 3; and

(b) has been approved for membership of the Committee by the Committee. 3. NOMINATION FOR MEMBERSHIP (1) A nomination of a person for membership of the Committee-

(a) shall be made by a member of the association in writing in the form set out in Appendix 1 to these rules; and


ITEM NO: EXT.09.5


(b) shall be lodged with the secretary of the Committee.

(2) As soon as practicable after receiving a nomination for, the secretary shall refer the nomination to the

committee which shall determine whether to approve or reject the nomination. (3) Where the committee determines to approve a nomination for membership, the secretary shall, as soon

as practicable after that determination, notify the nominee of the approval. (4) The secretary shall, enter the nominee's name in the register of members and, upon the name being so

entered, the nominee becomes a member of the committee. 4. CESSATION OF MEMBERSHIP A person ceases to be a member of the committee if the person-

(a) dies; (b) resigns that membership; (c) fails to attend, without due cause, a minimum of 50% of meetings within any financial year; or (d) is expelled from the committee.

5. MEMBERSHIP ENTITLEMENTS NOT TRANSFERABLE A right, privilege or obligation which a person has by reason of being a member of the committee-

(a) is not capable of being transferred or transmitted to another person; and

(b) terminates upon cessation of the person's membership.

6. RESIGNATION OF MEMBERSHIP (1) A member of the committee is not entitled to resign that membership except in accordance with this

rule. (2) A member of the committee may resign from membership of the committee by first giving notice (being

not less that 1 month or not less than such other period as the committee may determine) in writing to the secretary of the members intention to resign and, upon the expiration of the period of notice, the member ceases to be a member.

(3) Where a member of the committee ceases to be a member pursuant to clause (2), and in every other

case where a member ceases to hold a membership, the secretary shall make an appropriate entry in the register of members recording the date on which the member ceased to be a member.

7. REGISTER OF MEMBERS (1) The secretary of the committee shall establish and maintain a register of members of the committee

specifying the name and address of each person who is a member of the committee together with the date on which the person became a member.

(2) The register of members shall be kept at the principal place of administration of the committee and shall

be open for inspection, free of charge, by any member of the committee at any reasonable hour.


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8. FEES, SUBSCRIPTIONS ETC There are no fees or subscriptions for membership of the Committee. 9. MEMBERS LIABILITIES The liability of a member of the committee to contribute towards the payment of the debts and liabilities

of the committee or the cost, charges and expenses of the winding up of the committee is limited to the amount, if any, unpaid by the member in respect of membership of the association as required by rule 8.

10. DISCIPLINING OF MEMBERS (1) Where the committee is of the opinion that a member of the committee-

(a) has persistently refused or neglected to comply with a provision of these rules; or

(b) has persistently and wilfully acted in a manner prejudicial to the interests of the committee, the committee may, by resolution-

(c) i) expel the member from the committee; or

ii) suspend the member from membership of the committee for a specified period. (2) A resolution of the committee under clause (1) is of no effect unless the committee, at the meeting held

not earlier than 14 days and not later than 28 days after service on the member of a notice under clause (3), confirms the resolution in accordance with this rule.

(3) Where the committee passes a resolution under clause (1), the secretary shall, as soon as practicable,

cause a notice in writing to be served on the member-

(a) setting out the resolution of the committee and the grounds on which it is based;

(b) stating that the member may address the committee at a meeting to be held not earlier than 14 days and not later than 28 days after service of the notice;

(b) stating the date, place and time of the meeting; and

(c) informing the member that the member may do either or both of the following:

(i) attend and speak at the meeting; (ii) submit to the committee at or prior to the date of the meeting written representations

relating to the resolution. (4) At a meeting of the committee held as referred to in clause (3), the committee shall-

(a) give to the member an opportunity to make oral representations;

(b) give due consideration to any written representations submitted to the committee by the member at or prior to the meeting; and

(c) by resolution determine whether to confirm or revoke the resolution.

(5) Where the committee confirms a resolution under clause (4), the secretary shall, within 7 days after the

confirmation, by notice in writing inform the member of the fact and of the member’s right of appeal under rule 11.

(6) A resolution confirmed by the committee under clause (4) does not take effect-


ITEM NO: EXT.09.5


(a) until the expiration of the period within which the member is entitled to appeal against the

resolution where the member does not exercise the right of appeal within that period; or

(b) where within that period the member exercises the right of appeal, unless and until the committee confirms the resolution pursuant to rule 11(4).

11. RIGHT OF APPEAL OF DISCIPLINED MEMBER (1) A member may appeal to the committee in general meeting against a resolution of the committee which

is confirmed under rule 10(4), within 7 days after notice of the resolution is served on the member by lodging with the secretary a notice to that effect.

(2) Upon receipt of a notice from a member under clause (1), the secretary shall notify the committee which

shall convene a general meeting of the committee to be held within 21 days after the date on which the secretary received the notice.

(3) At a general meeting of the committee convened under clause (2),

(a) no business other than the question of the appeal shall be transacted;

(b) the committee and the member shall be given the opportunity to state their respective cases orally or in writing, or both; and

(c) the members present shall vote by secret ballot on the question of whether the resolution

should be confirmed or revoked. (4) If at the general meeting the committee passes a special resolution in favour of the confirmation of the

resolution, the resolution is confirmed. PART III THE COMMITTEE 12. POWERS, ETC. OF COMMITTEE

The committee shall be called the Merriwa Aged Hostel Management Committee of the Merriwa Aged Hostel Trust and, subject to the Act, the Regulation and these rules and to any resolution passed by the committee in general meeting- (a) shall control and manage the affairs of the Trust; (b) may exercise all such functions as may be exercised by the trust other than those functions that

are required by these rules; and (c) has power to perform all such acts and do all such things as appear to the committee to be

necessary or desirable for the proper management of the affairs of the Trust. 13. CONSTITUTION AND MEMBERSHIP (1) The committee shall consist of-

(a) one Merriwa district Councillor or locally nominated representative of the local government area administrating the affairs of Merriwa;

(b) the Community Worker employed by the local government area, or nominee; (c) the Trustee, being a local government area appointed nominee that must reside in the Merriwa

district; (d) A minimum of eight with a maximum of ten ordinary members whom shall reside in the Merriwa

district.


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(2) The office-bearers of the committee shall be-

(a)the chairperson; (b) the deputy chairperson; (c) the treasurer; and (d) the secretary. (3) Each member of the committee shall, subject to these rules, hold office until the conclusion of the

annual general meeting following the date of the member's election, but is eligible for re-election. (4) In the event of a casual vacancy occurring in the membership of the committee, the committee may

appoint a member of the community to fill the vacancy and the member so appointed shall hold office, subject to these rules, until the conclusion of the annual general meeting next following the date of the appointment.

14. ELECTION OF MEMBERS (1) Nominations of candidates for election as office-bearers or as ordinary members of the committee-

(a)shall be made in writing, signed by 2 members of the community and accompanied by the written consent of the candidate (which may be endorsed on the form of nominations); and

(b) shall be delivered to the secretary of the committee not less than 7 days before the date fixed

for the holding of the annual general meeting at which the election is to take place. (2) If insufficient nominations are received to fill all vacancies on the committee, the candidates

nominations shall be deemed to be elected and further nominations shall be received at the annual general meeting.

(3) If insufficient further nominations are received any vacant positions remaining on the committee shall be

deemed to be casual vacancies. (4) If the number of nominations received is equal to the number of vacancies to be filled, the persons

nominated shall be deemed to be elected. (5) If the number of nominations received exceed the number of vacancies to be filled, a ballot shall be

held. (6) The ballot for the election of office-bearers and ordinary members of the committee shall be conducted

at the annual general meeting in such usual and proper manner as the committee may direct. (7) A nomination of a candidate for election under this clause is valid if the candidate has been nominated

for election to another office at the same election and has not been elected to that other position 15. CASUAL VACANCIES For the purpose of these rules, a casual vacancy in the office of a member of the committee occurs if

the member-

(a) dies;

(b) ceases to be a member of the committee;


ITEM NO: EXT.09.5


(c) resigns office by notice in writing given to the secretary;

(d) is removed from office under rule 16; (e) becomes of unsound mind or a person whose person or estate is liable to be dealt with in any

way under the law relating to mental health; or (f) is absent without the consent of the committee from all meetings of the Committee held

during a period of six months. 16. REMOVAL OF MEMBER (1) The committee in a general meeting may by resolution remove any member of the committee from the

office of member before the expiration of the member's term of office and may by resolution appoint another person to hold office until the expiration of the term of office of the member so removed.

(2) Where a member of the committee to whom a proposed resolution referred to in clause relates makes

representations in writing to the secretary or president (not exceeding reasonable length) and requests that the representations be notified to the members of the committee, the secretary or the president may send a copy of the representations to each member of the committee or, if they are not so sent, the member is entitled to require that the representations be read out at the meeting at which the resolution is considered.

17. MEETINGS AND QUORUM (1) The committee shall meet at least 3 times in each period of 12 months at such place and time as the

committee may determine. (2) Additional meetings may be convened by the chairperson or by any 3 members of the committee. (3) Oral or written notice of a meeting of the committee shall be given by the secretary to each member of

the committee at least 5 days (or such other period as may be unanimously agreed upon by the members of the committee) before the time appointed for the holding of the meeting.

(4) Notice of a meeting given under clause (3) shall specify the general nature of the business to be

transacted at the meeting, except business which the committee members present at the meeting unanimously agree to treat as urgent business.

(5) Any five members of the committee constitute a quorum for the transaction of the business of a meeting

of the committee. (6) No business shall be transacted by the committee unless a quorum is present and if within half and

hour of the time appointed for the meeting a quorum is not present the meeting stands adjourned to the same place and at the same hour of the same day in the following week.

(7) If at the adjourned meeting a quorum is not present within half an hour of the time appointed for the

meeting, the meeting shall be dissolved. (8) At a meeting of the committee:-

(a) the chairperson or, in the chairperson's absence, the deputy chairperson shall preside; or (b) if the chairperson and the deputy chairperson are absent or unwilling to act such one of the

remaining members of the committee as may be chosen by the members present at the meeting shall preside.


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18. DELEGATION BY COMMITTEE TO SUB-COMMITTEE (1) The committee may, by instrument in writing delegate to one or more sub-committees (consisting of

such member or members of the committee as the committee think fit) the exercise of such of the functions of the committee as are specified in the instrument other than-

(a) this power of delegation; and (b) a function which is a duty imposed on the committee by the Act or by any other law.

(2) A function the exercise of which has been delegated to a sub-committee under this rule may, while the

delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.

(3) A delegation under this section may be made subject to such conditions or limitations as to the exercise

of any function the subject thereof, or as to time or circumstance, as may be specified in the instrument of delegation.

(4) Notwithstanding any delegation under this rule, the committee may continue to exercise any function

delegated. (5) Any act or thing done or suffered by a sub-committee acting in the exercise if a delegation under this

rule has the same force and effect as it would have if it had been done or suffered by the committee. (6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule. (7) A sub-committee may meet and adjourn as it thinks proper. 19. VOTING AND DECISIONS (1) Questions arising at a meeting of the committee or of any sub-committee appointed by the committee

shall be determined by a majority of votes of members of the committee or sub-committee present at the meeting.

(2) Each member present at a meeting of the committee or of any sub-committee appointed by the

committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.

(3) Subject to rule 17(5), the committee may act notwithstanding any vacancy on the committee. (4) Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a

sub-committee, appointed by the committee, is valid and effectual notwithstanding any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.

PART IV GENERAL MEETINGS 20. ANNUAL GENERAL MEETINGS - HOLDING OF (1) With the exception of the first annual general meeting of the committee, the committee shall, at least

once in each calendar year and within the period of 3 months after the expiration of each financial year of the committee, convene an annual general meeting of its members.

(2) The committee shall hold its first annual general meeting-

(a) within the period of 2 months after the expiration of the first financial year of the committee. (3) Clause (l) and (2) have effect subject to any extension or permission granted by the committee. 21. ANNUAL GENERAL MEETING - CALLING OF AND BUSINESS AT (1) The annual general meeting of the committee shall, subject to rule 20, be convened on such date and at


ITEM NO: EXT.09.5


such place and time as the committee thinks fit. (2) In addition to any other business which may be transacted at an annual general meeting, the business

of an annual general meeting shall be-

(a) to confirm the minutes of the last preceding annual general meeting and of any special general meeting held since that meeting;

(b) to receive from the committee reports upon the activities of the committee during the last

preceding financial year;

(c) to elect office-bearers of the committee and ordinary members of the committee, and

(d) an annual general meeting shall be specified as such in the notice convening it. 22. SPECIAL GENERAL MEETINGS - CALLING OF (1) The committee may, whenever it thinks fit, convene a special general meeting. (2) The committee shall, on the requisition in writing of not less than 3 of the total number of members,

convene a special general meeting of the committee. (3) A requisition of members for a special general meeting-

(a) shall state the purpose or purposes of the meeting; (b) shall be signed by the members making the requisitions; (b) shall be lodged with the secretary; and

(d) may consist of several documents in a similar form, each signed by one or more of the

members making the requisition. (4) If the committee fails to convene a special general meeting to be held within 1 month after the date on

which a requisition of members for the meeting is lodged with the secretary, any one or more of the members who made the requisition may convene a special general meeting to be held not later than 3 months after that date.

(5) A special meeting convened by a member or members as referred to in clause (4) shall be convened as

nearly as is practicable in the same manner as general meetings are convened by the committee and any member who thereby incurs expense is entitled to be reimbursed by the committee for any expense so incurred.

23. NOTICE (1) Except where the nature of the business proposed to be dealt with at a general meeting requires a

special resolution of the committee, the secretary shall, at least 5 days before the date fixed for the holding of the general meeting, cause to be sent by pre-paid to each member at the member's address appearing in the register of members, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.


ITEM NO: EXT.09.5


(2) Where the nature of the business proposed to be dealt with at the general meeting requires a special

resolution of the committee, the secretary shall, at least 21 days before the date fixed for the general meeting, cause notice to be sent to each member in the manner provided in clause (1) specifying, in addition to the matter required under clause (1) the intention to propose the resolution as a special resolution.

(3) No business other than that specified in the notice convening a general meeting shall be transacted at

the meeting except, in the case of an annual general meeting, business which may be transacted pursuant to rule 21(2).

(4) A member desiring to bring any business before a general meeting may give notice in writing of that

business to the secretary who shall include that business in the next notice calling a general meeting given after receipt of the notice from the member.

24. PROCEDURE (1) No item of business shall be transacted at a general meeting unless a quorum of members entitled

under these rules to vote is present during the time the meeting is considering that item. (2) Five members present in person (being members entitled under these rules to vote at a general

meeting) constitute a quorum for the transaction of the business of a general meeting. (3) If within half an hour after the appointed time for the commencement of a general meeting a quorum is

not present, the meeting if convened upon the requisition of members shall be dissolved and in any other case shall stand adjourned at the same day in the following week at the time and (unless another place is specified at the time of the adjournment by the person presiding at the meeting or communicated by written notice to members given before the day to which the meeting is adjourned) at the same place.

(4) If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the

commencement of the meeting, the members present (being not less than 3) shall constitute a quorum. 25. PRESIDING MEMBER (1) The Chairperson or, in the Chairperson's absence, the Deputy Chairperson, shall preside as

chairperson at each general meeting of the committee. (2) If the Chairperson and the Deputy Chairperson are absent from a general meeting or unwilling to act,

the members present shall elect one of their number to preside as chairperson at the meeting. 26. ADJOURNMENT (1) The Chairperson of a general meeting at which a quorum is present may, with the consent of the

majority of members present at the meeting, adjourn the meeting from time to time and place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.

(2) Where a general meeting is adjourned for 14 days or more, the secretary shall give written or oral notice

of the adjourned meeting to each member of the committee stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.

(3) Except as provided in clauses (1) and (2), notice of an adjournment of a general meeting or of the

business to be transacted at an adjourned meeting is not required to be given.


ITEM NO: EXT.09.5


27. MAKING OF DECISIONS (1) A question arising at a general meeting of the committee shall be determined on a show of hands and,

unless before or on the declaration of the show of hands a poll is demanded, a declaration by the chairperson that a motion has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, or an entry to that effect in the minute book of the committee, is evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against that resolution.

(2) At a general meeting of the committee, a poll may be demanded by the chairperson or by not less than

3 members present in person or by proxy at the meeting. (3) Where a poll is demanded at a general meeting the poll shall be taken:-

a) immediately in the case of a poll which relates to the election of the chairperson of the meeting or to the question of an adjournment; or

b) in any other case, in such manner and at such time before the close of the meeting as the

chairperson directs, and the resolution of the poll on the matter shall be deemed to be the resolution of the meeting on the matter.

28. SPECIAL RESOLUTIONS A resolution of the committee is a special resolution if:-

(a) it is passed by a majority which comprises not less than three-quarters of such members of the committee as, being entitled under these rules so to do, vote in person or by proxy at a general meeting of which not less than 21 days written notice specifying the intention to propose the resolution as a special resolution was given in accordance with these rules; or

(b) where it is made to appear to the Commission that it is not possible or practicable for the

resolution to be passed in the manner specified in paragraph (a) the resolution is passed in a manner specified by the Commission.

29. VOTING (1) Upon any question arising at a general meeting of the committee a member has one vote only. (2) All votes shall be given personally or by proxy but no member may hold more than 5 proxies. (3) In the case of an equality of votes on a question at a general meeting, the chairperson of the meeting is

entitled to exercise a second casting vote. (4) A member or proxy is not entitled to vote at any general meeting of the Committee unless all money due

and payable by the member or proxy to the Committee has been paid, other than the amount of the annual subscription payable in respect of the then current year.

30. APPOINTMENT OF PROXIES (1) Each member shall be entitled to appoint another member as proxy by notice given to the secretary no

later than 24 hours before the time of the meeting in respect of which the proxy is appointed. (2) The notice appointing the proxy shall be in the form set out in appendix 2 of these rules.


ITEM NO: EXT.09.5


PART V MISCELLANEOUS 31. INSURANCE (1) The Committee shall effect and maintain insurances according to legislative requirements. (2) In addition to the insurance required under clause (1), the Committee may effect and maintain other

insurance. 32. FUNDS SOURCE

The Committee as such has no funds but can make recommendations to the Trustee on how funds should be dispersed.

33. FUNDS MANAGEMENT (1) Subject to any resolution passed by the Committee in general meeting the funds of the Trust shall be

used in pursuance of the objects of the Trust in such manner as the committee determines. (2) All cheques, draft, bills of exchange, promissory notes and other negotiable instruments shall be signed

by any 2 employees of the trustee, being authorised to do so by the trustee. 34. ALTERATION OF OBJECTS AND RULES

The statement of objects and these rules may be altered, rescinded or added to only by a special resolution of the Committee.

35. CUSTODY OF BOOKS ETC.

Except as otherwise provided by these rules, the secretary or Trustee shall keep in his or her custody or under his or her control all records, books and other documents relating to the Committee.

36. INSPECTION OF BOOKS ETC.

The records, books and other documents of the Committee shall be open to inspection, free of charge, by a member of the Committee at any reasonable hour.

37. SERVICE OF NOTICES (1) For the purpose of these rules, a notice may be served by or on behalf of the Committee upon any

member either personally or by sending it by post to the member at the member's address shown in the register of members.

(2) Where a document is sent to a person by properly addressing, prepaying and posting to the person a

letter containing the document, the document shall, unless the contrary is proved, be deemed for the purpose of these rules to have been served on the person at the time at which the letter would have been delivered in the ordinary course of post.

38. SURPLUS PROPERTY (1) The committee has no property.


ITEM NO: EXT.09.5


PART VI ADDITIONAL RULES APPLICABLE TO CHARITIES 39. APPLICATION OF PART This part applies where the trustee is registered under or is exempted from registration by or under the

Charitable Collections Act, 1934. 40. PAYMENTS ETC. OF OFFICE BEARERS AND MEMBERS

A member of the Committee shall not be appointed to any salaried office of the Committee paid by fees,

and no remuneration or other benefit in money or money's worth shall be given by the Committee to any member of the committee except:-

(a) repayment of out-of-pocket expenses;

(b) interest at a rate not exceeding interest at the rate for the time being which is or would be

charged by the trustees bankers for money lent to the Committee; and

(c) reasonable and proper rent for premises let to the Committee. 41. VACATION OF OFFICE

Without limiting the operation of rule 15, the office of a member of the Committee shall become vacant if:- a) the member holds an office of profit in the committee; and b) the member is directly or indirectly interested in any contract with the committee.

42. NOTIFICATION OF PROPOSED ALTERATION OF RULES

A proposed alteration of the rules or the Constitution of the committee shall be notified to the minister administering the Charitable Act, 1934, in the manner required by the regulations under that Act.

43. COMPLIANCE WITH CHARITABLE COLLECTION ACT, 1934

The Committee shall comply with such of the provisions of the Charitable Collections Act, 1934 and the regulations thereunder as are applicable to it.


ITEM NO: EXT.09.5


APPENDIX 17


COMMITTEE CHARTER

MOOBI SCHOOL SITE COMMITTEE

AIM: To be constituted under section 355 of the Local Government Act, 1993. FUNCTIONS Act as an advisory committee to Council on the management and development of the former Moobi

School site. To advise Council of the needs and services within the community which can be met by development

of this site. To liaise with Council staff where appropriate and deemed necessary in order to facilitate the function

of the committee. COMMITTEE STRUCTURE AND MEETING PROCEDURES: Committee The committee's primary role is to manage the former Moobi School site for community purposes. Membership Membership shall be by public invitation and shall be open to representatives of all community groups and individuals interested in the Moobi area and the preservation of this site as community land. Membership will be limited to ten (10) community representatives approved by Council after receipt of a recommendation by the committee. Casual vacancies may be filled by invitation by the committee duly endorsed by Council. Council’s will appoint a liaison person to assist and advise the committee where deemed necessary. Office Bearers At the first meeting following endorsement of appointees, an election will be held for the position of Chairperson of the Committee, together with other Office Bearers deemed necessary e.g. Vice Chairman, Secretary. Meetings Due to the nature of the committee functions, the committee will meet on an ‘as needs basis” at a mutually convenient time. Quorum A quorum will be present if half the number of appointees plus one are present.


ITEM NO: EXT.09.5


Minutes It will be the duty of the secretary to record the minutes of the committee meetings. Voting In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. The vote shall be by a show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s). Vacation of Office The office of an elected member of the committee shall become vacant: i) Upon death. ii) Becomes mentally ill or is liable to be dealt with, in any way under the law relating to mental health. iii) Resigns membership by notice in writing to the committee or Council. iv) By resolution of Council. vi) Is convicted of any indictable offence or any summary offence is related to dishonesty. Any such casual vacancy so created shall be filled at the pleasure and discretion of a Committee recommendation to Council. Dissolution of the Committee The committee may be dissolved by Council at any time Interpretation In these guidelines, unless the contrary intention appears words in the singular shall include the plural, words in the plural shall include the singular and words importing the masculine gender shall include feminine gender. Status No member of the committee shall be deemed to be or have ever been in employment of the Council by reason only of the membership of this committee. Honorary Capacity Offices and members of the committee are honorary appointments. Complaints Against Officers, Members or Employees These complaints should be in writing duly signed and dated by the person or authorised representative of the body lodging the complaint, and shall be addressed to the Mayor.


ITEM NO: EXT.09.5


APPENDIX 18


COMMITTEE CHARTER

MURRURUNDI & DISTRICT HISTORICAL SOCIETY

AIM To protect, restore, enhance and conserve cultural and historical information of the Murrurundi district and act as custodians of public assets except for items on loan in accordance with Council’s Charter. FUNCTIONS To manage the operations of the Museum and Pioneer Cottage. MEMBERSHIP The membership of the Committee is as follows:- One (1) Councillor Up to six (6) community representatives Members must be financial members of the Murrurundi and District Historical Society MEETINGS The Committee meet at least twice each year but usually bi-monthly on the second Tuesday of even months. CHAIRPERSON The Chairperson will be elected annually QUORUM A quorum will consist of three (3) members. FINANCIAL Accounts managed by Upper Hunter Shire Council.


ITEM NO: EXT.09.5


APPENDIX 19


COMMITTEE CHARTER

MURRURUNDI CBD COMMITTEE AIM: The purpose and aim for the Murrurundi CBD Committee is to provide advice and recommendations to Council on the development and implementation of plans to upgrade the Murrurundi CBD and surrounding streetscapes. STRUCTURE: The taskforce is formed as a committee of Council in accordance with Section 355 of the Local Government Act, 2003. The membership and operations of the Committee shall be in accordance with this Charter, the Code of Meeting Practice for Council Committee (where not all members are Councillors), Council’s Code of Conduct an administrative principles and processes for reporting to Council. MEMBERSHIP: The Committee shall comprise of the following members who shall hold office until the expiration of three (3) months after the 2012 General Election of Council.

1. Council Representatives: One (1) Councillor – A Councillor will be the chairperson, plus an alternate. One (1) staff, appointed by the General Manager, plus an alternate.

2. Community Representatives Four (4) community representatives appointed by Council following expressions of interest.

3. Murrurundi Chamber of Commerce Representatives One (1) representatives appointed by the Murrurundi Chamber of Commerce, plus an alternate.

One alternate may be appointed for each of two representatives. An alternate may only vote at meetings in the absence of an appointed delegate. MEETINGS:

1. Ordinary meetings shall be held at such times and places as the Committee or Chairperson may determine.

2. A quorum shall consist of five (5) members, two of whom shall be Council representatives. 3. Committee minutes will be presented to the next available Council meeting. 4. Agendas for each meeting shall be distributed by Council at least three (3) days prior to the scheduled

meeting.


ITEM NO: EXT.09.5


APPENDIX 20


MURRURUNDI SPORTS ASSOCIATION COMMITTEE

CHARTER

AIM: To be constituted under section 355 of the Local Government Act, 1993. The committee’s primary role is to act in an advisory capacity to the Upper Hunter Shire Council’s Works & Technical Services Committee in relation to all matters concerning sporting facilities to cater for the sporting needs of the Murrurundi community. FUNCTION: The committee shall oversee and advise on: Community sporting facility needs Priorities for future development of sports fields Ground maintenance requirements MEMBERSHIP: The membership of the committee shall consist of up to two representatives from each of the sporting groups in the Murrurundi community. A person may represent more than one sporting group. A sporting group may nominate an alternate to attend meetings in the absence of a representative. Council’s Manager Civil Assets may act as a liaison person to assist and advise the Association where deemed necessary. MEETINGS: The committee shall generally meet quarterly or as determined by the chairperson. CHAIRPERSON: The chairperson of the committee shall be a Councillor or a Council representative nominated by Council. OTING: In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. Each member of the committee shall be entitled to one vote. Proxy votes will not be accepted. The vote shall be by show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s). QUORUM: A quorum will be present if half of the committee members plus one are present.


ITEM NO: EXT.09.5


APPENDIX 21


COMMITTEE CHARTER

RISK MANAGEMENT COMMITTEE

AIM To assess and monitor the adequacy and effectiveness of Council’s risk management framework. FUNCTIONS To establish and implement risk management policies and procedures and to periodically review those policies and procedures. To review and make recommendations to Council with respect to any areas of risk that may impact on Council’s operations and objectives. To review the adequacy of coverage of Council’s insurance program especially in the property and liability areas. To ensure that risk management is appropriately embedded in the planning and budgetary process. MEMBERSHIP Membership of the Committee is as follows: General Manager Director Corporate Services Director Technical Services Director Environmental Services

Internal Auditor The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee. Other officers will attend Committee meetings, as required. MEETINGS The Committee meets quarterly at a date and time to be determined. AGENDAS Agendas will be forwarded to members and invitees at least 5 days prior to the meeting date. QUORUM A quorum will exist when three (3) members are present. MINUTES A record of the Committee meetings shall be minuted. The minutes and any recommendations will be presented to the next available Council meeting.


ITEM NO: EXT.09.5


APPENDIX 22


COMMITTEE CHARTER

RURAL WATER SUPPLY SCHEME STEERING COMMITTEE

AIM: The Committee is responsible for planning and managing the development and establishment of an irrigation scheme to service Scone area landholders within the constraints set by the NSW Water and Local Government Acts. FUNCTION: To oversee and report to Council on:

Project planning, design, costing, project management and construction. Capital budgeting and finance raising Legal aspects Marketing planning, including pricing and distribution Administration and finance and operations management MEMBERSHIP:

The four Councillors elected to the Scone-Aberdeen Water Supply Augmentation Steering Committee. Three landholder representatives, to be selected and appointed by Council following the calling of

nominations from the community following each Council election. The Mayor shall ex-officio be a member of the committee and may elect to chair any meeting of the committee. All Councillors may attend and may speak on any matter and ask questions. However they cannot vote. CHAIRPERSON: To be a Councillor elected by the committee. STAFF ATTENDING: The General Manager may attend, ex-officio, any meeting of the Committee. Technical Services Director Other staff may attend as required by the Committee TERM: Ends on the date of the scheme's handover to a properly constituted board of management, or as otherwise determined by Council. MEETINGS: As required VOTING RIGHTS: Equal voting rights to each member QUORUM: Two Councillors and one landholder member.


ITEM NO: EXT.09.5


APPENDIX 23


SCONE AND ABERDEEN SPORTS ASSOCIATION COMMITTEE

CHARTER

AIM: To provide advice, liaison and recommendations to Council on the sporting bodies needs, use and development of Council sports fields and active recreation assets for the Scone and Aberdeen communities. STRUCTURE: The committee is formed in accordance with section 355 of the Local Government Act, 2003. The membership and operations of the committee shall be in accordance with this Charter, the Code of Meeting Practice for Council Committee (where not all members are Councillors), Council’s Code of Conduct and administrative principles and processes for reporting to Council. MEMBERSHIP: Council Representatives: One Councillor and an alternate nominated by Upper Hunter Shire Council. The Councillor will be the chairperson. Manager Civil Assets may act as a liaison person to assist and advise the Association where deemed necessary. Community Representatives: Up to two representatives from each of the sporting groups, in the Scone and Aberdeen communities, following expressions of interest. MEETINGS:

1. The committee shall generally meet quarterly or as determined by the chairperson. 2. A quorum shall consist of five (6) members, one of whom shall be a Council representative. 3. Committee Minutes will be presented to the next available Council Meeting. 4. Agendas for each meeting shall be distributed by Council at least three (3) days prior to the scheduled

meeting. CHAIRPERSON: The chairperson of the committee shall be a Councillor or a Council representative nominated by Council.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

SCONE & REGIONAL SALEYARDS COMMITTEE

AIM: To monitor the operation of the Scone & Regional Saleyards and make recommendations to Council on all issues relating to the provision of Saleyards facilities within the Upper Hunter Shire. FUNCTIONS: This Committee is established to make recommendations to Council on the following functions: (a) Delegated authority to:

1. Develop policies and procedures for the operation and maintenance of the Scone Saleyards.

2. Monitor the operations of the Scone Saleyards and ensure compliance with all statutory requirements including the licensing conditions as set out by relevant regulatory authorities.

3. Formulate and maintain rules and regulations for the operation of the Scone Saleyards.

(b) Empowered to make recommendations to Council on matters relating to:

1. Development of policies and procedures for the operation and maintenance of the Scone Saleyards.

2. The operations of the Scone Saleyards to ensure compliance with all statutory

and licensing requirements of the relevant regulatory authorities.

3. The formulation and maintenance of rules and regulations for the operation of the Scone Saleyards.

4. The development of Saleyards facilities within the Upper Hunter Shire.

5. The annual budget for the facility.

6. The performance objective of the manager(s) responsible for the operation of

the facility.

7. Any matter relating to marketing of livestock within the Upper Hunter Shire. MEMBERSHIP OF THE COMMITTEE: The Committee shall comprise the following members who shall hold office until the expiration of three (3) months after each General Election of the Council. (a) Three (3) Councillors appointed by Upper Hunter Shire Council.


ITEM NO: EXT.09.5


(b) Two (2) persons appointed by Upper Hunter Shire Council and selected from a minimum of three (3)

names nominated from the various producer organizations or individuals representing the cattle and/or sheep producers of the Shire.

(c) Two (2) members appointed by Upper Hunter Shire Council and selected from a minimum of three (3)

persons nominated by the Scone Associated Agents and representing the Scone Associated Agents. Members appointed in accordance with this clause shall be the only persons permitted to vote at any meeting of the Committee. An alternate member may only attend and vote at meetings in the absence of the official delegate. OFFICERS OF THE COMMITTEE: At the first meeting of the Committee (to be held as soon as possible after each General Election of the Council) the following office bearers shall be elected, to hold office for a period of four (4) years: (a) Chairman. To be one of the Councillors elected to the Committee. (b) Deputy Chairman. To be one of the Councillors elected to the Committee. All ballots for the positions shall be conducted in accordance with the provision of Schedule 3 of the Local Government (Elections) Regulation. MEETINGS: (a) Ordinary meetings of the Committee shall be held at such times and places as the Committee or

Chairman may determine. Extraordinary Meetings may be called with the authority and at the discretion of the Chairman, or in his absence, the Deputy Chairman. However, at the written request of at least four (4) members, the Chairman shall proceed to call an Extraordinary Meeting within fourteen (14) days from the receipt of such request. Any such request to the Chairman shall detail the reasons for desiring an Extraordinary Meeting.

(b) Where practicable, notice of Ordinary or Extraordinary Meetings shall be given in writing to all members

at least four (4) days prior to the date of the meeting. (c) "Notices of Motion" and "Rescission Motions" shall be dealt with as provided in Council’s Code of

Meeting Practice. (d) The Chairman, or in his absence, the Deputy Chairman shall preside at all meetings of the Committee,

and shall in the event of an equality of votes, have a casting vote. In the absence of both the Chairman and the Deputy Chairman, those present at the meeting may elect a Chairman.

(e) A majority of members shall constitute a quorum. (f) The Committee shall cause accurate minutes to be kept of all meetings, and shall forward a copy of

such minutes to the Council within fourteen (14) days of a meeting. (g) Subject to any special provisions contained herein, the procedure and conduct of Committee business

shall be in accordance with the provisions of Council’s Code of Meeting Practice.


ITEM NO: EXT.09.5


APPENDIX 25


COMMITTEE CHARTER

SCONE CBD COMMITTEE

AIM: The purpose and aim for the Scone CBD Committee is to provide advice and recommendations to Council on the redevelopment and implementation of the plans to upgrade Scone CBD and surrounds. STRUCTURE: The taskforce is formed as a committee of Council in accordance with Section 355 of the Local Government Act, 2003. The membership and operations of the taskforce shall be in accordance with this Charter, the Code of Meting Practice for Council Committee (where not all members are Councillors), Council’s Code of Conduct and administrative principles and processes for reporting to Council. MEMBERSHIP: The taskforce shall comprise of the following members who shall hold office until the expiration of three (3) months after the 2012 General Election of Council.

3. Council Representatives: Four (4) Councillors – A Councillor will be the chairperson and deputy chairperson. Three (3) staff, appointed by the General Manager.

4. Community Representatives Five (5) community representatives appointed by Council following expressions of interest.

5. Scone Chamber of Commerce Representatives Two (2) representatives appointed by the Scone Chamber of Commerce.

One alternate may be appointed for each of two representatives. An alternate may only vote at meetings in the absence of an appointed delegate. MEETINGS:

5. Ordinary meetings shall be held at such times and places as the Committee or chairperson may determine.

6. A quorum shall consist of five (5) members, two of whom shall be Council representatives.

7. Committee Minutes will be presented to the next available Council Meeting.

8. Agendas for each meeting shall be distributed by Council at least three (3) days prior to the scheduled

meeting.


ITEM NO: EXT.09.5


APPENDIX 26


COMMITTEE CHARTER

SETTLEMENT HALL

AIM: To be constituted under section 355 of the Local Government Act, 1993. FUNCTIONS: The Committee is responsible for the day to day operation in the care and management of the Settlement Hall

and to ensure that the facility is managed efficiently and effectively. To provide input into the Delivery Program and Operational Plan for the facility.

Be responsible for maintaining the facility in good condition and complying with applicable legislation as well as

Council’s Access & Equity Policy. (small scale maintenance only, larger issues to be referred to Council officers)

Be responsible for the bookings for the facility, subject to the schedule of fees and charges being approved by Council on an annual basis.

To raise funds for the purpose of making improvements to the facility.

COMMITTEE STRUCTURE AND MEETING PROCEDURES Membership:

The Committee is to comprise of citizens who nominate through an Annual General Meeting nomination process and shall include interested persons and representatives of user groups if appropriate, for example from the settlement community, Upper Hunter Toybox Service staff or users, or the Livestock Health and Pest Authority member etc. There shall be a minimum community representation of 8 residents, and one Councillor.

The Committee shall have a Council Officer delegated to assist the Committee. That officer is primarily the Merriwa Community Services Officer. The Committee shall appoint an Executive comprising Chairperson, Deputy Chairperson, Secretary and Treasurer who are to be appointed at the Annual General Meeting. Quorum: The minimum in attendance at a meeting shall be half plus one of the community representation. It is not essential for the Councillor to be in attendance to hold a meeting. The council officer is not a voting member. Meeting Procedures: Council’s Code of Conduct policy shall be observed by all committee members, and any conflict of interest or pecuniary interest shall be declared at the beginning of the meeting. Meetings: Meetings shall be held on a needs basis, however there shall be a minimum of one meeting every three months.


ITEM NO: EXT.09.5


Minutes It will be the duty of the secretary to record the minutes of the committee meetings, paying special regard to the recommendations of Council. Voting In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. The vote shall be by a show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s). Vacation of Office The office of an elected member of the committee shall become vacant: i) Upon death. ii) Becomes mentally ill or is liable to be dealt with, in any way under the law relating to mental health. iii) Resigns membership by notice in writing to the committee or Council. iv) By resolution of Council. v) Is absent for more then three (3) consecutive meetings without an apology or the leave of the

committee or Council, or. vi) Is convicted of any indictable offence or any summary offence is related to dishonesty. Any such casual vacancy so created shall be filled at the pleasure and discretion of Council. Dissolution of the Committee a) The committee may be dissolved by Council at any time. b) The committee shall cease to hold office at the end of October each year or otherwise at the expiration

of one month after the general election of the Council next following upon the appointment of the committee but shall be eligible of reappointment.

Status No member of the committee shall be deemed to be or have ever been in employment of the Council by reason only of the membership of this committee. Honorary Capacity Offices and members of the committee are honorary appointments. Complaints Against Officers, Members or Employees These complaints should be in writing duly signed and dated by the person or authorised representative of the body lodging the complaint, and shall be addressed to the Mayor.


ITEM NO: EXT.09.5


APPENDIX 27


COMMITTEE CHARTER

TIDY TOWNS COMMITTEE

AIM: To form partnerships between Council and the community to keep the Shire looking clean and tidy and facilitate involvement in Keep Australia Beautiful initiatives. FUNCTIONS: To establish and co-ordinate sub-committees as required in the communities of the Upper Hunter Shire to

facilitate civic pride in a clean and tidy community and involvement in Keep Australia Beautiful initiatives. To work with Council in establishing projects and priorities which provide environmental and/or aesthetic

improvements in the Shire To facilitate the nomination of communities of the Upper Hunter Shire in the Tidy Towns Awards Program. To establish and facilitate an action plan and timetable of approved projects for the Shire. MEMBERSHIP: Membership of the committee is open to all residents, ratepayers and community groups in the Shire. Fifteen (15) representatives from the Upper Hunter Shire community:

One (1) Councillor delegate who shall be the Chairperson and one (1) Councillor alternate, Twelve (12) community members; up to three (3) members representing each of the communities of

Aberdeen, Merriwa, Murrurundi and Scone. A Council Technical Services representative, Environmental Services representative and Community

Services representative. The Committee may elect to establish a sub-committee in each community in the Shire to assist with the functions of the Committee. At least two (2) members who represent that community must be present at each sub-committee meeting. MEETINGS: Meeting times and day will be determined by the Committee. Sub-committee meeting minutes will be presented to the next available Committee meeting. The Committee minutes will be presented to the next available Ordinary Council meeting. Projects and priorities of the Committee are subject to approval by Council. Committee/sub-committee members will operate under Council’s Volunteer Policy.


ITEM NO: EXT.09.5


From time to time Council may approve committee and sub-committee members to carry out approved projects for the community on a volunteer basis provided Council is adequately notified of the date, time and nature of the proposed work. Council may consider requests by the Committee for budget allocations and provision of materials for approved projects. QUORUM: The quorum shall consist of at least five (5) members, where at least three (3) out of the four (4) communities are represented. A quorum of a sub-committee will exist where at least two (2) members of the Committee who represent that community are present. VENUE: The Committee shall meet at the Upper Hunter Shire Council Chambers, Main Street, Scone or as otherwise determined. The sub-committees shall meet at a venue in their local communities of Aberdeen, Merriwa, Murrurundi and Scone. DISSOLUTION OF THE COMMITTEE a) The committee may be dissolved by Council at any time. c) The committee shall cease to hold office at the end of October each year or otherwise at the expiration

of one month after the general election of the Council next following upon the appointment of the committee, but shall be eligible of reappointment.


ITEM NO: EXT.09.5


APPENDIX 28


COMMITTEE CHARTER

UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

AIM: To encourage economic development and tourism, develop tourism infrastructure and promote the Upper Hunter Shire on a local, regional, national and international basis. FUNCTIONS: To act as an advisory committee to Council on the development of programs and projects that will

promote economic development and tourism in the Shire. To submit a business plan, delineating programs and projects including statements of intended

outcomes, budgetary forecasts, action plans and target dates for a specified action outcome for projects for Council’s consideration.

To enhance community and industry awareness of the economic, environmental and cultural

significance of the tourism industry and the benefits of economic development MEMBERSHIP: The membership of the committee is to be as follows: * Four (4) Councillors from Upper Hunter Shire Council * Tourism Co-ordinator * Manager Economic Development and Tourism * General Manager or delegate * One (1) representative from Advancing Aberdeen Committee or like business organization * One (1) representative from Merriwa Progress Association * One (1) representative from Murrurundi Development Association * One (1) representative from Scone & District Chamber of Commerce & Industry * One (1) representative from National Parks & Wildlife Services MEETINGS: The committee meets quarterly (February, May, August, November) on a Friday at 2.30 pm in the Council Chambers, Scone, unless otherwise determined by the committee. MINUTES: A record of committee meetings shall be minuted with copies of agenda and minutes sent to Council. QUORUM: A quorum will exist when four (4) members are present. VOTING: The committee will attempt to reach consensus of decisions. In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. The vote shall be by a show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s).


ITEM NO: EXT.09.5


APPENDIX 29


COMMITTEE CHARTER

UPPER HUNTER FAMILY DAY CARE JOINT ADVISORY GROUP

Licensee - Upper Hunter Shire Council

ADVISORY GROUP FUNCTIONS:

1. To promote Family Day Care in the Upper Hunter. 2. To develop appropriate policies and procedures. 3. To ensure compliance with all service policies and procedures. 4. To promote the provision of safe child care and workplace environments under Occupational Health and

Safety Legislation. 5. To recommend a resolution to resolve any grievance or complaints from carers, parents, staff, co-

ordinator or members of the community. 6. To keep stakeholders informed of relevant issues. 7. To support Family Day Care staff in their roles of caring and advocating for the children in the service.

MEMBERSHIP:

Two (2) appointees from Muswellbrook Shire Council and two (2) Upper Hunter Shire Council, who may be councillors or community workers.

Two (2) community representatives who have one or more children with a registered Carer. Nominees to be called for through advertisement and determined by Council.

One (2) elected representative of the registered Carers, with one (1) alternate representative to fill any absence of the elected representative..

The Family Day Care Co-ordinator (Secretary). A representative from the Licensee. Upper Hunter Shire Council will appoint the Chairperson.

MEETINGS: The committee will meet quarterly at the Upper Hunter Shire Council Chambers, at a date and time agreed by the committee.

MINUTES: The Secretary will accurately record the minutes of the committee meetings, paying special regard to the recommendations of the committee. The Secretary will be responsible for:

1. the distribution of the minutes to the Co-ordinator and all committee members. 2. filing the minutes in TRIM.

QUORUM: A quorum will be present if three members are present and the two local government areas are represented. VOTING: The committee will attempt to reach a consensus of decisions. In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. The vote shall be a show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s).


ITEM NO: EXT.09.5


PECUNIARY INTEREST: Committee members who have a direct or indirect financial/staff or personal interest in a matter to be considered by Committee (ie one in which there is a reasonable likelihood or expectation of an appreciable loss or gain) shall not take part in discussion or vote on the issue. The onus is on the Committee members to identify conflicts of interest or pecuniary interests which they may have, and to determine whether any statutory exemptions apply. CASUAL VACANCY: Any casual vacancy shall be filled by the member Council affected. DISSOLUTION OF THE COMMITTEE: The Committee may be dissolved by Upper Hunter Shire Council at any time. STATUS: No member of the Committee shall be deemed to be or have ever been in employment to the Council by reason only of the membership of this Committee. HONORARY CAPACITY: Officers and members of the Committee are honorary appointees. COMPLAINTS AGAINST OFFICERS, MEMBERS OR EMPLOYEES: Complaints should be dealt with in accordance with Upper Hunter Shire Council’s Grievance Procedure. DEFICIT: No member councils will be financially responsible for any shortfall. The deficit will have to be met in the service’s following year of operation.


ITEM NO: EXT.09.5


APPENDIX 30


COMMITTEE CHARTER

LIBRARY SERVICES ADVISORY COMMITTEE

AIM: To act as an advisory committee to Council on the development of services, programs and projects that will promote and improve the Libraries of Upper Hunter Shire Council. SCOPE AND LIMITATIONS The Library Services Committee is an advisory committee constituted under section 355 of the Local Government Act and makes recommendations to Council. It has no delegated authority. Committee members will receive an agenda and reports from appropriately delegated Council officers, consider the items for discussion and make recommendations to the next Ordinary Council meeting. RESPONSIBILITIES ADVISORY GROUP FUNCTIONS: The following is a list of functions assigned to the Library Services Committee; Community Consultation in relation to the Libraries and their functions Library related events eg. Book Week, Literacy Week Library Development Library Services Buildings and improvements Promotion Policies Statistics MEMBERSHIP Up to nine (9) representatives drawn from a broad cross-section of the Upper Hunter Shire community: Two (2) Councillor representatives, one of whom shall be the Chairperson. Five (5) persons from the communities of Aberdeen, Merriwa, Murrurundi, Cassilis and Scone. Up to two (2) general Library Members The Library Co-ordinator will provide secretary services to the Committee and coordinate the dissemination of committee agendas and minutes. MEETINGS Meetings will be held at a time to be determined by the Committee on a bi-monthly basis. Two (2) meetings will be held in an alternative town/village from Scone, and the remainder at Scone with video conferencing facilities. Meetings shall be open to the general public. Persons attending meetings may take part in the debate but will have no voting rights nor are they able to move or second motions. Meetings shall be in accordance with Council’s Code of Meeting Practice. QUORUM A quorum will be present if five (5) members are present. DISSOLUTION OF THE COMMITTEE The committee may be dissolved by Council at any time. The committee shall cease to hold office at the end of October each year or otherwise at the expiration of one month after the general election of the Council next following upon the appointment of the committee, but shall be eligible of reappointment.


ITEM NO: EXT.09.5


APPENDIX 31


COMMITTEE CHARTER

UPPER HUNTER SHIRE LAND COMMITTEE

AIM: To consider all aspects pertaining to the development, sale and purchasing of land FUNCTIONS:

1. To provide sufficient development of residential land to facilitate growth and mitigate market forces in times of usual demand.

2. To provide sufficient industrial land to encourage economic development and employment generation.

3. To make available suitable land for the provision of optimum community facilities.

POLICIES:

1 Supplement the working funds as much as practicable by the sale of land assets as and when the opportunity arises.

2 A rollover fund be established for the sale of land assets in-globo to finance future developments.

MEMBERSHIP: The Committee consists of the Mayor, Deputy Mayor and two (2) Councillors. The General Manager may attend or delegate appropriate staff to attend as required. MEETINGS: The Committee meets as required. QUORUM: Three (3) Councillors.


ITEM NO: EXT.09.5


APPENDIX 32


COMMITTEE CHARTER

UPPER HUNTER SHIRE TRAFFIC COMMITTEE

This Committee is formed under the Traffic Act and State Environmental Planning Policy No. 11 – Traffic Generating Developments. The Committee consists of delegates from Council, Roads and Traffic Authority and the local police. AIM: The Committee is charged with responsibility for making recommendations to Council regarding all matters concerning local traffic regulations in the Shire of Upper Hunter for the betterment of the community. FUNCTION:

Deal with specific powers delegated by the New South Wales Traffic Authority.

Consider traffic and safety aspects in the determination of all Development Applications on land uses listed in Schedule 2 of the SEPP as required by that policy.

MEMBERSHIP:

i. The membership of the Committee is to be as follows: o A person representing the Local State Member of Parliament o A representative from the Police Department o A representative from the Roads and Traffic Authority o One (1) Council representative

ii. Committee will generally meet on the second Thursday of each month commencing at 10.30am in the Council Chambers, Scone.

iii. When the Committee is dealing with traffic and safety aspects of traffic generating developments

defined in Schedule 2 of State Environment Planning Policy no. 11 (SEPP11) the person representing the Local State Member of Parliament may be invited to participate in the meeting as a non-voting member of the Committee.

Meetings The Committee will meet on the last Thursday of each month commencing at 4.30 pm in the Council Chambers, Scone. Chairperson The Chairperson of the Committee will be Council’s delegate. Quorum Majority of members.


ITEM NO: EXT.09.5


APPENDIX 33


COMMITTEE CHARTER

WALFERTAN TANNERY COMMUNITY CONSULTATIVE COMMITTEE

OBJECTIVES: To assist Council in fulfilling that part of it’s Mission Statement which seeks to

“serve the community with equality of opportunity and to assist with building a better economic and environmentally sustainable future”

RESPONSIBILITIES: 1. To ensure that there is an open forum for productive communications between Council, Walfertan

Tannery and the Community. 4. To make recommendations to Council in respect of the activities and operations of the Walfertan

Tannery in relation to compliance with conditions of any development and other statutory consents, environmental monitoring and complaints.

5. To have input into ensuring the Tannery conducts their activities in an environmentally sustainable and

unobtrusive manner. TERMS OF REFERENCE: 3. The role of the Community Consultative Committee (CCC) includes making comment appropriate to the

Company, Council and any other regulatory authorities on the compliance of the development with conditions of development consent and any other statutory licenses. CCC members may request assurances that such compliance is being achieved and that appropriate monitoring is being undertaken.

4. A Committee may make comments and recommendations to the Council for referral to the Company in

relation to conditions of consent and any management plans prepared. The Committee may review complaints and associated mechanisms and bring to the attention of Council and the Company, any key issues raised in these complaints, and seek resolution through effective follow up.

5. The Company will at its own expense:

i) nominate at least two representatives to attend Committee meetings ii) provide the Committee with regular information on the progress of work, monitoring results, non

compliance and complaints received iii) ensure that the Committee has access to the necessary plans, make comments and

recommendations about the implementation of development and management plans required as part of any development consent and / or other statutory approvals

iv) provide the Committee with other information that the Chairperson of the Committee may reasonably request on the environmental performance of the development

v) provide reasonable access at mutually agreeable times for site inspections by the Committee if necessary

vi) provide facilities for meetings of the Committee as considered necessary by the Committee

4. Council will provide iv) facilities for meetings of the Committee as considered necessary by the Chairperson v) administrative support for the Committee including preparation of agendas and minutes of

meetings


ITEM NO: EXT.09.5


MEMBERSHIP OF THE COMMITTEE The Committee will consist of two representatives from Council, one of whom who will act as Chairperson. The Company shall provide two representatives to provide input into daily operations and overall management of the facility. Council shall nominate 3 community members for the Committee. Following the Council nominations, the Committee members shall hold office until the expiration of three (3) months after each General Election of the Council. Note: The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting

of the Committee. All Councillors may attend. They may speak on any matter and ask questions but cannot

vote. Note: General Manager may ex officio attend any meeting and other Divisional Directors or

Managers when necessary and when required. MEETINGS QUORUM: One Council representative and two other Committee members. MEETING TIME: Meetings to be held bi monthly or otherwise as considered necessary by the Chairman.

(Time of day to be determined by the Committee at the first meeting). VENUE: Aberdeen Library or another suitable location as determined by the Chairman or the

Committee. COUNCIL CODES The Committee members are obliged to comply with Council’s Code of Meeting Practise

and Code of Conduct.


ITEM NO: EXT.09.5



COMMITTEE CHARTER

WHITE PARK MANAGEMENT AND DEVELOPMENT

COMMITTEE

AIM: To monitor the operation of the existing facility and to make recommendations to Council on the most appropriate means of developing White Park following the relocation of the Scone Race Club Limited. FUNCTIONS: This Committee is established to make recommendations to Council on the following functions: 1. The care, control and management of the existing horse boxes on White Park. 2. To investigate, report and make recommendations to Council on the following matters in relation to the

development of White Park.

To liaise with appropriate bodies for the development of White Park. The development of ancillary facilities such as camping grounds, arenas etc. within White Park. Any other matter that may be related to the development of White Park.

MEMBERSHIP: 1. The name of the Committee shall be the White Park Management and Development Committee. 2. The membership of the Committee shall be as follows:

Three (3) Councillors plus one (1) alternative.

One (1) representative from the following organisations:

McCallum Inglis Pty Ltd

Hunter Valley Bloodhorse Breeders Association

Scone Campdraft & Rodeo Association

Australian Stock Horse Society

Scone Dressage Club

Scone Pony Club

Polocrosse Club

Scone Horse Trials Association (including Scone Jump Club).

The Chairman to be elected by the Committee from one of the two Councillors nominated to the Committee.

OFFICE BEARERS: The Committee shall elect a Chairman at the first meeting of the Committee who shall remain in office for the period of the Council term, except that if that Councillor is not renominated as a member the Committee by Council. Any officer may be nominated for re-election. MEETINGS: (a) At least four (4) days notice shall be given in writing of any Committee meeting. This may be reduced

at the Chairman's discretion provided any member of the Committee unable to attend concurs with the shorter period of notice, either before or subsequent to the meeting.


ITEM NO: EXT.09.5


(b) A quorum shall consist of four (4) members.


ITEM NO: EXT.09.5


APPENDIX 35


COMMITTEE CHARTER

YOUTH SERVICES COMMITTEE

AIM: To provide leadership, direction and input into Youth Services in the Upper Hunter Shire on the functional responsibilities listed below. Note:- "young people is taken to mean those who are (10) ten years of age up to and including the age of (17) seventeen years." SCOPE AND LIMITATIONS The Youth Services Committee is an advisory committee constituted under section 355 of the Local Government Act and makes recommendations to Council. It has no delegated authority. Committee members will receive an agenda and reports from appropriately delegated Council officers, consider the items for discussion and make recommendations to the next Ordinary Council meeting. RESPONSIBILITIES The following is a list of functions assigned to the Youth Services Committee; 1. Youth Consultation 2. Youth related events eg. Youth Week, Youth Forum, Careers Expo, Pirate Quest, Young Endeavour

Scheme 3. Youth Development 4. Youth Services

Buildings and improvements Calendars/activities Behavioural management Promotion Publications Policies Statistics

MEMBERSHIP Up to fourteen (14) representatives drawn from a broad cross-section of the Upper Hunter Shire community: Two (2) Councillor representatives, one of whom shall be the Chairperson. Four (4) persons, one (1) persons from each community of Aberdeen, Merriwa, Murrurundi and Scone. One (1) business operator, representing business operators Up to two (2) persons representing charitable/community organisations Up to two (2) persons representing secondary schools (preferably teachers) One (1) person representing Upper Hunter youth related services or the Upper Hunter Youth Development

Officer Up to two (2) young people The Youth Services Officer or a Youth Worker from Merriwa, Murrurundi or Scone will provide secretary services to the Committee and coordinate the dissemination of committee agendas and minutes. MEETINGS Meetings will be held at 5.30pm, on the second Tuesday of each month (except January) or as determined by the Committee. Two (2) meetings will be held at each of the Youth Centres in Merriwa, Murrurundi and Scone


ITEM NO: EXT.09.5


and four (4) via video conferencing facilities.


ITEM NO: EXT.09.5


Meetings shall be open to the general public. Persons attending meetings may take part in the debate but will have no voting rights nor are they able to move or second motions. Meetings shall be in accordance with Council’s Code of Meeting Practice. QUORUM A quorum will be present if five (5) members are present. DISSOLUTION OF THE COMMITTEE a) The committee may be dissolved by Council at any time. d) The committee shall cease to hold office at the end of October each year or otherwise at the expiration

of one month after the general election of the Council next following upon the appointment of the committee, but shall be eligible of reappointment.


ITEM NO: EXT.09.5


minutes of the extraordinary meeting of upper hunter...

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