agenda - shellharbour council · 2018. 12. 11. · social and digital media. it provides for clear...

SHELLHARBOUR CITY COUNCIL Extraordinary Council Meeting – 26 September 2017 Business Paper

AGENDA 1. Acknowledgement to Country ......................................................................... 2

2. Apologies / Leave of Absence ......................................................................... 2

3. Oath / Affirmation of Office by Councillors ..................................................... 3

4. Declarations of Interest .................................................................................... 3

5. Reports .............................................................................................................. 45.1 Method of the Election of Mayor (10921644) ........................................... 4

5.2 Method of the Election of Deputy Mayor (10921645) ................................ 7

5.3 Proposed Ordinary Council Meeting dates (10921643) .......................... 10

5.4 Election of Delegates to Council Committees and Working Parties and External Committees and Organisations (10921646) .............................. 13

5.5 Draft Councillor Expenses and Facilities Policy (10921647) ................... 49

5.6 Code of Meeting Practice and Council and Corporate Meetings - Minutes Policy (10935201) .................................................................................... 82

5.7 Councillor Operational Policies (10935346) ............................................ 90

This is page of the Minutes of the Extraordinary Meeting of the Council of the City of Shellharbour held 26 September 2017

SHELLHARBOUR CITY COUNCIL Extraordinary Council Meeting – 26 September 2017 Business Paper Page 90

5.7 Councillor Operational Policies (10935346) To the Mayor and Councillors Directorate: General Manager Department: Council Services Manager: Flora Lepouras – Executive Manager / Public Officer Author: Flora Lepouras – Executive Manager / Public Officer

Summary The purpose of this report is to seek Council's acknowledgement of the Operational Policies that relate to councillors' civic functions, role and responsibilities.

Background The following operational policies have been reviewed or prepared to assist councillors with undertaking their statutory role: 1. Code of Conduct and Procedures for the administration of the Code of

Conduct

This policy outlines Council's commitment to ethical governance and appropriate conduct in all Council's activities. It applies to the Mayor, councillors, members of staff of council, volunteers, contractors, delegated persons, administrators, council committee members and conduct reviewers. Councillors will receive a comprehensive training workshop on the Code of Conduct in October 2017.

2. Positive Working Relationships and Acceptable Workplace Behaviour Policy

The purpose of this policy is to provide information and set boundaries for employees of Council, mayor and councillors, administrators, consultants, volunteers and delegates on appropriate and acceptable behaviour in the workplace. Further information on this policy will be provided at the Code of Conduct training workshop for councillors.

3. Councillor Access to Information, Staff and Premises Policy

This policy outlines councillors' rights to access information necessary for exercising of their civic office functions, the process on how councillors can access council records and information, the direction on councillor right of access to council buildings and the direction on councillor interaction with council officers.



Councillors will receive further information on this policy via the Councillor Portal.

4. Media Policy

This policy outlines guidance on the mayor and councillors' rights and responsibilities in relation to media comment. Councillors will receive further information on this policy via the Councillor Portal.

5. Social Media Policy for Councillors, Committees and Working Party

Members Policy This policy outlines guidance on councillors' rights and responsibilities in relation to social and digital media. It provides for clear guidelines when using social media sites to ensure they are used effectively as part of a wider communication mix and that their use does not expose Council to security risks and/or reputational damage. Councillors will receive a training workshop on this policy in October 2017. 6. Records Management for Councillors Policy

The purpose of this policy is to advise councillors of their obligations in relation to record keeping and to comply with the State Records Act in relation to the capture, storage, security and retention of Council records. Councillors will receive further information on this policy via the Councillor Portal. 7. Councillor Information Technology Acceptable Usage Policy

This policy deals with the provision of information and communication technology (ICT) resources by Council to councillors and the associated responsibility of councillors when accessing and using these ICT resources. Briefing and/or training sessions will be provided to councillors on specific elements of these policies in the next few months as part of a councillor induction training package. A copy of these and other relevant policies will be provided to councillors via the Councillor Portal and accessible on Council's website. Operational policies are prepared for the endorsement and acknowledgment of the Council and do not require public exhibition as they relate to the "operational" aspects of their civic duty. Financial / Resources Implications As outlined in policies where relevant.



Legal and Policy implications Policies provide a framework for councillors to be able to conduct their civic duties. The policies follow legislation, best practice and Council's Community Strategic Plan. Public / Social Impact Nil Link to Community Strategic Plan The Councillor Operational Policies support the following objectives and strategies of the Community Strategic Plan: Objective: 4.1 Led by a Council that effectively represents the community Strategy: 4.1.1 Mayor and Councillors are representative of the community and

provide strong, cohesive and visionary leadership Strategy: 4.1.2 Facilitate good communication and relationships with our

community Objective: 4.2 Supported by a Council that is responsive, accountable and

financially viable. Strategy: 4.2.1 Undertake Council activities within a clear framework of strategic

planning, policies, procedures and service standards

Consultations Internal Executive Leadership Team External Nil Political Donations Disclosure Not applicable

Recommendation That Council receive and note the following Councillor Operational Policies:

1. Code of Conduct and Procedures for the administration of the Code of Conduct

2. Positive Working Relationships and Acceptable Workplace Behaviour Policy



3. Councillor Access to Information, Staff and Premises Policy4. Media Policy5. Social Media Policy for Councillors, Committees and Working Party

Members Policy6. Records Management for Councillors Policy7. Councillor Information Technology Acceptable Usage Policy

End Section

Approved for Council's consideration:

Date of Meeting: Extraordinary Council Meeting 26 September 2017.

Attachments 1. Code of Conduct and Procedures for the administration of the Code of

Conduct 2. Positive Working Relationships and Acceptable Workplace Behaviour Policy3. Councillor Access to Information, Staff and Premises Policy4. Media Policy5. Social Media Policy for Councillors, Committees and Working Party Members

Policy6. Records Management for Councillors Policy7. Councillor Information Technology Acceptable Usage Policy



Attachment 1 - Code of Conduct and Procedures for the administration of the Code of Conduct


SHELLHARBOUR CITY COUNCIL Extraordinary Council Meeting – 26 September 2017 Business Paper 7



Attachment 2 - Positive Working Relationships and Acceptable Workplace Behaviour Policy



Attachment 3 - Councillor Access to Information, Staff and Premises Policy



Attachment 4 - Media Policy



Attachment 5 - Social Media Policy for Councillors, Committees and Working Party Members Policy



Attachment 6 - Records Management for Councillors Policy



Attachment 7 - Councillor Information Technology Acceptable Usage Policy


agenda - shellharbour council · 2018. 12. 11. · social and digital media. it provides for clear...

Documents