new england joint organisation of councils ......new england joint organisation – nejo ordinary...

NEW ENGLAND JOINT ORGANISATION OF COUNCILS (NEJO)

NOTICE OF MEETING 22 August, 2018

A New England Joint Organisation of Councils Meeting will be held in the William Gardner Conference Room, Glen Innes Severn Learning Centre, 71 Grey Street, Glen Innes on Monday, 27 August, 2018 commencing at 10.00am.

Morning Tea will be available from 9.30am.

Your attendance at this meeting is requested.

P J HENRY PSM

INTERIM EXECUTIVE OFFICER

ORDER OF BUSINESS

1 Acknowledgement of Country

2 Apologies

3 Disclosures

4 Minutes of Previous Meeting held 25 June 2018

5 Presentation by Anne Coote Local Government Support Officer, Biodiversity Reforms (Why Councils need a Biodiversity Chapter in their DCP?) [Background Material to follow]

6 Chairperson’s Minute

7 Reports

Item 1 – Membership

Item 2 – Code of Conduct

Item 3 – Draft Documents (Charter, Expenses Policy)

Item 4 – Logo for the Organisation

Item 5 – Disclosures by Designated Persons

Item 6 – Strategic Tasks

NEJO Meeting – 27 August 2018

Item 7 – Operational Plan 2018/19

Item 8 – Strategic Regional Priorities

Item 9 – Appointment of Executive Officer

Item 10 – Waste to Energy

Item 11 - Correspondence

New England Joint Organisation Meeting

25 JUNE 2018

New England Joint Organisation – NEJO Ordinary Meeting – 25 June 2018

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NEW ENGLAND JOINT ORGANISATION

ORDINARY MEETING

MINUTES

From the meeting held at the Moree Plains Shire Council on:

Monday, 25 June 2018 at 10.00am

Table of Contents

1 ACKNOWLEDGEMENT TO COUNTRY ............................................................. 3

2 APOLOGIES ....................................................................................................... 3

3 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS .................................................................................. 3

4 MINUTES OF THE PREVIOUS MEETING OF THE FORMER NEW ENGLAND GROUP OF COUNCILS HELD ON 28 MAY 2018 TO BE NOTED .................... 4

1.06/18 RESOLUTION .............................................................................. 4

5 REPORTS ........................................................................................................... 4

5.1 Election of Chairperson ........................................................................... 4

2.06/18 RESOLUTION .............................................................................. 4

5.2 Code of Meeting Practice ......................................................................... 4

3.06/18 RESOLUTION .............................................................................. 4

5.3 Code of Conduct and Panel of Conduct Reviewers .............................. 5 4.06/18 RESOLUTION .............................................................................. 5

5.4 Disclosure of Delegates - Designated Persons (Section 449 of the Local Government Act 1993) ................................................................... 6

5.06/18 RESOLUTION .............................................................................. 6

5.5 Narrabri Shire Council's Request to Joint the New England Joint Organisation.............................................................................................. 6

6.06/18 RESOLUTION .............................................................................. 6 7.06/18 RESOLUTION .............................................................................. 7

5.6 Media and Communication Policy ........................................................... 7 8.06/18 RESOLUTION .............................................................................. 7

5.7 Expenses and Facilities Policy ................................................................ 8 9.06/18 RESOLUTION .............................................................................. 8


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5.8 New England Joint Organisation Draft Charter ...................................... 8 10.06/18 RESOLUTION ............................................................................ 8

11.06/18 RESOLUTION ............................................................................ 8 12.06/18 RESOLUTION ............................................................................ 9

5.9 Timeline and Other Ancillary Matters ..................................................... 9

13.06/18 RESOLUTION ............................................................................ 9

5.10 Appointment of Interim Executive Officer ............................................ 10 14.06/18 RESOLUTION .......................................................................... 10

5.11 Delegations to the Interim Executive Officer........................................ 11 15.06/18 RESOLUTION .......................................................................... 11

5.12 Authorisation of Funding Agreement ................................................... 11 16.06/18 RESOLUTION .......................................................................... 11

5.13 Meetings Schedule ................................................................................. 11

17.06/18 RESOLUTION .......................................................................... 11

6 CORRESPONDENCE, MINUTES, PRESS RELEASES .................................. 12

6.1 Correspondence ..................................................................................... 12 18.06/18 RESOLUTION .......................................................................... 12

7 URGENT MATTERS ......................................................................................... 12 19.06/18 RESOLUTION .......................................................................... 13


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PRESENT: Cr Michael Pearce and Mr Andrew Hopkins (Uralla Shire Council), Cr Simon Murray and Mr Lindsay Woodland (Armidale Regional Council), Cr Steve Toms and Mr Hein Basson (Glen Innes Severn Council), Cr Paul Harmon and Mr Paul Henry (Inverell Shire Council), Cr Katrina Humphries and Mr Lester Rodgers (Moree Plains Shire Council), Cr Peter Petty and Mr Terry Dodds (Tenterfield Shire Council), Mr Chris Presland (Director, Reform Implementation, Office of Local Government), Ms Jodie Healy (Council Engagement Manager, Office of Local Government) and Cr Cathy Redding and Mr Stewart Todd (Narrabri Shire Council, as observers). OPENED: 10.20am. The appointed Returning Officer, Mr Hein Basson, presided until the election of the Chairperson. He drew the attention of members to the fact that the meeting was going to be recorded for Minuting purposes.

1 ACKNOWLEDGEMENT TO COUNTRY The Mayor of Moree Plains Shire Council, Cr Katrina Humphries, extended a hearty word of welcome to all members and introduced Mr Mitchell Johnson, Director of Corporate Services of the Moree Plains Shire Council, who identifies as being a member of the Kamilaroi people, to do the Acknowledgement to Country. Mr Johnson also welcomed everybody present to Country, acknowledged the Kamilaroi people as the traditional custodians of the land and paid his respect to the Elders both past and present.

2 APOLOGIES Apologies were received from Ms Alison McGaffin (Director Northern NSW Regional Coordination, Department of Premier and Cabinet) who was unable to attend.

3 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

No disclosures were made by members.


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4 MINUTES OF THE PREVIOUS MEETING OF THE FORMER NEW ENGLAND GROUP OF COUNCILS HELD ON 28 MAY 2018 TO BE NOTED

Moved Cr S Toms Seconded Cr K Humphries

1.06/18 RESOLUTION

That the Minutes of the Ordinary Meeting of the New England Group of Councils held on 28 May 2018, copies of which were circulated, be noted.

CARRIED

5 REPORTS

5.1 Election of Chairperson

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager The Returning Officer fulfilled his role for the election of Chairperson, advising that he has only received one (1) nomination (that duly complied with the requirements). Moved Cr P Petty Seconded Cr S Toms

2.06/18 RESOLUTION

That the Board elects Councillor Michael Pearce, Mayor of the Uralla Shire Council, unopposed as Chairperson of the New England Joint Organisation for a two (2) year period. CARRIED Cr Michael Pearce assumed the role of Chairperson.

5.2 Code of Meeting Practice

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr P Harmon Seconded Cr S Toms

3.06/18 RESOLUTION

1. That the draft Code of Meeting Practice, attached as Annexure A to the Business Paper, be referred to member Councils for their comment for a period of 42 days.


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2. That the draft Code of Meeting Practice and comments from member Councils be referred to a future meeting of the Board for consideration and adoption of the policy as amended (if required).

CARRIED

5.3 Code of Conduct and Panel of Conduct Reviewers

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr P Harmon Seconded Cr S Murray

4.06/18 RESOLUTION

1. That the New England Joint Organisation adopts: (a) the Model Code of Conduct for Local Councils in NSW and the Procedures

for the Administration of the Model Code of Conduct for Local Councils in NSW with the understanding that in reading and interpreting these documents, the term “Council” be substituted by “Joint Organisation”, the term “Councillor” be substituted by “Board Member” and the term “General Manager” be substituted by “(Interim) Executive Officer”, as well as any other changes necessary to ipso facto make the contents of this Code applicable to the Joint Organisation.

(b) the following Panel of Conduct Reviewers:

Monica Kelly, Prevention Partners NSW;

Kath Roach, SINC Solutions Pty Ltd;

Linda Pettersen, Linda Pettersen Consulting Pty Ltd;

Emma Broomfield, Locale Consulting;

Belinda Nolan, Pinnacle Integrity;

Shane White, Pinnacle Integrity;

Andrew Hedges, LKA Group Pty Ltd;

Greg Wright, Wright Associates. (c) the Public Interest Disclosures Internal Reporting Policy, attached as

Annexure C to the Business Paper. 2. That the Interim Executive Officer be requested to appoint a suitably qualified

Complaints Coordinator from the human resources pool of the Inverell Shire Council.

CARRIED


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5.4 Disclosure of Delegates - Designated Persons (Section 449 of the Local Government Act 1993)

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr S Toms Seconded Cr P Petty

5.06/18 RESOLUTION

1. That the Board notes that all Board members and the (Interim) Executive Officer are automatically designated persons for the purposes of Section 449 of the Local Government Act 1993.

2. That the Board notes that as alternatives, Deputy Mayors or other appointed alternates of member Councils, should also be treated as designated persons.

3. That the Board notes the responsibility of designated persons in returning disclosures of interest forms within a period of three (3) months after the implementation of the New England Joint Organisation.

CARRIED

5.5 Narrabri Shire Council's Request to Joint the New England Joint Organisation

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Cr Cathy Redding, Mayor of Narrabri Shire Council, gave a short presentation, highlighting reasons why Narrabri Shire Council would like to join the New England Joint Organisation (NEJO). This Council’s motivation revolves around the Inland Rail, Roads and Maritime Services boundaries, Regional Economic Development Strategy and Functional Economic Regions’ boundaries, as well as highlighting other strong ties with existing NEJO members. A copy of the handout distributed by the General Manager, Mr Stewart Todd, is attached to the Minutes as an Annexure. Discussion was held for and against the inclusion of Narrabri Shire Council, including the Mayors of Inverell and Uralla Shire Councils explaining their Council’s resolutions for Narrabri not to be included and the mandate that they have for voting. It was acknowledged that the openness and honesty of members laid a strong foundation for respectful transparency going forward, as member Councils will have differences of opinion from time to time about particular subject matters. Moved Cr K Humphries Seconded Cr S Murray

6.06/18 RESOLUTION

1. That the Board of the New England Joint Organisation (NEJO) resolves to:


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1.1 Welcome and support the inclusion of the Narrabri Shire Council as a Member Council of NEJO.

1.2 Write to the Minister for Local Government in order to provide her with a copy of this resolution of the NEJO-Board.

2. That the Board authorises the Mayor and General Manager of the Narrabri Shire Council to attend the rest of the meeting as observers.

A division was called for, voting on which was as follows: For

Against

Cr K Humphries Cr P Harmon Cr S Murray Cr M Pearce Cr P Petty Cr S Toms

The division was declared carried by 4 votes to 2. CARRIED

Moved Cr S Murray Seconded Cr P Harmon

7.06/18 RESOLUTION

That the Hon. Adam Marshall, MP be invited to address the meeting when he is available later in the morning, as he was present in Moree for other business on the day.

CARRIED

5.6 Media and Communication Policy

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr S Murray Seconded Cr P Harmon

8.06/18 RESOLUTION

That the draft Media and Communications Policy, attached as Annexure A to the Business Paper, be adopted by the Board. CARRIED


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5.7 Expenses and Facilities Policy


9.06/18 RESOLUTION

1. That the draft policy for the Payment of Expenses and the Provision of Facilities to New England Joint Organisation Board Members be considered by the Board and once adopted in principle (with or without amendments), be referred to member Councils for their comment for a period of 42 days.

2. That the draft policy for the Payment of Expenses and the Provision of Facilities to New England Joint Organisation Board Members and comments from member Councils be referred to a future meeting of the Board for consideration and adoption of the final policy (with or without amendments, as required).

CARRIED

5.8 New England Joint Organisation Draft Charter

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr P Harmon Seconded Cr P Petty

10.06/18 RESOLUTION

1. That the Board adopts the draft Charter for the New England Joint Organisation attached to the Business Paper as Annexure A relating to this report, with the name of Ms Susan Law to be included as the newly appointed Chief Executive Officer of the Armidale Regional Council on page 148 of the Annexures relating to the Business Paper.

2. That this draft Charter be referred to member Councils for a period of 42 days – seeking their feedback by way of written submissions.

3. That a further report be prepared for consideration of the Board, detailing the feedback received from member Councils, for the adoption of a final Charter for the organisation (with or without amendments, as required).

CARRIED

Moved Cr K Humphries Seconded Cr P Harmon

11.06/18 RESOLUTION

That the meeting suspends standing orders to welcome the Hon. Adam Marshall, MP to the meeting and allow him an opportunity to address the meeting.


Page 9

CARRIED

The local MP congratulated the Chairperson with his election and expressed his satisfaction with the formal establishment and implementation of the New England Joint Organisation, as he sees it as an important vehicle to ensure strong advocacy and regional economic development for the New England region into the future. He further allowed for an opportunity for member Councils to ask questions and he provided his responses. The meeting adjourned for a short refreshment break at 11.55am. The meeting resumed at 12.10pm.

Moved Cr P Harmon Seconded Cr S Toms

12.06/18 RESOLUTION

That the meeting resumes standing orders.

CARRIED

5.9 Timeline and Other Ancillary Matters

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Mr Paul Henry, General Manager of Inverell Shire Council, provided an update to the meeting on the progress with opening a bank account, obtaining an Australian Business Number, registering the organisation for tax purposes, reserving a domain name, establishing a phone number and establishing an email address. Moved Cr P Harmon Seconded Cr K Humphries

13.06/18 RESOLUTION

1. That the Board notes the timeline for the execution of particular action steps associated with the proper implementation of the New England Joint Organisation (NEJO).

2. That the Board authorises the Interim Executive Officer to sign all relevant and necessary documentation on behalf of the New England Joint Organisation in pursuing the following action steps:

Opening a bank account;

Obtaining an Australian Business Number and registering the organisation for tax purposes;

Reserving a domain name;

Establishing a phone number;


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Establishing an email address. 3. That the Interim Executive Officer be requested to implement the other

outstanding actions listed in the timeline table within the body of the report. CARRIED

5.10 Appointment of Interim Executive Officer

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr P Petty Seconded Cr S Murray

14.06/18 RESOLUTION

1. That Mr Paul Henry, General Manager of the Inverell Shire Council, be appointed as the Interim Executive Officer of the New England Joint Organisation for a period of time up to 31 December 2018 and that it be acknowledged that all official records of this organisation will be held at the Inverell Shire Council for this mentioned time.

2. That the appointed Interim Executive Officer also be appointed as the Public Officer of the New England Joint Organisation pursuant to Section 342 of the Local Government Act 1993.

3. That the Board considers the appropriateness of scheduling another meeting in the short term to discuss and commence the recruitment and selection processes pertaining to the appointment of a permanent Executive Officer, inter alia considering the following:

• Obtain quotations from reputable recruitment agencies; • Decide on an interview panel , if not all member Councils are going to be

involved with this action; • Determine appropriate hours of service for the permanent full or part time

Executive Officer – having regard to the nature of duties to be performed; • Determine an appropriate organisation structure for the new Joint

Organisation. 4. That the Board determines a monthly compensation amount of $1,500 to be paid

over to the Inverell Shire Council in recognition of the work that will need to be done in regards to the formal implementation of the New England Joint Organisation.

5. That the Board also determines a compensation amount of $1,500 to be paid over to the Glen Innes Severn Council for the work done in relation to the preparation of the inaugural New England Joint Organisation Business Paper.

CARRIED


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5.11 Delegations to the Interim Executive Officer


15.06/18 RESOLUTION

1. That the Board adopts the Delegations Instrument pertaining to the Interim Executive Officer, attached as Annexure A relating to this report, and review it once a permanent Executive Officer has been appointed.

2. That the Board adopts an interim organisation structure consisting of only the Interim Executive Officer as a staff member of the New England Joint Organisation.

CARRIED

5.12 Authorisation of Funding Agreement

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr K Humphries Seconded Cr S Murray

16.06/18 RESOLUTION

That the Board resolves to authorise the Interim Executive Officer to sign the Funding Agreement between the Office of Local Government and the New England Joint Organisation (NEJO); in order for the seed funding to be paid over into NEJO’s bank account. CARRIED

5.13 Meetings Schedule

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr P Harmon Seconded Cr K Humphries

17.06/18 RESOLUTION

1. That the following dates be accepted for future New England Joint Organisation (NEJO) meetings:

27 August 2018 (Glen Innes);

26 November 2018 (Armidale).


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2. That the Board acknowledges that further meetings might be required in order to facilitate the proper implementation of this new organisation – in accordance with the expectations of the Office of Local Government.

CARRIED

6 CORRESPONDENCE, MINUTES, PRESS RELEASES

6.1 Correspondence

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr S Toms Seconded Cr P Harmon

18.06/18 RESOLUTION

That the Board notes the contents of the following items of correspondence:

Letter dated 24 May 2018 from The Hon. John Barilaro, MP, Deputy Premier, and The Hon. Gabrielle Upton, MP, Minister for Local Government advising of the establishment of the New England Joint Organisation;

Letter dated 31 May 2018 from the Office of Local Government giving formal approval for Mr Hein Basson to fulfil the role of Returning Officer at the first New England Joint Organisation meeting.

CARRIED

7 URGENT MATTERS The Chairperson offered Mr Chris Presland, Director, Reform Implementation, Office of Local Government, an opportunity to address the Board. He conveyed his congratulations to the Chairperson and Board Members with the inaugural meeting of the New England Joint Organisation (NEJO) and also extended his thanks for the preparation work that had been done to facilitate the meeting. He expressed the opinion that Joint Organisations is one of the most exciting concepts coming out of the Local Government Reform initiatives. He also conveyed the view of the Hon. John Barilaro, Deputy Premier, that Joint Organisations will form a foundational structure for regional decision-making into the future. In response to a question from the Mayor of Moree Plains Shire Council, Cr Katrina Humphries, Mr Presland pointed to the current situation where the State Government cannot resolve to merge Joint Organisations, as individual Joint Organisations will have to vote in favour of any mergers first before such an action would be able to be pursued. Mr Presland further stated that the meeting of Chairpersons of the 11 established Joint Organisations will account for a strong voice from regional and rural New South Wales,


Page 13

as it is e.g. envisaged for this group to have relative unencumbered access to applicable State Government Ministers in order to pursue particular regional objectives and concerns. In this regard, the Joint Organisations Chairpersons’ meeting scheduled for 16 August 2018 in Sydney was also mentioned. Mr Lester Rodgers, General Manager of Moree Plains Shire Council, made mention of the opportunity to have a media release distributed about the inaugural NEJO meeting, including the Board’s resolution about the inclusion of Narrabri Shire Council with NEJO. Mr Paul Henry, General Manager of Inverell Shire Council, made mention that he would include infrastructure, economic and social development as part of the Board’s public policy issues. Mr Chris Presland offered his assistance with the development of media releases. It was suggested for the General Managers’ Advisory Group to look into the water security concerns of member Councils, and its associated water and sewerage functions. Mr Paul Henry mentioned the need for a resolution of the Board to authorise particular members as signatories to NEJO’s newly established bank account to ensure the proper functioning of the organisation. Moved Cr K Humphries Seconded Cr P Petty

19.06/18 RESOLUTION

That the Chairperson, Cr Michael Pearce, Cr Paul Harmon and the appointed Interim Executive Officer, Mr Paul Henry, be nominated as the New England Joint Organisation’s authorised signatories to its bank account related business activities, including credit card transactions and electronic transfers.

CARRIED

The Meeting closed at 12.53pm.

1 CHAIRPERSON’ MINUTE TO THE BOARD 1

OF THE NEW ENGLAND JOINT ORGANISATION OF COUNCILS 27 AUGUST 2018

ITEM NO: 1 CHAIRPERSON’S MINUTE – STATE GOVERNMENT FUNDING FOR NSW PUBLIC LIBRARIES

PREPARED BY: Cr Mick Pearce, Chairperson

PURPOSE: The NSW Public Libraries Association has requested support from councils across in their advocacy to State Government for additional funds for Public Libraries. COMMENTARY: The NSW Public Libraries Association has requested support from councils across in their advocacy to State Government for additional funds for Public Libraries. In the Region represented by the members of this organisation, there has been a significant investment by Council’s in library services. Over the past decade, member councils have spent millions in capital expenditure and hundreds of thousands annually. Whilst Council receives funds from State Government, these have gradually declined. In 2015/16, State funding for Public Libraries covered only 7.5% of the total costs of operating the 368 libraries across NSW. The level of State Government funding for NSW public libraries has reached crisis point. This is an historic issue that has been ignored by successive NSW governments. The key issues are that:

• NSW public libraries receive the lowest per-capita funding from their State Government compared to all other states in Australia

• NSW councils are currently paying 92.5% of the costs to operate public libraries, up from 77% in 1980

• In 2015-16, NSW State Government funding for public libraries was only $26.5M compared to a contribution of $341.1M from Local Government. NSW councils are paying 12 times more than the State Government to provide library services to their communities.

• The total funding available through the NSW Public Library Funding Strategy is not indexed to population growth or consumer price index (CPI), thereby contributing to the ongoing attrition of State Government funding.

• The 2018-19 NSW state budget delivered just $23.528M for public libraries, $5.275M less than the 2017-18 funding level and a cut of 18 per cent.

• Physical and virtual visitation, library borrowing and participation in library programs continue to increase year on year.

• Libraries play a major part in supporting the achievement of government literacy targets.

• Libraries provide collections, programs and spaces for marginalised groups including older people, refugee and multicultural communities, and people who are digitally disadvantaged.

2 CHAIRPERSONS MINUTE TO THE BOARD OF 2 NEW ENGLAND JOINT ORGANISATION OF COUNCILS 27/08/2018

In 2011, the NSW State Government made a pre-election commitment to comprehensively review the level and allocation of funding for NSW public libraries. The Library Council of NSW worked with the NSW Public Libraries Association and the State Library of NSW to develop an evidence-based submission. The resulting submission Reforming Public Library Funding, recommending a fairer, simpler and more transparent method for the distribution of funds, was presented to the State Government in October 2012. Despite the undertaking of the State Government to comprehensively review funding for its public libraries, the recommendations of Reforming Public Library Funding were ignored and the funding model was neither reviewed nor improved. In 2016, the then Minister for the Arts, the Hon. Troy Grant, undertook to review the matter of State Government funding for NSW libraries at the conclusion of the Fit For the Future program. It can be reasonably assumed that Fit For the Future has concluded, yet there has been no review of library funding nor any mention of libraries in the Government’s pre-election undertakings. At the 2016 LGNSW Conference, the Premier Mike Baird committed to reviewing library funding. As previously noted, this is not a party-political issue as every government since 1980 shares the blame for the current funding situation. Nevertheless, it is worth noting that the NSW Opposition released its Library Funding Policy on 26 March 2018 with an undertaking to increase overall funding to all suburban and regional NSW public libraries by $50 million in the first term of government. This is a very significant pledge insofar as it is the first policy from any political party in recent history that undertakes to provide a significant and specified increase in state funding for public libraries. NSW public libraries are governed by the Library Act 1939, a legislative instrument that was initially introduced to ensure the provision and ongoing sustainability of libraries through State Government and Local Government collaboration, and providing up to 50% of the funding required to establish and operate libraries. Since then local government has increasingly carried the funding burden with the situation deteriorating significantly since the 1980s. As a result, there are examples of attrition in library staffing, opening hours, collections, services and programs in a number of councils across the state. Disappointingly, the 2018-19 NSW state budget delivered just $23.528M for public libraries, $5.275M less than the 2017-18 funding level. The State Government has completely ignored the recommendation of its own expert panel, the Library Council of NSW which, in consultation with the State Library of NSW and the NSW Public Libraries Consultative Committee, recommended an increase in public library funding to $30M in 2018-19. The public library grant funding component, which has been a budget inclusion for many years, has been scrapped entirely. This component financed a competitive grant project which has part-funded countless library infrastructure and service projects over many years. The recently released Regional Cultural Fund Guidelines Round 2 includes new information about funding specifically for libraries. An excerpt from page 2 says “There will be $47 million available in Round Two, including $5 million specifically for regional public library infrastructure projects“. This reallocation of grant funding was never discussed with SLNSW,

3 CHAIRPERSONS MINUTE TO THE BOARD OF 3 NEW ENGLAND JOINT ORGANISATION OF COUNCILS 27/08/2018

PLCC or Library Council, and excludes metropolitan libraries from access. Further, as this funding is not legislated, it is at risk of removal at any time. The NSW public library network is at serious risk. The NSW Local Government sector can not continue with the high degree of uncertainty about the level of ongoing State Government funding for public libraries. I recommend that this organisation supports urgent action to reverse the ongoing deterioration of state funding for public libraries to ensure that local councils will not be forced to continue meeting the funding shortfall. RECOMMENDATION: 1. That Council make representation to the local State Member, Adam Marshall, in

relation to the need for additional funding from the NSW State Government for the provision of public library services.

2. That Council write to the Hon. Don Harwin, Minister for the Arts and the Hon. Walt

Secord, Shadow Minister for the Arts, calling for bi-partisan support for the provision of a significant increase in state funding for NSW public libraries, supported by a sustainable future funding model.

1 REPORTS TO THE BOARD OF 1

NEW ENGLAND JOINT ORGANISATION OF COUNCILS 27 AUGUST 2018

ITEM NO: 1 MEMBERSHIP

PREPARED BY: Paul Henry, Interim Executive Officer

PURPOSE: To inform the Board of the Governor’s assent to a change in membership of the Joint Organisation. COMMENTARY: Verbal advice has been received from the Office of Local Government (OLG) that on Friday 10 August, 2018 the Governor proclaimed a variation to the ‘footprint’ of the New England Joint Organisation by adding Narrabri Shire to the membership. At the time of writing this report, a copy of the proclamation is not available, but will be forwarded in due course. The OLG is arranging with the Local Member of Parliament to make the public announcement of change of membership. Once again at the time of writing, the announcement has not been made, and therefore a copy of the announcement will be forwarded when received. RECOMMENDATION:

That the information be received and noted.

ITEM NO: 2 CODE OF CONDUCT – COMPLAINTS COORDINATOR


PURPOSE: To inform the Board of the actions of the Interim Executive Officer. COMMENTARY: At the Board Meeting held on 25 June, 2018 the Board adopted a Draft Code of Conduct and the Public Interest Disclosure Internal Reporting Policy.

2 REPORTS TO THE BOARD OF 2 NEW ENGLAND JOINT ORGANISATION OF COUNCILS 27/08/2018

In order to complete this aspect of the Board’s governance arrangement, a suitably qualified person is required to be appointed as the ‘complaints coordinator’ for this organisation. In accordance with the delegation of authority conferred by the Board, I have appointed Mr Scott Norman to this role. Brief biographical details for Mr Norman are:

• Currently Director Corporate and Economic Services at Inverell Shire Council, • 22 years service in Local Government, including 13 years in senior roles in

Queensland and New South Wales. RECOMMENDATION: That the information be noted.

ITEM NO: 3 DRAFT DOCUMENTS – COUNCIL FEEDBACK


ANNEXURES: Draft Charter

Draft Expenses Policy PURPOSE: The purpose of this report is to seek adoption of a final version of a suite of documents required for the organisation. COMMENTARY: At its June Meeting, the Board adopted the following draft documents: a) Charter for the Joint Organisation b) Expenses Policy A copy of the documents are attached as separate documents. Comment on these draft documents was sought from member Councils. The period for comment closed on Friday 10 August, 2018. At the close of this period the following comments were received: i) Charter for the Joint Organisation


a) Narrabri Shire Council puts forward:

• Any relevant amendment due to the now formal inclusion of Narrabri Shire. • The removal of references to individual or similar; for example Section 4.1

lists numerous individual names. Also, the definition of ‘General Manager’ of member councils. Noting that removing such individual references removes the necessity of numerous ongoing amendments.

Recommendation: That the suggested amendment be made to the Draft document.

b) An individual Councillor at Narrabri Shire Council has suggested that the ‘precautionary principle’ be included at Section 2.1 of the Charter. It is assumed wording such as the following is what is being requested:

‘When an activity raises threats of harm to human health or the environment, precautionary measures should be taken even if some cause and effect relationships are not fully established scientifically’. Recommendation: The Board determine if the Charter should be amended as requested. ii) Expenses Policy Glen Innes Severn Council puts forward: That the policy be amended to denote that no provision be made for the following items:

• Information and Communications Technology (ICT) Expenses, • Postage stamps for Christmas cards, • Christmas or festive cards.

Recommendation: The Board determine if the Charter should be amended as requested. The Board is now invited to amend or adopt the attached documents as the final version of the required documents. RECOMMENDATION:

i) That the Board consider the suggested amendment by members; and ii) That the following draft documents, as amended, be adopted as documents of

the Joint Organisation:

a) Charter b) Expenses Policy


ITEM NO: 4 LOGO FOR THE JOINT ORGANISATION


ANNEXURES: Design Brief Logo and Brand Proposal PURPOSE: To obtain adoption of a Logo and Brand for the Joint Organisation. COMMENTARY: In order to create a Logo and Brand for the organisation, the Interim Executive Officer prepared a ‘Design Brief’. A copy of which is attached. Three (3) graphic designers, with experience of working with Local Government, were provided with a copy of the brief. The key components of the brief were that the logo had to:

• Allude to the key concepts of collaboration/partnership/cooperation; • Should be synergistic with the NEJO’s objectives and activities; and • Be mindful of the colour palette of the member Council’s logos.

The response from the Graphic Designer is also attached for the Board’s consideration. I submit that this proposal meets all requirements of the Brief. This proposal was circulated to members. At the time this report was prepared four (4) members have indicated support for the logo. RECOMMENDATION: That the Logo and Brand proposal annexed to this report be adopted.


LOGO BRIEF


LOGO PROPOSAL


ITEM NO: 5 DISCLOSURES BY DESIGNATED PERSONS


ANNEXURES: Nil PURPOSE: The purpose of this report is to table the disclosure forms submitted by designated persons of the joint organisation. COMMENTARY: The provisions of the Local Government Act 1993 in relation to ‘Disclosures of Interests in Written Returns’ also apply to joint organisation board members and the executive officer. Disclosure forms have been distributed to the designated persons and the following have returned the duly completed forms:

- Cr Paul Harmon - Mr Paul Henry, Interim Executive Officer - Cr Katrina Humphries - Cr Michael Pearce - Cr Peter Petty - Cr Steve Toms

These completed Disclosure Forms will be tabled at the meeting. Other Disclosure Forms lodged after the meeting will be tabled at a future meeting. RECOMMENDATION: That the tabling of the Disclosure of Pecuniary Interests and Other Matters’

Returns from the following Designated Persons be received and noted:

- Cr Paul Harmon - Mr Paul Henry, Interim Executive Officer - Cr Katrina Humphries - Cr Michael Pearce - Cr Peter Petty - Cr Steve Toms


ITEM NO: 6 STRATEGIC TASKS


ANNEXURES: Nil PURPOSE: To inform the Board on progress with the strategic tasks required to be undertaken for the establishment of the joint organisation. COMMENTARY: The Office of Local Government has issued a ‘Joint Organisation Implementation Guidance’ Manual. This document sets out the required pathway to be followed for setting up the joint organisation. For the information of the Board the tasks and their status is detailed below: Table 1 – Administrative Tasks

ITEM DUE STATUS

Obtain relevant insurances 31 July 2018

Complete

Hold first Board Meeting 31 July 2018 Complete

Adopt a Code of Conduct 31 July 2018 Complete

Appoint an interim EO

31 July 2018 Complete

Obtain TFN and ABN 31 July 2018 Complete

Establish Bank Account 31 July 2018 Complete

Reserve a Domain Name 31 July 2018 Complete

Establish Telephone Number 31 July 2018 Complete

Establish Email Address 31 July 2018 Complete


Return Signed Funding Agreement

29 June 2018 Complete

Adopt a Charter

30 September 2018 Refer item in Business Paper

Adopt an Expenses and Facilities Policy

30 September 2018 Refer item in Business Paper

Prepare Communication and Engagement Plan

30 September 2018 Complete

Adopt a Statement of Revenue Policy

31 August 2018 Refer item in Business Paper

Adopt a Logo

31 December 2018 Complete. Refer to item in Business Paper

Adopt a Statement of Regional Priorities

31 December 2i018 Complete. Refer to item in the Business Paper

Establish Website

31 December 2018 Incomplete; awaiting decision on branding to go live

Establish Accounting System 31 August 2018 Complete

RECOMMENDATION: That the information be noted.

ITEM NO: 7 OPERATIONAL PLAN 2018/19


ANNEXURES: Draft Revenue Policy and Draft Budget PURPOSE: To confirm the revenue policies and adopt the 2018/19 budget. COMMENTARY: The joint organisation is required to prepare an Operational Plan that complies with the requirements of s. 405 of the Local Government Act, 1993.


The Operational Plan is required to contain a Statement of Revenue Policy and an estimate of Council’s income and expenditure for the financial year. The principles which should guide the preparation of this document were discussed at the recent GMAC meeting. The following matters were agreed and are submitted for the Board’s endorsement:

a) Membership Fees should be set as an equal contribution from all members, b) A contribution of $5K per member for 2018/19 be suggested to the Board, c) In 2018/19 any distribution of costs amongst members associated with a project

undertaken by the JO be determined at the time of an agreement to undertake the project.

The Act requires the draft Operational Plan to be exhibited for 28 days, after this period, the Board considers any comments and can then amend/adopt the Plan. As the next meeting of the Board is scheduled for 26/11/18, consideration of the mechanism for the adoption of the draft Operational Plan will need to be completed. Clause 5.3 of the draft Meeting Code provides for the Board to transact its business by telephone or other electronic means. The Board could consider:

i) A Special Meeting ii) Teleconference, or iii) Some other form of transacting the adoption of the draft Operational Plan.

A copy of the Draft Operational Plan 2018/19 is attached as a separate document. RECOMMENDATION:

A. That the Draft Operational Plan 2018/19 be adopted, B. That member Councils be provided with a copy of the document and

be permitted 28 days to comment on the document, C. The Board determine the method to be utilised for adoption of the

Operational Plan.

ITEM NO: 8 STRATEGIC REGIONAL PRIORITIES


ANNEXURES: Sample Strategic Regional Priorities Plan

Consultants Brief PURPOSE: To determine the preferred course of action for preparing this required document.


COMMENTARY: The OLG documentation for the establishment of the JO’s indicates that the planning and reporting requirements for JO’s are to be minimal and aligned to the Integrated Planning and Reporting (IP&R) requirements for member Councils. A. What the Act and Regulations Require The Act says that a principal function of the JO is to establish strategic regional priorities (SRP) for the local government areas covered by the JO, and to develop plans to deliver those priorities (s. 400R LG Act 1993). The Local Government Regulations provides guidance in relation to this task, which must be completed by 30 December, 2018. Each JO is required to have a succinct Statement of Strategic Regional Priorities (cl. 397G Regulations) outlining:

- The JO’s vision for the Region - Approximately 5 priorities for the JO to focus on - A small number of strategies the JO will undertake to deliver each priority, and - Identification of the State Agencies and organisations the JO will work with to

deliver actions and achieve priorities. B. Options to Achieve Requirements The preparation of the required SRP document was discussed at the recent GMAC meeting. The following options were discussed: Option 1 Engage a consultant to undertake a ‘full’ strategic planning process,

including consultation with member councils, state agencies and other stakeholders.

A brief for this option has been prepared and is attached as a separate

document. Option 2 The Interim Executive Officer prepare a sample Strategic Regional Priorities

Plan and that this document be workshopped with the Board to ‘finalise’ the suggested wording and prepare an Action Plan for the strategies. The ‘example’ Strategic Regional Priorities Plan is attached as a separate document.

Note: The rationale for this option is that all members would have been involved in consultation during the preparation of the New England/North West Regional Plan and the Regional Economic Development Strategies - two (2) documents that underpin the ‘sample’ Strategic Regional Priorities Plan. C. The ‘Sample’ Strategic Regional Priorities Plan In preparing this document, the following matters were considered and found expression in the document:


• The expressed wish by NEGOC that the JO activities support the aspirations of members

• The ‘minimalist’ approach in all things – avoid duplication or imposing onerous effort on members

• The three (3) public policy areas identified as areas of focus by NEGOC were Public Infrastructure, Communities Development and Economic Development

The sample document doesn’t include specific actions that the organisation will undertake in the three (3) years of the proposed plan. These specific actions will need to be agreed upon so the document can be populated. RECOMMENDATION: That the Board consider the option to be utilised to prepare the Statement of

Strategic Regional Priorities.

ITEM NO: 9 APPOINTMENT OF EXECUTIVE OFFICER


ANNEXURES: Job Description Template PURPOSE: To obtain the Boards approval for the process to be used for the recruitment of an Executive Officer. COMMENTARY: This issue was considered by GMAC, for the purpose of recommending to the Board, a general approach to take on the recruitment of this officer. In the deliberations on this issue, the GMAC was mindful of the following matters;

• The Board’s ‘minimalist’ and ‘incrementalist’ manta on the development of the JO • The absence of a detailed strategic plan that would give guidance to the detailed

activities expected of the role.

1. General Parameters As a consequence the GMAC suggests to the board the following matters be utilised in the recruitment of the EO:

• Part-time position – up to 21 hours per week,


• Two (2) year (renewable) contract of employment, • The standard ‘senior staff’ contract, prepared by OLG be utilised, • That the remuneration for the position be determined through consultation with the

selected consultant, • The EO sample position description prepared by OLG is a suitable document for use

in the recruitment process is attached, • Administrative support for the EO is essential. It needs to be considered how this

support will be provided during the recruitment process. The Board is requested to consider the above parameters for the recruitment of the EO. The parameters approved by the Board would then be used to prepare the necessary documents for the recruitment process.

2. Recruitment Consultant The OLG is undertaking a process that will result in the preparation of a list of ‘suitably qualified’ recruitment consultants. Any JO wishing to recruit an EO utilising the services of a consultant would be able to access this prequalified list and select a consultant of their choice. The OLG will not oversee the recruitment process or be a participant in any aspects of the process. The Board is requested to :

a) Determine if it wishes to select a recruitment consultant from the pre-qualified list prepared by OLG,

b) If so, determine who is to be delegated authority to select the consultant, c) If not, determine how the recruitment process will be managed. 3. Interview Panel a) Membership

The membership of the interview panel for this position needs to be determined. The board is requested to nominate the persons to serve on this panel.

b) Authority The board is also requested to determine the authority of the panel. Will the panel have authority to appoint? Will the panel be requested to make a recommendation to the board on a preferred candidate?

c) Remuneration The Board may wish to now consider the preferred mechanism for setting the remuneration for the position.

i) Does the board wish to seek advice from the selected recruitment consultant?


ii) Determine the remuneration at today’s meting? iii) Select some other mechanism to scope the position and determine a

remuneration value for the position? RECOMMENDATION: That the Board consider the various recruitment issues and determine its position.


ITEM NO: 10 WASTE TO ENERGY


ANNEXURES: The Case for Change

Correspondence from Minister for the Environment PURPOSE: To inform the Board of a request from a member Council. COMMENTARY: Recently Tenterfield Shire Council (TSC) wrote to all Councils in the New England/North West area to advise that a new solution to the ‘waste management challenge’ needs to be found. That council’s solution to the challenge is the development of a small scale plant that converts waste to energy. This plant would ideally use an existing technology and be supplemented by photovoltaic cells (to improve the economic cost/benefit ratio of the conversion). However, this hypothesis needs to be proven that it can work. Hence, the approach from Tenterfield Shire Council to seek support for the funding of a staged research project that would: Stage 1: Proof the Concept This stage would determine the smallest scale plant that could be constructed to produce affordable energy. It would require the engagement of a research facility to conduct the necessary technical work. Stage 2: Determine a Regulatory Pathway for the Concept Consideration needs to be given to the creation of a pathway for a proponent of a small scale ‘waste to energy’ plant to gain approval/licencing for their area. Stage 3: Concept to Working Model After it has been proven at ‘desktop level’ that the available technology can be applied at a ‘small scale’ and that a regulatory pathway exists, then a pilot plant can be constructed. 1. The Case for the TSC Proposal A document entitled ‘The Case for Change’ that seeks to prosecute the case for the abovementioned research project, has been considered by this Board on a previous occasion.


A copy of that document is attached as a separate document. 2. What was requested from Member Councils The request from TSC was twofold:

i) Provide a letter of support for the research project to the Federal and State Governments and the Australian Renewable Energy Agency (ARENA). This letter would also request that ARENA provide a grant of $270K to enable the research project to be commenced.

ii) Council to provide $15K to assist in matching the $270K requested from ARENA.

In respect of the requested financial contribution, it could be expected that this should be regarded as an initial contribution. Tenterfield states that the preparation of a definitive ‘full budget’ is difficult to determine, however the indications given to Tenterfield Council by a NSW based University was that $540K would complete Stage 1 and 2 of the project. 3. Request from Glen Innes Severn Council (GISC) The abovementioned request was considered by GISC at its July Council Meeting. At this meeting Council resolved: ‘To request the Board of the New England Joint Organisation (NEJO) to consider using the $300,000 seed funding received from the NSW Government to fund the $105,000 requested from the seven (7) NEJO members for the cost of the proposed feasibility study of converting waste into energy at a local scale’. The Board is requested to consider the request from GISC. 4. Update from Tenterfield Shire Council (TSC)

TSC has continued to prosecute the case for a scaled Waste to Energy plant in a number of forums. Representatives of TSC will brief members at todays meeting on any developments with this issue. 5. Minister for the Environment Response At a previous meeting of the NEGOC Board, it was resolved that representations be made to the Minister for Environment, Hon Gabrielle Upton MP, seeking financial assistance to complete a feasibility study on the Waste to Energy concept. The Minister has responded. A copy of her response is attached. RECOMMENDATION: A matter for the Board.