Council Committees

TERMS OF REFERENCE

Purpose

This Committee is not a formal Committee of Council.  The Committee comprises of representatives of the local RSL Sub-Branches and its role is to coordinate the annual Anzac Commemorative Service in Burwood Park on the Sunday prior to Anzac Day.

Authority

Traditionally, the Mayor has been the patron of the Committee.  Council contributes part of the cost of the annual service.  The other service clubs in the area contribute to an amount equal to the amount that council contributes.

Membership

The Mayor is the patron of the Committee (Chair) and one Councillor.

Where and when meetings are held

Meetings are held at the Burwood RSL Club.  There are approximately four meetings per year.

TERMS OF REFERENCE 

Purpose

To review the provision of traffic control facilities and traffic management measures on public streets in the Burwood Local Government Area.

Authority

The Roads and Maritime Services (RMS) has delegated certain powers to Council in respect of the provision of traffic control facilities and traffic management measures on public streets.  The exercise of the powers is conditional upon councils forming a “Local Traffic Committee” and seeking its advice/approval before a traffic control facility/traffic management measure is implemented or removed.

Recommendations from this committee must be endorsed by Council prior to implementation.

Membership

The Committee is made up of one Councillor (being the Chair) and representatives from the RMS Police Force, Local State Members of Parliament and other informal members (at Council’s discretion).

When and Where meeting are held

Meetings are held at Burwood Council on a monthly basis.

TERMS OF REFERENCE

Purpose

The role of the Audit, Risk and Improvement Committee is to oversee risk management, compliance, governance, external accountability and the internal control systems on behalf of Council.

Authority

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

1. Obtain any information it needs from any employee or external party (subject to their legal obligation to protect information).
2. Discuss any matters with the external auditor or other external parties (subject to confidentiality considerations).
3. Request the attendance of any employee or Councillor at Audit, Risk and improvement Committee meetings.
4. Obtain external legal or other professional advice, as considered necessary to meet its responsibilities.

Membership

Members (voting)

• Councillor x 2
• Independent external member (Chair)*
• Independent external member*

  *not a member of the current or previous Council or staff

  Attendees (non-voting)

• General Manager or nominee
• Deputy General Manager, Corporate, Governance and Community
• Chief Finance Officer
• Representative of the External Auditor and the Contracted Internal Auditor (when required)
• Internal Ombudsman

Where and when meetings are held

The Committee shall meet at least four times a year, with one of these meetings to include review and endorsement of the annual audited financial reports and external audit opinion as well as review and endorsement of the annual Internal Audit Plan. 

TERMS OF REFERENCE

Purpose

The purpose of the Risk Management Committee is to implement, monitor and promote:

• the embedding of enterprise risk management into Burwood Council’s practices and processes that is relevant, effective and efficient

• Organisational strategic objectives that foster continuous improvement, management and control of the risks to Council operations and its stakeholders

Functions

The functions of the Committee are to:

1. provide guidance and advice to the Council, General Manager, Executive Team and Management on the strategic management of key business risks
2. oversee the establishment and implementation of an enterprise risk management framework
3. oversee the development, review and maintenance of Council’s risk profile and risk registers
4. review the effectiveness of the enterprise risk management framework in identifying and managing risks

Membership

Membership of the Committee will consist of:

• Group Manager, People & Culture – Chair
• Deputy General Manager - Corporate, Governance and Community
• Deputy General Manager - Land, Infrastructure and Environment
• Group Manager Property and Building Services
• Group Manager Assets and Infrastructure
• Group Manager Environment and Health
• Group Manager & Chief Finance Officer
• Group Manager Information Technology
• Group Manager Operations
• Risk Management Coordinator - Secretariat

The Committee may invite any member of Council staff or any external stakeholder to attend a meeting of the Committee to address specific issues and/or provide presentations.

Committee Members may also have access to professional advice from Council staff and appropriate external advisers.

The Chairperson is the Group Manager, People & Culture.

Meetings

The Committee will meet at least 6 times per year. An annual schedule of meetings will be prepared and issued prior commencement of the calendar year by the Risk Management Coordinator.

A quorum of five Members will be necessary to conduct a meeting.

The agenda for each meeting will include relevant supporting papers and be provided at least three working days prior to the meeting

Minutes will be distributed to the Committee Members within ten working days after the meeting.

Executive Support

Executive support will be provided by the Risk Management Coordinator. This includes working with the Chair to develop the agenda, prepare, collate and distribute papers and write the minutes. 

Reporting

A report will be prepared for the consideration of the General Manager for inclusion in the Annual Report.

Review

The Terms of Reference will be reviewed within 12 months of the establishment of the Committee and thereafter every two years.

Reference Documents

The following documents are suggested reading to inform the Committee Members:

• AS/NZS ISO 31000:2019
• Code of Conduct & the Procedures for the Administration of the Code of Conduct
• Risk Management Statement – August 2019
• Risk Management Strategic Plan

Contact & Ownership

People & Culture

Risk Management Coordinator

TERMS OF REFERENCE

Purpose

The Work Health & Safety (WHS) Committee operates as prescribed under the Work Health & Safety Act 2011.

The WHS Committee Members are responsible for raising specific health and safety issues that arise in relation to employees at Burwood Council. Employees should raise issues directly with their Reporting Line Manager or their WHS Committee Member. Where the WHS Committee Member cannot resolve a WHS issue, it has been agreed that they will refer it to the WHS Committee Members.

Council will ensure that WHS Committee Members have the appropriate support to be able to undertake responsibilities.

The WHS Committee will assist with the development of monitoring of safe work practices and systems and discuss issues that affect the health, safety and welfare of all employees at Burwood Council. The Council will consider and respond to the WHS Committee, recommendations within a time frame agreed by the Committee and Management set according to the particular issue and its complexity.

Council Commitment

Burwood Council is committed to protecting the health and safety of all its employees, including volunteers and contractors. Injury and illness is costly and, in most cases, preventable. Council will consult with employees in implementing safety practices and systems that will ensure the health, safety and welfare of its employees. Employee involvement at all levels is critical for ensuring a safe workplace.

The WHS Committee and its Members will support and encourage to promote safety, health and well being in the workplace.

WHS Committee Membership

The WHS Committee shall consist of six Employee Members and two Management Representatives.

The General Manager will appoint the Management Member for a two year term.

Employee WHS Committee Members will be elected for a three year term by employees in accordance with the procedures agreed to between Council and employees.

The Committee will elect a Chairperson and Deputy Chairperson on an annual basis, at the first meeting of each year, and the Chairperson must be an Employee Member.

A position shall be declared vacant if a Member:

• Resigns

• Is removed by the Committee Members

• Does not attend three consecutive meetings without leave of absence

A resignation from the Committee should be in writing and forwarded to the Chairperson giving one week’s notice where possible.

Meetings

Meetings will be held Quarterly, unless a special meeting is called or requested by at least half of the Committee Members.

The venue of each meeting will alternate between Council’s external offices.

A quorum of four Members shall be necessary to conduct a meeting and this shall include one Management and three Employee Members.

Only Committee Members may officiate at meetings, but the Committee may request or co-opt others with particular experience or knowledge for any of its meetings.

Committee Representatives may invite colleagues to attend meetings as observers. Otherwise, employees who wish to attend meetings as an observer, are required to submit a written request to the Committee Chairperson. This invitation will be added to the agenda.

Chairperson/Minute Taker

The Chairperson will be elected by the Committee at the first meeting following establishment of a new formed Committee. The Chairperson is elected on an annual basis and must be an Employee Member, not a Management Member.

The Chairperson has the responsibilities of:

• Circulating the agenda

• Ensuring the meeting runs smoothly

• Attend Work, Health & Safety Committee Chairperson training

The WHS Coordinator will be the Minute Taker at meetings.

The WHS Committee Members will arrange for the minutes to be posted on Council noticeboards/Intranet within one week of the conclusion of the meeting.

Agenda / Minutes

Each meeting will have an agenda. Agendas for scheduled meetings shall be distributed to Members at least three working days before the date of the meeting and shall be placed on all relevant Staff Noticeboards and Council’s Intranet. The priority of the agenda items shall be based on complexity and urgency. There may be some cases where Members will be communicated with outside the meeting schedule and asked to provide comment within a certain timeframe.

Once the Chairperson approves the Draft Minutes they will be distributed to all Members after each meeting. All agenda and minute documents will be kept in accordance with record keeping guidelines.

WHS Consultation

When a WHS issue is raised either by Council, an employee or a WHS Committee Member, the WHS Committee Member will consult with members at their workplace. The WHS Committee Member will also feed back to their workplace the outcomes of the WHS meetings.

Employees should draw to the attention of their Reporting Line Manager or WHS Committee Member any work, health and safety concerns that they have about the workplace so the issue can be promptly addressed.

Council’s agreed approach to WHS management is a systematic approach, that is, a bottom up approach based on discussion and consultation with employees.

New Committee Member Training

All Committee Members will undertake appropriate training.

Terms of Reference & Consultation

It has been agreed by Burwood Council and its employees that these WHS arrangements will be monitored and reviewed on an ongoing basis to ensure that consultation with all employees is effective and that all safety issues are being addressed.

TERMS OF REFERENCE

The purpose of the Compliance Review Committee is to review all compliance and regulatory enforcement related policies, corporate practices and procedures and to potentially recommend amendments.

Functions

The Committee will develop an Action Plan at the first meeting and will progressively review all compliance and regulatory enforcement related policies, corporate practices and procedures and to potentially recommend amendments. 

The Review Committee must ensure:

1. that relevant Council Officers conduct a risk assessment on any potential changes recommended by the Review Committee

2. any revised policy or procedure be reviewed through Council’s established processes for policy development and approval

3. any revised policy or procedure be presented to Council’s Audit Risk and Improvement Committee for information only.

 Council Officers will provide presentations where required to assist the Committee in its function.

Membership

Membership of the Group will consist of:

• Mayor John Faker (Chair)
• Cr Heather Crichton
• Cr George Mannah
• Ms Kimberly Everett - Deputy General Manager – Land, Infrastructure & Environment
• Ms Pina Viney – Manager Governance
• Relevant Council Officers by Invitation

Meetings

The Committee will meet fortnightly.  The activities of the Committee will expend once the compliance and regulatory enforcement related policies, corporate practices and procedures have been reviewed and a review of the Action Plan will be conducted in August 2019 or earlier if necessary.

 Executive Support

Executive support, including the co-ordination and distribution of the agenda and supporting agenda papers, will be provided by the Executive Assistant - Mayor and Councillors.

Reporting

The approval process for documents are as follows:

1. Policy, Corporate Practice and Procedures Panel – all documents
2. Audit, Risk and Improvement Committee – all documents
3. General Manager – all documents
4. Policies - Council

Reference Documents

The following documents are suggested reading to inform the Committee Members:

• Development, Approval and Implementation of Council Policies, Corporate Practices and Procedures
• Council’s Policy, Procedures and Corporate Practices Templates
• Code of Conduct

Related Legislation

1. Local Government Act 1993
2. Environmental Planning and Assessment act 1979
3. Protection of the Environment Act 1997
4. Companion Animal Act 1998
5. Impounding Act 1993
6. Roads Act 1993
7. Road Transport Act 2013
8. Swimming Pool Act 1992
9. Boarding House Act 2012
10. Biosecurity Act 2015

TERMS OF REFERENCE

Functions/Purpose

The Multicultural Advisory Committee (MAC) has been established primarily to provide community views to Council in relation to matters that may have an impact on the multicultural community in the Burwood Local Government Area (LGA) and to enable the dissemination of relevant information to local multicultural communities.

The Committee will have the following functions:

• Raise emerging issues associated with multicultural needs in the Burwood LGA and recommend goals and actions.

• Provide informed and timely advice on Council matters relating to multicultural communities in the Burwood LGA.

• Actively participate in the development of Council’s multicultural programs and policies.

• Monitor the implementation of Council’s Multicultural Strategy (or equivalent).

• Provide a two way mechanism for communication between Council and the multicultural communities in Burwood LGA regarding relevant information.

In accordance with the Burwood2030 Community Strategic Plan the MAC is an important mechanism for consultation, advice and feedback on inclusivity and diversity.

Chairperson and Committee Members

Membership is limited to the representatives listed below:

• The Mayor or other appointed Councillor will represent Council as Chairperson.

• Four community representatives and up to two alternative representatives will be appointed for a two year term or until a Council election. If after the expiry of a two year term there remains a gap to the next Council election, Council may reappoint a member to the committee until the election falls due, subject to the member performing their role in a satisfactory manner.

• Community representatives will come from a culturally and linguistically diverse (CALD) background, preferably in a leadership role representing one of the main language groups in Burwood LGA.

Membership can be altered at any time by resolution of Council.

Nominations

Nominations for community representative positions on the committee will be invited at a minimum through Council’s website.

Selection Criteria

Applications will be assessed in accordance with the selection criteria below (adapted from Community Advisory Committees Procedure for Selection of Community Representatives).

Applicants must:

1. Reside, work (in a paid or voluntary capacity) or have an interest in the Burwood LGA and represent a CALD community, preferably representing one of the main language groups in a leadership role.

2. Demonstrate a high level of understanding, interest, experience and/or expertise in multicultural issues in the Burwood LGA.

3. Be available to attend meetings and demonstrate a willingness to volunteer time to work on issues.

4. Participate in relevant working parties.

5. Undertake to provide feedback to the sector of the community represented.

6. Be willing to work within the Committee Terms of Reference.

Representatives of political parties are excluded.

Recommendations for appointment to the Committee will be submitted to Council for approval. The Committee does not have the authority to co-opt anyone else to its membership without the approval of Council.

Committee Proceedings

a. Meetings shall be held at least bi-monthly.

b. Meeting agendas shall be compiled by Executive Assistant to the Mayor listing all items of business and must be issued to the Committee Members at least five working days prior to the scheduled meeting date.

c. Meetings shall be held at Council Offices or another location approved by the Chairperson.

d. Meetings will not proceed unless the Chairperson and at least two of the community representatives are in attendance within 30 minutes of the scheduled start time.

e. Apologies must be given in advance for non-attendance. Where three consecutive absences have occurred, the General Manager can recommend to Council that a Committee Member’s membership be cancelled.

f. Recommendations at meetings will be arrived at by way of consensus.

g. Committee meetings shall be conducted in a spirit of cooperation and mutual respect, and members must adhere to Council’s Code of Conduct (to be circulated).

h. Council’s Community Development Coordinator will attend the Committee in a support role.

i. Other Council officers will attend as required.

j. Technical experts and specialists may be invited to attend meetings by consensus of the Committee to provide advice when required.

k. Senior representatives from local multicultural community services may also be invited to participate on the Committee from time to time.

Minutes

Minutes of the meetings will be taken by the Executive Assistant to the Mayor, who will attend meetings as a non-Committee member. Minutes are to be submitted to the first available ordinary Council Meeting for review and approval.

Review

The Terms of Reference will be reviewed every four years.

TERMS OF REFERENCE

Purpose

To co-ordinate the National Serviceman’s Association events in Burwood Park in June and August each year.

Authority

No formal authority – advisory committee only.  It was Councils’ decision to form this committee.  The Committee operates under a ‘Terms of Reference’.  Recommendations from the Committee must be endorsed by council prior to implementation.

Membership

Two Councillors.

Where and when meetings are held

Meetings are held at Burwood Council, approximately three months prior to the events and additional meetings as determined by the Chairperson.

TERMS OF REFERENCE

Purpose

This Committee was formed to educate the community about the battle of Sandakan and the Australian Servicemen who died at Sandakan-Ranau.  The Sydney region Sandakan Memorial site is located in Burwood Park.  The main function of the Committee has been to organise an annual Sandakan Remembrance Service.

Authority

No formal authority – advisory committee only.  It was Councils’ decision to form this committee.  The Committee operates under a ‘Terms of Reference’.  Recommendations from the Committee must be endorsed by council prior to implementation.

Membership

The Chair and one alternate Councillor.

Where and when meetings are held

Meetings are held at Burwood Council, generally on a two monthly basis.