29 JUNE 2017 A meeting of the Chief Executive Officer's Performance Development Review Committee will be held in the Port Adelaide Enfield Town Hall, 34 Nile Street, Port Adelaide, on Thursday 29 June 2017. The meeting will commence at 7.00 p.m. The business to be considered at the above-mentioned meeting is set out on the enclosed Agenda. Mark Withers Chief Executive Officer 16 June 2017 DISCLAIMER – Please note that the contents of the Chief Executive Officer’s Performance Development Review Committee Agenda have yet to be considered by the Committee and recommendation may be altered or changed by the Committee. Notice of Special Chief Executive Officer’s Performance Development Review Committee Meeting
Transcript
29 JUNE 2017
A meeting of the Chief Executive Officer's Performance Development Review Committee will be held in the Port Adelaide Enfield Town Hall, 34 Nile Street, Port Adelaide, on Thursday 29 June 2017. The meeting will commence at 7.00 p.m. The business to be considered at the above-mentioned meeting is set out on the enclosed Agenda.
Mark Withers Chief Executive Officer 16 June 2017 DISCLAIMER – Please note that the contents of the Chief Executive Officer’s Performance Development Review Committee Agenda have yet to be considered by the Committee and recommendation may be altered or changed by the Committee.
Notice of Special Chief Executive Officer’s Performance Development Review Committee Meeting
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Typewritten Text
Released from Confidence - Trigger Point Met
29 JUNE 2017
Commencing at 7.00 p.m.
Emergency Procedure In the case of an emergency please follow the Exit signs as directed. Kaurna Acknowledgement Before we begin the proceedings, I would like to acknowledge and pay respect to the Traditional Owners of the land on which we stand, the Kaurna People of the Adelaide Plains. It is upon their ancestral lands that the Port Adelaide Enfield Council meets. It is also The Place of the Kardi, the Emu, whose story travels from the coast inland. We pay respect to Elders past and present. We respect their spiritual beliefs and connections to land which are of continuing importance to the living Kaurna people of today. We further acknowledge the contributions and important role that Aboriginal people continue to play within our shared community. 1. Apologies 2. Leave of Absence – Cr McKay and Cr Dinh 3. Confirmation of the Minutes 4. Director Corporate Services Reports – Sarah Philpott 4.1 CEO Performance Development Review – Terms of Reference 4.2 CEO Performance Development Review – Performance Appraisal Process 4.3 Meeting to be held in Camera – Section 90(2) and 90 (3)(A) 4.4 CEO Performance Update, Presentation and Discussion with the Committee 4.5 Confidentiality Order Section 91(7) Local Government Act 5. Closure of Meeting
Agenda of Special Chief Executive Officer’s Performance Development Review Committee Meeting
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ITEM 4.1 CHIEF EXECUTIVE OFFICER'S PERFORMANCE DEVELOPMENT REVIEW COMMITTEE - TERMS OF REFERENCE
Report Type
Decision
City Plan Theme
A city confident in its leaders
Report Author
Director Corporate Services
Report Summary
This report provides a recommendation about the Terms of Reference for the Chief Executive Officer's Performance Development Review Committee.
Attachments Attachment 1 - Terms of Reference as adopted by Council 14 June 2016.
RECOMMENDATION The Chief Executive Officer’s Performance Development Review Committee resolves that: 1. The report titled "Chief Executive Officer’s Performance Development
Review Committee - Terms of Reference” be received and noted; 2. The Terms of Reference for the Chief Executive Officer’s Performance
Development Review Committee as attached to this report are noted. Report Terms of Reference At the Council meeting held 14 June 2016, Council resolved that:
1. The Chief Executive Officer's report titled "Chief Executive Officer's Performance Development Review Committee and Terms of Reference" be received and noted.
2. Council adopts the revised Terms of Reference for the Chief Executive
Officers' Performance Development Review Committee pursuant to Section 41 of the Local Government Act 1999. (Refer Attachment 1)
3. Council confirms the appointment of all Elected Members, including the
Principal Member, as members of the Chief Executive Officer's Performance Development Review Committee.
4. Council confirms the delegation to the Committee of the relevant powers
and functions of the Council necessary for the Committee to perform its functions in accordance with the Terms of Reference.
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The Terms of Reference are attached to this report in order to inform the Committee of the structure and function of the Committee, as it then proceeds through the CEO Performance Review Committee Agenda. The Terms of Reference are already adopted and therefore the recommendation is note them rather than adopt them, as they remain relevant and did not require any modification. City Plan Relationship The CEO is Council’s chief officer and employee and plays a fundamental role in the success of Council’s operations and strategic outcomes. This has a direct bearing on the Council’s City Plan theme of leadership, resulting in a strategic, accountable and engaged operation. A transparent and properly managed approach to review of the CEO’s performance is critical for the community to have confidence in its leaders. Legislative Context and Related Policies Section 41 of the Local Government Act 1999 deals with committee structure and establishment. Chapter 7, Part 1 of the Local Government Act 1999 outlines the CEO role and function, especially Section 99. Stakeholder Engagement The CEO has been engaged around the process for the review. Andrew Reed, from Hender Consulting, has been engaged around the process and timing of the review, including the survey to gather Elected Member feedback. Council’s Elected Members are the key stakeholders in the process on behalf of their constituents, in managing CEO performance outcomes. Risk Management Managing the performance and development of Council’s CEO is a way by which Council can reduce the organisation’s overall risk profile. The establishment of KPIs assists Council in priority setting, focusses organisational effort and provides a transparent and accountable approach. Financial Management There are no budget impacts of this report. The CEO’s salary is already within budget, and there are sufficient consultancy funds within the CEO cost centre for the payment of the consultant who will assist and advise Council through the process.
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Environmental and Social Impacts The work of the CEO, and through him, the organisation makes a significant contribution to the achievement of outcomes against the City Plan themes of Economy, Community, Environment and Placemaking.
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ATTACHMENT 1
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ITEM 4.2 CHIEF EXECUTIVE OFFICER'S PERFORMANCE DEVELOPMENT REVIEW - PERFORMANCE APPRAISAL PROCESS
Report Type
Information
City Plan Theme
A city confident in its leaders
Report Author
Director Corporate Services
Report Summary
This report provides the Chief Executive Officer's Performance Development Review Committee (the Committee) an outline of the overall performance review process, a copy of the CEO's objectives for the 2016/17 year, and a copy of the performance assessment template.
Attachments Attachment 1 - 2016/17 Key Performance Indicators (KPIs) Attachment 2 - CEO Performance Review Program template
RECOMMENDATION The Chief Executive Officer’s Performance Development Review Committee resolves that the report titled “Chief Executive Officer’s Performance Development Review - Performance Appraisal Process” be received and noted. Report Structure of the Meeting of the Committee 29 June 2017 The meeting of 29 June 2017 focusses primarily on a presentation by the CEO against the KPIs previously adopted. At its meeting on 30 August 2016, the Committee resolved as follows:
“1. That the Director Corporate Services' report titled "Chief Executive Officer Performance Development Review - KPIs 2016-2017" be received and noted.
2. That the Committee agree to the KPIs outlined in Attachment 1 to this
report as the KPIs by which the CEOs performance for 2016-2017 will be measured.”
The Committee will find a copy of the Attachment referred to in that resolution attached for information to this report. (Refer Attachment 1) The Committee will find the next report in the agenda outlines this process, and recommends that the presentation be held in confidence. As the Committee uses Council’s standard meeting procedures, it is recommended in the conduct of that report that standing orders are suspended which can be done by an Elected Member seeking leave of the meeting, and by show of hands.
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Andrew Reed, Hender Consulting, will assist the Committee with the CEO performance process and will be in attendance at the meeting. Review Process between meetings Council previously resolved (8 September 2015) to use a CEO Performance Review Program Template. The Committee will find a copy of the template referred to for this financial year attached to this report. (Refer Attachment 2) Elected Members will be sent an online survey version of the template to allow them to assess the CEOs performance. Members will be requested to complete the survey by 10 July, to allow analysis of the results before the second meeting of the Committee. If Elected Members would rather a hard copy of the survey, this can also be accommodated. Analysis of survey results will then be undertaken by Mr Reed. Structure of the meeting of the Committee 25 July 2017 The second meeting of the Committee is scheduled for the 25th of July. That meeting will concentrate firstly on the outcomes from the performance feedback survey. Mr Reed will again be in attendance to assist the Committee in this discussion. The CEO will address the Committee on matters of remuneration, and Mr Reed will be able to provide benchmarking information to assist the Committee’s deliberations. Finally, the Committee will be asked to consider proposed KPIs for the 2017/18 financial year for the CEO. City Plan Relationship The CEO is Council’s chief officer and employee and plays a fundamental role in the success of Council’s operations and strategic outcomes. This has a direct bearing on the Council’s City Plan theme of leadership, resulting in a strategic, accountable and engaged operation. A transparent and properly managed approach to review of the CEO’s performance is critical for the community to have confidence in its leaders. Legislative Context and Related Policies Section 41 of the Local Government Act 1999 deals with committee structure and establishment. Chapter 7, Part 1 of the Local Government Act 1999 outlines the CEO role and function, especially Section 99. Stakeholder Engagement The CEO has been engaged around the process for the review. Andrew Reed, from Hender Consulting, has been engaged around the process and timing of the review, including the survey to gather Elected Member feedback.
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Council’s Elected Members are the key stakeholders in the process on behalf of their constituents, in managing CEO performance outcomes. Risk Management Managing the performance and development of Council’s CEO is a way by which Council can reduce the organisation’s overall risk profile. The establishment of KPIs assists Council in priority setting, focusses organisational effort and provides a transparent and accountable approach. Financial Management There are no budget impacts of this report. The CEO’s salary is already within budget, and there are sufficient consultancy funds within the CEO cost centre for the payment of the consultant who will assist and advise Council through the process. Environmental and Social Impacts The work of the CEO, and through him, the organisation makes a significant contribution to the achievement of outcomes against the City Plan themes of Economy, Community, Environment and Placemaking.
• Economic Development Plan completion and implementation
• Improved Community Engagement
• Improved Urban Projects collaboration with external stakeholders
• Placemaking framework developed and integrated into operations
• Communications and Marketing Strategy developed
• Customer Service improvement program created/implemented
• Culture "Think Blue" program implemented
• Major projects delivered as planned
• Improved external relationships
• Red Tape Reduction program stage one completed
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ATTACHMENT 2
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ITEM 4.3 MEETING TO BE HELD IN CAMERA - SECTION 90(2) AND 90(3)(A)
Report Type
Decision
City Plan Theme
A city confident in its leaders
Report Author
Director Corporate Services
Report Summary
Requesting meeting to be held in camera in relation to the report item titled “Chief Executive officer’s performance Update, presentation and Discussion with the Committee.”
Attachments Nil
RECOMMENDATION The Chief Executive Officer’s Performance Development Review Committee resolves that: 1. Pursuant to Section 90(2) of the Local Government Act 1999, the Council
orders that all members of the public, except the Chief Executive Officer, Mark Withers, Director Corporate Services, Sarah Philpott and Andrew Reed, Hender Consulting, be excluded from attendance at the meeting for the report item titled “Chief Executive Officer’s Performance Update, Presentation and Discussion with the Committee.”
2. The Committee is satisfied that, pursuant to Section 90(3)(a) of the Local
Government Act, the information to be received, discussed or considered in relation to the report item titled “Chief Executive officer’s performance Update, Presentation and Discussion with the Committee.” involves information the disclosure of which could involve the unreasonable disclosure of information concerning the personal affairs of a person (living or dead), being the affairs in this instance of Mark Withers, Chief Executive Officer of the City of Port Adelaide Enfield.
3. The Committee is satisfied that the principle that the meeting be conducted in a place open to the public has been outweighed in the circumstances.
Report The following report item “Chief Executive Officer’s Performance Update, presentation and Discussion with the Committee” should be dealt with in confidence pursuant to Section 90(2) and Section 90(3)(a) of the Local Government Act 1999. The Committee is satisfied that the information to be received in relation to this above-named report item should be held in camera and that the principle that the meeting be conducted in a place open to the public has been outweighed in the circumstances.
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ITEM 4.4 CHIEF EXECUTIVE OFFICER PERFORMANCE UPDATE, PRESENTATION AND DISCUSSION WITH THE COMMITTEE
Report Type
Confidential
City Plan Theme
A city confident in its leaders
Report Author
Director Corporate Services
Report Summary
The report provides for the Chief Executive Officer to make a presentation to the Committee on his performance for 2016/17 against key performance indicators established by Council.
Attachments Nil
RECOMMENDATION The Chief Executive Officer’s Performance Development Review Committee resolves that: 1. The report titled “Chief Executive Officer Performance Update,
Presentation and Discussion with the Committee” be received and noted. 2. Elected Members provide Hender Consulting with individual feedback on
the performance of the CEO for the 2016/17 financial year by 10 July 2017, to enable the CEO Performance Development Review process to be completed.
Report The Council established a number of key performance indicators for the CEO at its meeting of 30 Aug 2016. The Committee will find these KPIs as Attachment 1 to the report contained earlier in this agenda entitled “Chief Executive Officers’ Performance Development Review Committee – Performance Appraisal Process” The CEO will provide a presentation to the Committee on his performance over the 2016/2017 period during the meeting. It is recommended that standard meeting procedures be suspended to allow the presentation and discussion to occur without procedural complexity. Mr Andrew Reed from Hender Consulting will be present to assist the Committee with discussions regarding the performance of the CEO. The Committee will also seek to ask such questions of the CEO as are needed to satisfy itself on the performance of the CEO. The Director Corporate Services (DCS) will be present to take minutes. However, the Committee can request the DCS to leave the presentation and discussion at any time in order for confidential discussion with the CEO to occur.
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Also, the Committee may choose, during the conduct of the discussion, to request the CEO to leave after his presentation, in order that a confidential discussion occurs with the assisting consultant. During discussion on this item, Mr Reed will also outline for the Committee the intention and approach to the provision of individual feedback and perceptions of performance of the CEO by way of a template (see Attachment 2 to the previous report in this agenda entitled “Chief Executive Officers’ Performance Development Review Committee – Performance Appraisal Process”) The template (which will be online) allows individual Elected Members to express their views about the CEO’s performance both in terms of behaviours and practical outcomes achieved. Committee members are asked to note the short turn-around time for surveys, to allow time for analysis and report preparation. City Plan Relationship The CEO is Council’s chief officer and employee and plays a fundamental role in the success of Council’s operations and strategic outcomes. This has a direct bearing on the Council’s City Plan theme of leadership, resulting in a strategic, accountable and engaged operation. A transparent and properly managed approach to review of the CEO’s performance is critical for the community to have confidence in its leaders. Legislative Context and Related Policies Section 41 of the Local Government Act 1999 deals with committee structure and establishment. Chapter 7, Part 1 of the Local Government Act 1999 outlines the CEO role and function, especially Section 99. Stakeholder Engagement The CEO has been engaged around the process for the review. Andrew Reed, from Hender Consulting, has been engaged around the process and timing of the review, including the survey to gather Elected Member feedback. Council’s Elected Members are the key stakeholders in the process on behalf of their constituents, in managing CEO performance outcomes. Risk Management Managing the performance and development of Council’s CEO is a way by which Council can reduce the organisation’s overall risk profile. The establishment of KPIs assists Council in priority setting, focusses organisational effort and provides a transparent and accountable approach.
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Financial Management There are no budget impacts of this report. The CEO’s salary is already within budget, and there are sufficient consultancy funds within the CEO cost centre for the payment of the consultant who will assist and advise Council through the process. Environmental and Social Impacts The work of the CEO, and through him, the organisation makes a significant contribution to the achievement of outcomes against the City Plan themes of Economy, Community, Environment and Placemaking.
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ITEM 4.5 CONFIDENTIALITY ORDER SECTION 91(7) LOCAL GOVERNMENT ACT
Report Type
Decision
City Plan Theme
A city confident in its leaders
Report Author
Director Corporate Services
Report Summary
Confidentiality Order requesting all correspondence and minutes in relation to the report item titled "Chief Executive Officer’s Performance Update, Presentation and Discussion with the Committee" be retained in confidence for a period of 12 months or until the CEO Performance Development Review process is completed.
Attachments Nil RECOMMENDATION The CEO Performance Development Review Committee resolves that having considered the report item titled “Chief Executive Officer’s Performance Update, Presentation and Discussion with the Committee" in confidence under section 90(2) and (3)(a) of the Local Government Act 1999, the Council, pursuant to section 91(7) of the Act orders that all discussion, correspondence and minutes relating to this matter be retained in confidence for a period of 12 months, or until such time as the CEO Performance Development Review process is completed. Report Following consideration of the report item titled “Chief Executive Officer’s Performance Update, Presentation and Discussion with the Committee" in confidence under section 90(2) and 90(3)(a) of the Local Government Act 1999, the Council, pursuant to section 91(7) of the Act orders that all discussion, correspondence and minutes in relation to this matter be retained in confidence for a period of 12 months, or until such time as the CEO Performance Development process is completed.
