Reports of the Corporate Governance Committee Meeting held ... · Australia Day concert show, a...

Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 3 March 2009. APOLOGIES DECLARATIONS OF INTEREST Pecuniary Interests Non Pecuniary Interests ITEM TITLE PAGE

1. COMMUNICATIONS AND MARKETING 4

1.1 2009 Australia Day Celebrations 4

1.2 Festival of Fisher's Ghost Sub Committee 7

1.3 Revised Policy - Media Policy 14

2. CORPORATE SUPPORT 18

2.1 Revised Policy - Corporate Sponsorship 18

2.2 Revised Policy - Recognition of Long Service by Council Employees 28

2.3 Reviewed Policy - Secondary Employment 32

2.4 Reviewed Policy - Staff Exchange Program between Campbelltown City Council and Koshigaya City Office

38

2.5 Regional and Local Community Infrastructure Program 43

3. PROPERTY SERVICES 46

3.1 Grant of Electricity Easements to Integral Energy, Blair Athol 46

4. FINANCIAL SERVICES 50

4.1 Sundry Debtors Report 50

4.2 Monthly Rates Summary 55

4.3 Investment Report - January 2009 59

5. BUSINESS ASSURANCE 63

No reports this round 63

6. HUMAN RESOURCES 63


7. INFORMATION MANAGEMENT AND TECHNOLOGY 63


ITEM TITLE PAGE

8. CUSTOMER SERVICES 63


9. GENERAL BUSINESS 63

13. CONFIDENTIAL ITEMS 64

13.1 Council Cottage - Lot 2 Macquarie Road, Macquarie Fields 64

Corporate Governance Committee Meeting 3 March 2009 Page 3 14b1.1 2009 Australia Day Celebrations

Minutes of the Corporate Governance Committee held on 3 March 2009 Present Councillor P Lake (Chairperson)

Councillor F Borg Councillor A Chanthivong Councillor S Dobson Councillor G Greiss Councillor A Rule Director Business Services - Mr M Sewell Director City Works - Mr J Hely Manager Assets and Supply Services - Mr G Mitchell Manager Business Assurance – Ms M McIlvenny Manager Communications and Marketing - Ms B Naylor Manager Corporate Support - Mr S Kelly Manager Customer Service - Mr I Hudson Acting Manager Financial Services – Mr A Butcher Manager Human Resources - Mr B Mortimer Acting Manager Property Services - Mr M Hingley Manager Waste and Recycling Services - Mr P Macdonald Executive Assistant - Mrs C Wimmer

Apology (Greiss/Lake)

That the apology from Councillor Hawker be received and accepted. CARRIED

DECLARATIONS OF INTEREST Declarations of Interest was made in respect of the following item: Non Pecuniary - Less than Significant Interests Councillor Rule - Item 2.1 Revised Policy - Corporate Sponsorship - Councillor Rule advised that he is a sponsor of the Ingleburn Alive Festival and Festival of Fishers Ghost and will stay in the room and vote on the matter. Councillor Rule - Item 13.1 Council Cottage - Lot 2 Macquarie Road, Macquarie Fields - Councillor Rule advised that the tenants are known to him in light of election campaigns and he will vacate the room and take no part in debate nor vote on the matter.


1. COMMUNICATIONS AND MARKETING

1.1 2009 Australia Day Celebrations

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To advise Council of the celebrations that took place on Monday 26 January for Australia Day.

Report

Campbelltown City Council celebrated Australia day with two events, one at Koshigaya Park, Campbelltown and the other at Ingleburn Public School, on Monday 26 January. Koshigaya Park activities commenced at 8am with the official proceedings, which included speeches by the Mayor, 2008 Campbelltown Citizen of the Year, Julie Luke, and Campbelltown’s 2009 Australia Day Ambassador, Susie Maroney (OAM). Each year, the Australia Day Council allocates an Ambassador for each Local Government Area. In December, Council was informed that Susie Maroney would be Campbelltown’s representative for its 2009 Australia Day activities. Ms Maroney is a champion marathon swimmer, who holds a collection of world records and marathon swimming firsts. In 1998, she was inducted into the International Swimming Hall of Fame in Fort Lauderdale USA for her Mexico to Cuba swim. In 1993 Ms Maroney was awarded the Order of Australia Medal and voted NSW Sportswoman of the Year. Her speeches at both the Campbelltown and Ingleburn festivities were very well received. The morning’s formal proceedings also included the announcement of the 2009 Campbelltown City Australia Day Awards. Tanyia Harris was proclaimed the 2009 Campbelltown Citizen of the Year. The other winners were: Young Citizen of the Year - Frost Matavao Junior Citizen of the Year - Ben Gilholme Sportsperson of the Year - Ray Bartley Young Sportsperson of the Year - Brad Lewis Junior Sportsperson of the Year - Alanna Kennedy Community Event/Project of the Year - Rotary Club of Campbelltown.


A Citizenship Ceremony followed the announcement of the Australia Day Awards, with 46 candidates becoming new Citizens on the day. A full day of staged entertainment followed the formal proceedings, commencing at 10am and concluding at 9.30pm. The day’s entertainment included a mix of local performance schools, children’s entertainers, along with popular local country musician, Travis Collins, and The Australia Day concert show, a unique showcase celebrating Australia. The entertainment concluded with Whooshka, a five piece popular party band with a retro and contemporary play list. The entertainment also included the annual Youth Talent Quest, which this year featured 19 performers. The Youth Talent Quest is open to anyone under the age of 25 who lives, works or studies in the Campbelltown Local Government Area and is divided into age and performance categories. The Campbelltown event also featured a range of stalls, including a BBQ run by the Rotary Club of Ingleburn. The Rotary Club of Macarthur Sunrise also donated their time in running lamington making for several hours on the day. A number of carnival rides operated at the event between 10am and 4pm and were provided free for the public. The event concluded at 9.30pm, shortly after a fireworks display at 9pm. A complete entertainment schedule is attached to this report. The event attracted an estimated 20,000 people and was supported by the local police and St John Ambulance. Council gave away 4000 Australian flag hand wavers on the day. The Ingleburn Public School event commenced at 10am and ran until 1.30pm. The event included formal proceedings and a Citizenship Ceremony, with 45 candidates participating in the ceremony. Following the formalities, a number of free activities and games were held, including a thong throwing competition and free pony rides. The Ingleburn CWA and the Lions Club of Ingleburn also supported the event through the provision of a free morning tea and BBQ lunch respectively. The Campbelltown Macarthur Advertiser and the Macarthur Chronicle both ran Australia Day feature wraps, which contained several articles detailing Campbelltown City’s Australia Day activities. A summary of expenses and income for Australia Day events is detailed below: Event expenses (entertainment, contractors) $28,147 Operations (promotion, catering, salaries) $28,861 Hire equipment (marquees, toilets, lights, chairs) $5,462 Total $62,470 Income (stall hire fees) $2,908 Sponsorship $6,500 Total $9,408 TOTAL COST $53,062 The cost of staging the event was $10,162 in excess of the original budget allocation.


Officer's Recommendation

That the information be noted. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 7 15B1.2 Festival Of Fisher's Ghost Sub Committee

1.2 Festival of Fisher's Ghost Sub Committee

Reporting Officer

Manager Corporate Support

Attachments

Copy of Festival of Fisher's Ghost Sub Committee Guidelines

Purpose

To seek Council's endorsement for changes to the makeup of the membership of the Festival of Fisher's Ghost Sub Committee and also the adoption of the amended Sub Committee Guidelines.

History

The Festival of Fisher's Ghost Sub Committee is an advisory Sub Committee of Council that provides recommendations to Council regarding an appropriate and accessible program of activities to celebrate the Festival of Fisher's Ghost. The Sub Committee is currently comprised of two Councillors and ten community representatives and generally meets bi-monthly.

Report

In accordance with the Local Government Act membership to Council Sub Committees lapsed at the conclusion of the Council term on 12 September 2008. A review has been undertaken of all of Council's Advisory Sub Committees with particular emphasis on meeting procedures and committee membership to ensure compliance with Council's Codes of Conduct and Meeting Practice. During the review of the Festival of Fisher's Ghost Sub Committee particular consideration was also given to Council's substantial financial input and the work undertaken by Council's staff to ensure the success of the Festival. Taking into account Council's involvement it is considered timely to amend the makeup of the Sub Committee's membership to more adequately reflect Council's contribution. As highlighted at the Briefing Night on 25 November 2008 it is recommended that the Sub Committee's membership be reduced to nine members, and that the membership be drawn from the following: • Four Councillors • The General Manager (or nominee) • Manager Communications and Marketing (or nominee) • Three Community Representatives


The effect of the proposed changes reflects community membership of three and Council's representation of six. Following the Local Government Elections, Council at the Extraordinary Meeting of 30 September 2008 elected Councillor Kolkman as Chairperson and Councillor Thomas as Vice Chairperson of the Festival of Fisher's Ghost Sub Committee. If the proposed changes are acceptable to Council it will be necessary for Council to appoint two additional Councillors to the Committee and that appropriate arrangements be made to appoint three community representatives. Advertisements were placed in the Macarthur Advertiser and the Macarthur Chronicle seeking nominations from members of the community interested in being part of the Festival of Fisher's Ghost Sub Committee. The nominations received have been assessed and it is proposed that the following members of the community be appointed to the Festival of Fisher's Ghost Sub Committee for the term of Council: • Brent Murray • Marie Rutledge • David Morris Council has previously adopted a generic set of guidelines for use by all its Sub Committees. The Guidelines, which are drawn from Council's Code of Meeting Practice, have been amended to reflect the proposed changes and are presented to Council for adoption.


1. That the Festival of Fisher's Ghost Sub Committee membership be reduced to nine and that the membership be drawn from:

• Four Councillors • The General Manager (or nominee) • The Manager Communications and Marketing (or nominee) • Three community representatives

2. That Council appoint two additional Councillors to the Festival of Fisher's Ghost Sub

Committee. 3. That Brent Murray, Marie Rutledge and David Morris be appointed to the Festival of

Fisher's Ghost Sub Committee. 4. That the amended Festival of Fisher's Ghost Sub Committee Guidelines, as attached, be

adopted. Committee’s Recommendation: (Chanthivong/Greiss) That the Officer's Recommendation be adopted. CARRIED


Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Amendment (Kolkman/Chanthivong) 1. That the Festival of Fisher's Ghost Sub Committee membership be reduced to nine and

that the membership be drawn from:

• Four Councillors • The General Manager (or nominee) • The Manager Communications and Marketing (or nominee) • Three community representatives

2. That Councillors Rowell and Lake be appointed as the two additional Councillors to the

Festival of Fisher's Ghost Sub Committee. 3. That Brent Murray, Marie Rutledge and David Morris be appointed as Community

Representatives to the Festival of Fisher's Ghost Sub Committee. 4. That the amended Festival of Fisher's Ghost Sub Committee Guidelines, as attached, be

adopted. WON and became part of the Motion Council Minute Resolution Number 58 That the above Amendment be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 10 15B1.2 Festival Of Fisher's Ghost Sub Committee ATTACHMENT 1

Corporate Support Ph 4645 4405

Festival of Fisher' Ghost Sub Committee Guidelines

Name: The Campbelltown City Council Festival of Fisher's Ghost Sub Committee Interpretation: For the purposes of these Guidelines: "Member" means member of the Sub Committee. "Council" means the Campbelltown City Council The Aim of the Committee: To provide recommendations to Council regarding an appropriate and accessible program of activities to celebrate the Festival of Fisher's Ghost. Guidelines of Operation 1. Role Within Council 1.1 The Festival of Fisher's Ghost Committee is an advisory Sub Committee to Campbelltown

City Council. 1.2 The recommendations of the Sub Committee shall be referred to Council through the

appropriate Standing Committee of Council for ratification. 1.3 Council may refer information to the Sub Committee for comment. 2. Venue Meetings will be held at the Council's Civic Centre. 3. Chairperson 3.1 The Chairperson of the Sub Committee shall be one of the Councillors appointed to the

Sub Committee by Council and so nominated to be the Chairperson by the Council. 3.2 The Deputy Chairperson shall be the other Councillor appointed to the Sub Committee by

the Council.


3.3 The Mayor by virtue of that office is a member of each Sub Committee of Council. If the

Mayor is in attendance at the meeting, he/she may choose to assume the Chair for the duration of the meeting.

3.4 If the Chairperson, Deputy Chairperson and the Mayor are unable to attend the meeting an

Acting Chairperson should be elected from within the committee membership. 4. Membership 4.1 Non Council Sub Committee members are appointed for the term of the Council. 4.2 The Sub Committee shall consist of nine members. 4.3 The member of the Sub Committee shall be appointed by the Council and shall include:

4.3.1 Four Councillors as nominated by the Council. 4.3.2 The General Manager (or nominee) 4.3.3 The Manager Communications and Marketing (or nominee) 4.3.4 Three community representatives

4.3.5 Appropriate Council officers shall be ex-officio members of the Sub Committee to

provide professional guidance, current information and policy implication. The Council officers do not form part of the quorum and do not have voting rights.

4.3.6 Administrative support at the meeting will be provided by Executive Assistants

from Council's Corporate Support Section.

4.3.7 Non Sub Committee members can attend the meeting and raise issues but do not have voting rights.

5. Quorum 5.1 A quorum is half plus one of the membership of the Festival of Fisher's Ghost Sub

Committee. 5.2 If within half an hour of the time set down for the meeting of the Sub Committee to

commence a quorum not be present then the meeting shall be adjourned to a time within one month of the date of such meeting.

6. Attendance Committee members other than Councillors cease to be members of the Sub Committee if the member: 6.1 Has been absent from three consecutive meetings of the Sub Committee without having

given reasons acceptable to the Sub Committee for the members absence, or.


6.2 Has been absent from at least half of the meetings of the Sub Committee held during the

immediately preceding year ended 30 June, without having given to the Sub committee acceptable reasons for the member's absence.

7. Sub Committee Agenda 7.1 Written agenda items shall be forwarded to the Corporate Support Section no later than 14

days prior to the next meeting. Agenda items may be mailed, emailed, faxed or phoned in. Late items will be subject to acceptance by the Sub Committee.

7.2 The meeting agenda shall be forwarded to Sub Committee members no later than seven

days prior to the next meeting date. 8. Sub Committee Minutes 8.1 The minutes of all proceedings at the Sub Committee meeting shall be documented. 8.2 A copy of the minutes shall be forwarded to all members of the Sub Committee within one

week of the meeting. Sub Committee members have one week to advise Council Officers of any errors or omissions from the minutes. The minutes will then be presented to Council for endorsement.

9. Confidentiality or Conflict of Interest 9.1 Members are to declare a direct Conflict of Interest with issues on the agenda at the

commencement of the meetings or as soon as the relevant issue is raised in General Business.

9.2 A Conflict of Interest is to be declared and reported in the minutes, and if necessary, the

parties involved should leave the room while the matter is being discussed. 9.3 Sub Committee membership will be terminated if confidentiality is breached. 10. Code of Conduct Campbelltown City Council has established a reputation of honesty, fairness and integrity. In this regard Council has developed a Code of Conduct that provides the foundation upon which these standards are built. The Code will help to assist us to make decisions that reflect the high standards expected by our community. The Code of Conduct is a very important part of our Council and applies equally to all Councillors, staff and Sub Committee members of Campbelltown City Council. Sub Committee Members have a responsibility of ensuring that these high standards are met and in this regard will be provided with a copy of the Code of Conduct at the time of appointment to the Sub Committee.


11. Change to Guidelines 11.1 The guidelines may be altered, rescinded or added to only by special resolution of the

Festival of Fisher's Ghost Sub Committee at a meeting called specifically for that purpose. Twenty-one days notice needs to be given for the abovementioned purposes.

11.2 The amended guidelines must then be presented to Council for consideration and

ratification. 12. Issues not covered by the Guidelines Should the Sub Committee face an issue that is not covered within these guidelines, the Sub Committee should refer to Campbelltown City Council's Code of Meeting Practice. 13. Dissolution of the Sub Committee The Council may be resolution dissolve the Sub Committee at any time without cause.

End of Guidelines

Corporate Governance Committee Meeting 3 March 2009 Page 14 16b1.3 Revised Policy - Media Policy

1.3 Revised Policy - Media Policy

Reporting Officer

Manager Communications and Marketing

Attachments

Revised Policy - Media Policy

Purpose

To submit a revised Policy to Council for adoption on dealings with the media.

Report

The Media Policy has been revised in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. Campbelltown City Council has developed a strong partnership with the media to help communicate information to residents about its initiatives, programs and services, including the provision of information about matters of community interest. This Policy is not intended to limit media relations between elected representatives and the media. However, it does outline the appropriate processes for responding to media enquiries by Council staff and aims to ensure that information provided to the media presents an organisational view that is consistent and accurate. As a result of the current review the Policy required no changes other than rewording of certain parts to provide a clearer direction to staff in their dealings with the media. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.


1. That Policy - Media Policy be adopted. 2. That the Policy review date be set at 31 March 2012.


Committee’s Recommendation: (Rule/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 16 16b1.3 Revised Policy - Media Policy ATTACHMENT 1

POLICY

Policy Title Media Policy

Related Documentation

Relevant Legislation/ Corporate Plan

Responsible Officer Manager Communications and Marketing

Policy details may change prior to review date due to legislative changes etc, therefore this document is uncontrolled when printed.

Objectives 1. To encourage effective relationships with media representatives and ensure the provision

of accurate, timely and consistent information regarding Council to the media. 2. To provide staff with clear direction for how to respond if they are contacted by a media

representative.

Policy Statement Campbelltown City Council relies on the support of the media to help communicate information to residents about its initiatives, programs and services. Likewise, the media rely on Council for information about matters of community interest. This policy in no way limits or attempts to limit media relations between elected representatives and the media. However, it does outline the appropriate processes for responding to media enquiries by Council staff. It is vital that information provided to the media presents an organisational view that is consistent and accurate. While Council will always seek to provide good news stories for the media, it is equally important that media enquiries from a journalist or reporter are responded to in an appropriate and timely manner, and in the required deadline wherever possible and reasonable. Council requires positive relationships with the media for many reasons - how Council and Campbelltown is portrayed in the media impacts greatly on how the organisation and the City are perceived; the media are a strong ally in many situations, including to assist with the promotion of Council programs, events and initiatives; in times of crisis when information needs to be


conveyed to the public, such as during severe storms and bushfires, the media are an important partner. Scope This Policy applies to all staff members of Campbelltown City Council. Principles 1. The only staff members who can provide comment to the media regarding Council business

are the General Manager, Directors and Manager Communications and Marketing. The Mayor will also make comment on Council issues as required/recommended.

2. Council staff must only comment on matters of fact, and must not enter political debate or

discussion. 3. If staff other than those listed above receive media enquiries, they must be directed to the

Manager Communications and Marketing, Communications Coordinator or Communications Officer immediately. These staff will assist with the enquiry and discuss with the General Manager and/or appropriate Director to determine a suitable response. All media responses must be approved by the appropriate Director or the General Manager (when required) prior to issue.

Where possible, media enquiries are to be emailed to the above staff so the exact nature of the enquiry can be established.

4. Positive media opportunities will be arranged by the Communications and Marketing

Section, with all information to be approved by the appropriate Director. 5. Wherever possible and appropriate, the Mayor will represent Council in media opportunities

organised by Communications and Marketing. If the Mayor is not available, he/she can nominate a Councillor or staff member to take part.

6. In some circumstances, including if a specific request is made by the media, Council staff

such as Directors, Managers and specialist staff, may participate in photographs and media articles or interviews. Prior approval must be granted from the General Manager or the appropriate Director.

7. The Mayor will give final approval for all media releases, which quote Council

representatives directly (General Manager, Directors, Mayor). 8. All Council staff asked to provide background information to the General Manager,

Directors or Communications and Marketing staff to assist with media enquiries must treat such requests with the appropriate degree of priority. This is to ensure media deadlines are met wherever possible.

Responsibility The Manager Communications and Marketing is responsible for the implementation and monitoring of the Media Policy. Effectiveness of this Policy The Policy will be reviewed in accordance with Council's adopted procedure for Policy development and review to ensure the guidelines to manage effective relationships with media representatives are appropriate.

Corporate Governance Committee Meeting 3 March 2009 Page 18 17b2.1 Revised Policy - Corporate Sponsorship

END OF POLICY STATEMENT

2. CORPORATE SUPPORT

2.1 Revised Policy - Corporate Sponsorship

Reporting Officer


Attachments

1. Copy of Previous Report to Council 2. Policy - Corporate Sponsorship

Purpose

To submit to Council a Corporate Sponsorship Policy for adoption following public exhibition.

History

Council at its meeting on 16 December 2008 resolved to place the Draft Corporate Sponsorship Policy on public exhibition and that following the completion of the exhibition period, a further report be submitted to Council outlining any submissions received.

Report

In accordance with Council's resolution the Draft Corporate Sponsorship Policy was advertised and placed on public exhibition from 27 January 2009 to 23 February 2009. At the conclusion of the exhibition period no submissions were received. The Policy has been developed to ensure that in future all Corporate Sponsorships are negotiated in line with the Independent Commission Against Corruption Guidelines on sponsorship and government. The aim of the Sponsorship Policy is to provide a useful starting point for potential commercial sponsors and to ensure a consistent corporate approach to seeking sponsorship opportunities. The Policy sets out procedures for entering into sponsorship agreements and clearly identifies responsibility and accountability levels to reduce the risk of corrupt conduct. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.



1. That Policy - Corporate Sponsorship be adopted. 2. That the Policy review date be set at 31 March 2012. Committee’s Recommendation: (Borg/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.


ATTACHMENT 1 Revised Policy - Corporate Sponsorship Reporting Officer Manager Corporate Support Attachments Revised Policy - Corporate Sponsorship Purpose To submit to Council a draft Corporate Sponsorship Policy for consideration and adoption for public exhibition. History Council at it's meeting of 10 December 2002 adopted Policy - Sponsorship of Council Activities and Facilities by External Organisations and Individuals which is now due for review in accordance with the Records and Document Management Policy. The review of this Policy has been undertaken in accordance with the recently released Sponsorship in the Public Sector Guidelines by the Independent Commission Against Corruption and has resulted in substantial changes which has the effect of making the original Policy redundant. Therefore the previous version is not attached to this report due to the significant changes in line with the Independent Commission Against Corruption Guidelines. Report Similar to all levels of Government, Councils are frequently required to match limited resources against almost unlimited demands for services. Planning and budgeting processes ensure a structured approach to priority setting but worthwhile and important projects are often unable to go ahead. An option of increasing the resources available to Council is to seek appropriate sponsorship arrangements. Properly managed sponsorships can provide real benefits to the community. Council has a number of current and past sponsorships which have been invaluable in helping to provide services or events to the community. These include: • Elements of the Council's Road Safety Program • Cultural Services and Events Programs • Environmental Education Programs • Aged Services Events • Youth Services Events • Healthy Lifestyles Events


The Independent Commission Against Corruption defines sponsorship as:

"Sponsorship means a contribution in money or kind, generally by the corporate sector or private individuals, in support of a public sector activity. It does not include the selling of advertising space, joint ventures, consultancies and gifts or donations where the reciprocal benefit provided by the Government Agency does not extend beyond some modest acknowledgement."

Sponsorship when used effectively is an important business tool where both parties benefit. According to the Independent Commission Against Corruption, public organisations such as Councils, should have a Sponsorship Policy because they need to ensure that they are seen to be making decisions based on objective information and the public should be confident that this is occurring. Further, councils need to ensure that all interested organisations and individuals are treated fairly by having equal access to the benefits associated with Council sponsorships. A Sponsorship Policy will guide Council staff in the determination of sponsorship applications, dealing with sponsorship issues and in managing sponsors professionally. The aim of the Sponsorship Policy is to provide a useful starting point for potential commercial sponsors and to ensure a consistent corporate approach to seeking sponsorship opportunities. The Policy sets out procedures for entering into sponsorship agreements and clearly identifies responsibility and accountability levels to reduce the risk of corrupt conduct. The Policy has been developed to ensure that in future all corporate sponsorships are negotiated in line with the Independent Commission Against Corruption Guidelines on sponsorship and Government. In particular the Policy addresses issues of probity relating to staff or Councillors potentially gaining a personal benefit from a sponsorship agreement as well as the issue of preventing the Council from carrying out it's duties in an impartial manner in relation to enforcement, compliance or assessment matters by the existence of a sponsorship agreement. The draft Corporate Sponsorship Policy has been developed in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption. Officer's Recommendation 1. That Revised Policy - Corporate Sponsorship as shown as attached to this report be placed

on public exhibition for a period of 28 days. 2. That following the completion of the public exhibition period a further report be submitted to

Council outlining any submissions received prior to formal adoption by Council of the revised Policy.

Corporate Governance Committee Meeting 3 March 2009 Page 22 17b2.1 Revised Policy - Corporate Sponsorship ATTACHMENT 2

POLICY

Policy Title Corporate Sponsorship

Related Documentation Code of Conduct Statement of Business Ethics

Relevant Legislation/ Corporate Plan ICAC Sponsorship in the Public Sector (May 2006)

Responsible Officer Manager Corporate Support


Objectives To enable Council, in appropriate circumstances to secure sponsorship by way of cash, goods, or in kind services which benefit the Council and the community of Campbelltown without placing the Council in a position of compromise or imposing any obligation on the Council beyond that imposed by the Sponsorship Agreement.

Policy Statement The purpose of this Policy is to establish a transparent and ethical structure through which Council can promote opportunities for raising sponsorship for its activities and to minimise the risk and/or perception of corruption and conflict of interest when engaging in sponsorship arrangements. The Policy has been developed to ensure all corporate sponsorships are negotiated in accordance with the ten sponsorship principles detailed in the Independent Commission Against Corruption Guidelines for Sponsorship in the Public Sector. • A sponsorship arrangement should not impose or imply conditions that would limit, or

appear to limit, Council's ability to carry out its functions fully and impartially. • There should be no real or apparent conflict between the objectives and mission of the

Council and those of the sponsor. • Council should neither seek nor accept sponsorship from persons or bodies which are, or

are likely to be, subject to regulation or inspection by Council during the life of the sponsorship.


• Sponsorship of Council should not involve explicit endorsement of the sponsor or the

sponsor's products. • Where sponsorship takes the form of provision of a sponsor's product, the product should

still be evaluated for its fitness for purpose against objective operational criteria which are relevant to Council's needs.

• It is inappropriate for any Councillor or employee of Council to receive a personal benefit

from a sponsorship. • In most circumstances, the public interest is best served by making sponsorship

opportunities widely known. To this end, sponsorships should be sought by calling expressions of interest or using other broadly based mechanisms not limited solely to invited sponsors.

• Council should assess sponsorship proposals against predetermined criteria which have

been published in advance or which are circulated to organisations which submit an expression of interest.

• A sponsorship arrangement is a contract and should be described in a written agreement. • All sponsorship arrangements should be approved by the General Manager and described

in Council's Annual Report in a form commensurate with the significance of the sponsorship.

Scope The Policy applies to the sponsorship of events, facilities, activities or the functions of Council. Definitions In Kind - Term to describe products or services provided in lieu of cash in exchange for sponsorship rights. Sponsor - An organisation or individual providing resources to Council, for use in achieving Council objectives, in return for specific benefits articulated in a sponsorship agreement. Sponsorship - The provision of a monetary, material or other benefit to Council, generally without direct material benefit to the sponsor. Sponsorship Agreement - Agreement signed by both parties outlining all aspects of the sponsorship, including benefits, communication and payment schedule. Legislative Context Independent Commission Against Corruption (ICAC) Guidelines for Sponsorship in the Public Sector.


Principles 1. The General Manager, or an officer authorised by the General Manager, has the authority

to seek and negotiate corporate sponsorship agreements. 2. Any consideration given to the establishment of sponsorship agreements shall have regard

to the following:

(i) ensuring Council is, and is seen to be, impartial with respect to its decision making; (ii) the maintenance of a consistent and professional image of Council and the sponsor

within the community at all times; (iii) realistic servicing of the Sponsorship Agreement by Council as determined by the

budget process; (iv) compliance with Council's planning policies and relevant statutory controls.

3. Sponsorship Agreements are to be developed to be consistent with Council's long-range

strategic planning and reflect unified and consistent themes. 4. Companies or organisations that are in legal conflict with the Council are specifically

prohibited from entering into sponsorship arrangements with the Council. 5. Campbelltown City Council will only consider the negotiation of Corporate Sponsorship

Agreements with any company, partnership or sole trader who wishes to participate in this program, in accordance with this Policy, and which is a reputable organisation whose public image, products and services are consistent with the values, goals and specific Policies of Local Government in the Campbelltown area. Specifically, in relation to sponsor products the following are excluded:

(i) Companies, Partnerships or Sole Traders involved in the manufacture, distribution

and wholesaling of tobacco and tobacco-related products. (ii) Companies, Partnerships or Sole Traders involved in the manufacture, distribution

and wholesaling of alcoholic products where such a sponsorship would be related to services or activities for youth.

(iii) Companies, Partnerships or Sole Traders involved in the manufacture, distribution

and wholesaling of illicit drugs. (iv) Companies, Partnerships or Sole Traders whose services or products are injurious to

health, or are perceived to be in conflict with Council's Policies and responsibilities to the community.

(v) Companies, Partnerships or Sole Traders with an active involvement in the land

development, building industry or real estate in Campbelltown.

6. An employee of Campbelltown City Council or Councillors shall not receive any personal benefits from sponsorship.


7. Funds raised through sponsorship of specific expenditure items which are included in the

current budget shall be used for that purpose and not be redirected into general revenue. 8. Sponsorship shall be sought initially by calling for expressions of interest to ensure

transparency in the selection process. Recognition Mechanisms: Campbelltown City Council will recognise its corporate sponsors in a number of ways. The extent of such recognition will be determined in relation to the level and nature of the sponsorships. Forms of recognition must also comply with other Council Policies and Legislative requirements. Forms of recognition may include:

(i) temporary signage that appears 28 days prior to an event and is removed 7 days following the event. The signage must advertise the sponsorship but not commercial products or services associated with the sponsor or any other third party. Signage must relate to the event and then pay appropriate recognition eg. the name/logo of the sponsor;

(ii) media release and seeking of associated media or promotional opportunities; (iii) invitations to selected Council functions;

(iv) printing of the sponsor's name and logo in Council's Annual Report and other external publications where appropriate recognition is made in relation to the specific event;

(v) naming rights for an event, building, etc for the term of the sponsorship; (vi) award or trophy struck in the sponsor's name and publicly presented; (vii) right to use the asset, service, event, name and logo, etc in sponsor's advertising and

sales promotion in a form to be mutually agreed; (viii) event facilities, which may include hospitality, free preferential seats, event functions,

award presentation, car parking, VIP functions, etc; (ix) merchandising of goods at selected points of sale; (x) static display in the foyer of Council's Administration Building or other Council owned

facility in a form to be mutually agreed; (xi) professional footage and photography of the asset, service, event etc for use by the

sponsor in a form to be mutually agreed; (xii) opportunity for sponsor's name and/or logo to be promoted, for a specific sponsored

event or activity, though appropriate advertising by Council including Council's website.


Sponsorship - Procedures

1. The Council will call by advertisement in the metropolitan and/or local print media for public

expressions of interest for sponsorships of Council's assets, services, functions and programs for all potential sponsorships. The advertisement may contain the criteria against which expressions will be assessed.

2. On receipt of an expression of interest the criteria (predetermined) for sponsorship will be

sent to the respondent together with any other material that Council considers necessary. The Council may also on receipt of an expression of interest advise the sender of the criteria referred to in the preceding clause.

3. Should the parties intend to enter into a Sponsorship Agreement after expressions of

interest have been received, a written formal contract shall be executed by the parties. The contract should be the entire arrangement between the parties and no privileges for either party shall exist outside the agreement.

4. The sponsorship:

(i) must not conflict or be seen to conflict with the objectives, policies and planning controls of the Council;

(ii) should not impose or imply conditions that would limit the Council's ability to carry out

its functions fully and impartially; (iii) will not involve explicit endorsement of the sponsor or its products; (iv) will not control or influence in any way any other dealings between the parties; (v) may be terminated by the Council if any of the above situations occur. In particular:

(a) if Council is asked to make a determination in respect of an application made to it by the sponsor for approval under a statute which requires the exercise of Council's discretion then the Council will have the right to forthwith terminate the sponsorship agreement and no party shall be entitled to claim compensation. The Council may also seek appropriate independent advice on the merits of the application, whether it ought to be approved, and if so, on what conditions.

(b) if Council is required to exercise its regulatory functions and serve a notice

pursuant to a function on the sponsor the contract will be forthwith terminated without the right of either party to claim compensation.

5. Benefits accorded to sponsors will be determined by the value of the sponsorship in dollar

terms, the length of the sponsorship and the type of asset, service, function or program being sponsored. For major sponsors with a multi-year commitment, sponsorship benefits may need to be negotiated on an individual basis.


GST Implications Sponsorships will take into account GST considerations as it is applicable and must be reported. Where an organisation agrees to sponsor an event or activity, there is a reciprocal flow of benefits to both the sponsoring organisation and to Council. Where the sponsoring organisation is registered for GST the value of the sponsorship can be "grossed up" to include GST at no cost to the sponsoring organisation so that the value of the sponsorship is not diminished. Where an organisation is providing in kind goods and services in lieu of cash the same principle applies. Where the sponsoring organisation is not registered for GST, they may be unwilling to gross up the sponsorship as they will not be able to claim back the GST paid on the sponsorship. Once a sponsorship agreement has been signed Council's Finance Section shall be advised and an appropriate exchange of tax invoices and receipts organised between Council and the sponsor. Responsibility The Manager Corporate Support is the delegated officer that will chair a Sponsorship Review Panel made up of representatives from Finance, Communications & Marketing, the Arts Centre and Healthy Lifestyles and other nominees as deemed appropriate by each divisional Director. The panel will review all sponsorship proposals to ensure that they meet the predetermined criteria. All proposed sponsorship agreements will be forwarded to the General Manager for consideration and if appropriate approval. Effectiveness of this Policy All sponsorships entered into will be fully evaluated upon completion, assessing the outcomes of the sponsorship project and the benefits for both Council and the sponsor. The evaluation will be referred to the General Manager for information and comment as necessary. The Policy will be reviewed and evaluated annually in February by the Manager Communications and Marketing.


Corporate Governance Committee Meeting 3 March 2009 Page 28 18B2.2 Revised Policy - Recognition Of Long Service By Council Employees

2.2 Revised Policy - Recognition of Long Service by Council Employees

Reporting Officer


Attachments

Policy - Recognition of Long Service by Council Employees

Purpose

To submit to Council a Policy for adoption concerning Recognition of Long Service by Council Employees.

Report

The abovementioned Policy has been reviewed in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. Council has a long standing Policy to recognise and reward employees for their continuous long service to Campbelltown City Council. The current review of the Policy has highlighted the need to include a clause related to employees who have forty years or more service with Council. The current Policy only covers employees with thirty or more years of service and there have been two instances in the past year of employees reaching the milestone of forty years service. An examination of employees starting dates shows that a number of employees may reach the forty year milestone within the next few years. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.


1. That Policy - Recognition of Long Service by Council Employees be adopted. 2. That the Policy review date be set at 31 March 2012.


Committee’s Recommendation: (Rule/Dobson) 1. That Policy - Recognition of Long Service by Council Employees be adopted. 2. That the Policy review date be set at 31 March 2012. 3. That the remuneration for forty years service be $700. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Committee's Recommendation be adopted. Council Minute Resolution Number 58 That the Committee's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 30 18B2.2 Revised Policy - Recognition Of Long Service By Council Employees ATTACHMENT 1

POLICY

Policy Title Recognition of Long Service by Council Employees



Responsible Officer Director Business Services


Objectives

Policy Statement To provide a suitable recognition to employees for their long service to Campbelltown City Council. Scope This Policy applies to all employees of Campbelltown City Council. Legislative Context Principles 10 Years That Council present to all employees who have completed ten years continuous service at Council, a suitable gift at a presentation hosted by the Mayor. 20 Years That Council present to employees, who have completed twenty or more years service, a gift of their choice up to $300 value. That the presentation be made at an annual dinner hosted by the Mayor and the dinner attended by Councillors, General Manager, Directors and all staff who have more than twenty years continuous service with Campbelltown City Council. 30 Years


That Council present to employees who have completed thirty or more years continuous service, a gift of their choice up to $500 value together with a formal Certificate of Service. That the gift be presented at a dinner hosted by the Mayor and attended by Councillors, General Manager, Directors and all staff who have more than twenty years continuous service at Campbelltown City Council. 40 Years That Council present to employees who have completed forty or more years continuous service, a gift of their choice up to $500 value together with a formal Certificate of Service. That the gift be presented at a dinner hosted by the Mayor and attended by Councillors, General Manager, Directors and all staff who have more than twenty years continuous service at Campbelltown City Council. Responsibility The Manager Executive Services is responsible for ensuring that the presentations to staff are managed in accordance with the Policy. Effectiveness of this Policy The Policy will be reviewed on a regular basis to ensure that the value of the gifts are commensurate with the length of service.


Corporate Governance Committee Meeting 3 March 2009 Page 32 19b2.3 Reviewed Policy - Secondary Employment

2.3 Reviewed Policy - Secondary Employment

Reporting Officer


Attachments

Policy - Secondary Employment

Purpose

To submit a Policy to Council for adoption to ensure Council meets current legislative requirements and embraces best practice in regard to Secondary Employment.

Report

The abovementioned Policy has been reviewed in accordance with Council's Records Management Policy and the adopted procedure for Policy development and review. There are no changes recommended to the Policy however in accordance with Council's Document Management Procedure it is necessary for this Policy to be submitted to Council to comply with the adopted review date. Council's Code of Conduct places an obligation on members of staff who are considering outside employment that relates to the business of Council or that might conflict with their Council duties. The responsibility for disclosure rests with the employee and is highlighted in the attached Policy. The Policy for Secondary Employment provides a framework for identifying conflicts of interest that may arise from employees engaging in employment or business outside of Council. The Policy also builds mechanisms for notifying, approving, prohibiting and reviewing these matters and the appeals process to be used. The General Manager has authority to refuse applications for Secondary Employment where there is a direct conflict of duties being conducted. The Policy is reviewed on a regular basis to ensure that the framework to manage potential conflicts of interest arising from Secondary Employment is effective and meets current legislative requirements. The current review has recommended no changes are required to the current Secondary Employment Policy. Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.



1. That Policy - Secondary Employment be adopted. 2. That the Policy review date be set at 31 March 2012. Committee’s Recommendation: (Chanthivong/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 34 19b2.3 Reviewed Policy - Secondary Employment ATTACHMENT 1

POLICY

Policy Title Secondary Employment

Related Documentation Outside Employment Form


Local Government Act Code of Conduct



Objectives The aim of this policy is to provide the framework for identifying conflicts of interest that may arise from employees engaging in employment or business outside Council. The mechanisms for notifying, approving, prohibiting and reviewing secondary employment are detailed in this Policy, and the appeals process to be used if an employee wishes a prohibition to be reviewed.

Policy Statement The terms “work outside of Council” and “outside work” refer to secondary employment for the purpose of this policy. All references to “paid work outside Council” or “paid outside work” in this policy are to be understood to mean private employment or contract work, for remuneration. Scope This policy applies to all employees of Campbelltown City Council. Legislative Context Section 353 (2) of the Local Government Act 1993. Council's Code of Conduct - clauses 7.26 and 7.27. Principles 1. Employees must not engage in paid or honorary work outside Council which relates to the

business of Council or which might conflict with their Council duties unless they have notified the General Manager and he/she has given approval. (s.353 of Local Government Act). An existing or prospective employee who is already participating in paid outside work which may represent a conflict of interest, is required to notify the General Manager in writing.


It is the employee's responsibility to inform the General Manager of any paid work outside Council which relates to the business of Council or which may conflict with Council duties. When notification is to be made, then it is to be made in the form as attached to this Policy.

2. The General Manager may prohibit an employee from engaging in paid outside work where

it presents a conflict with their Council duties.

The General Manager may make the termination of paid outside work a condition of commencement or continuation of employment with Council. An employee who engages or continues to engage in paid outside work after being prohibited from doing so by the General Manager may be subject to a range of actions as detailed in this Policy. Applications to engage in outside employment should be addressed to the General manager and forwarded through the Director for recommendation. On receipt of a notification in the required form, the General Manager will advise the employee that the notification has been received and set a date by which his/her determination of the matter will be provided. A written notification will be made within a reasonable time. If the General Manager prohibits the secondary employment, the reason(s) for this decision will be advised in writing.

The General Manager may delegate his/her authority to deal with all or any part of this Policy and procedure to an appropriate alternate officer. The General Manager may prohibit employees from engaging in paid outside work if, in his/her opinion, the hours of work, work arrangements or nature of duties jeopardise the health, safety and efficiency of the employee, co-workers or members of the public. The General Manager may also prohibit employees from engaging in paid outside work if that work directly or indirectly conflicts or potentially conflicts with the business of Council or with the employee's function, duties or responsibilities at Council. Outside work is not to be carried out on Council premises, using Council assets or facilities of any kind, using Council information or resources, unless such use is lawfully authorised and proper payment is made where appropriate. Outside work is not to be carried out within the hours of work for the employee's Council position.

3. If the General Manager has a reasonable suspicion, based on facts and circumstances

known to the General Manager, that an employee may be engaged in private employment or contract work outside the service of the Council that relates to the business of Council or might conflict with the member's Council duties, in circumstances where that work or employment has not been notified to the General Manager in accordance with this Policy, the General Manager may, by request in writing, require the employee to disclose any secondary employment and any reasonable particulars relating to that employment.

4. Employees who are considering entering into outside work should consider the following:

• Is the outside organisation, person or entity in, or entering into a contractual relationship with Council?

• Is Council in a regulatory relationship with the outside organisation, person or entity? • Will the hours of work conflict in any way with his/her Council duties, or his/her health

and safety?


• Will there be sufficient rest time away from both forms of work to enable the

employee to present for work fit and alert and be able to work efficiently and to the standard required?

• Will the outside work involve him/her in litigation against another Council or directly in written or oral submission before another Council?

• Will performance of the outside work impact negatively on Council's image and credibility?

• Will performance of the outside work require release of confidential information which is known to the employee, but not available to the general public?

• Is there any other conflict of interest, or potential conflict of interest, between the employee's Council duties and those involved in the outside work?

Answering "yes" to any of the above questions is likely to result in the General Manager prohibiting performance of the outside work.

5. The General Manager will not unreasonably prohibit outside work. 6. Approved notifications will be valid for no more than one year, and will be reviewed

annually in June. Previously approved notifications will not necessarily be continued, although continuing approval will not be unreasonably withheld.

7. The General Manager may prohibit previously approved notifications if:

• An employee is transferred to another position or location within Council and the paid work being undertaken conflicts with the employee's Council duties in the new position or location; or

• Circumstances change which, in the General Manager's opinion, create a conflict of interest or a potential conflict of interest; or

• Issues arise from the performance of outside work which affect the employee's health, safety or attendance for duty.

8. Breaches of the Policy may result in counselling or disciplinary action which may ultimately

result in dismissal, depending on the severity, scale and importance of the matter. The more severe sanctions will ordinarily only apply when there is repeated and deliberate concealment of pertinent information, failure to disclose, or continuation of prohibited outside work.

9. Council reserves the right to vary or revoke this Policy. 10. Notification of secondary employment is to be made on the prescribed form. For existing

employees, notification should be completed and forwarded to the General Manager prior to engaging in the outside work. Prospective employees will be advised of their obligation to notify the General Manager of existing or potential outside work in staff inductions.

Where outside work has previously been approved, any change to the conditions of the outside work, which could result in a conflict of interest arising, must be advised by completion of a new Notification Form as soon as the changed conditions become known. The General Manager will keep a Register of Notifications of Secondary Employment. Each notification will be endorsed as being either approved or prohibited and a copy forwarded to the employee.


Initial approvals will be for the period from the date of notification to the next anniversary of the common review date. Thereafter, approvals will be granted for twelve months from the date of the common review period. Employees will be advised that their notification has been approved by return of a copy of the appropriately endorsed notification.

11. Employees who have been advised that the General Manager prohibits them from

engaging in outside work, must cease this work within fourteen days, or at a later date as approved in writing by the General Manager. The General Manager will base his/her decision to approve delayed termination of prohibited outside work on the circumstances of the particular case.

Delayed termination of outside work will not be approved if a clear conflict of interest situation is currently evident. To apply for delayed termination, the employee should apply in writing to the General Manager within fourteen days of receiving the Prohibition, stating the circumstances, and any matter he/she wishes the General Manager to take into account when considering the matter.

12. Approvals will be reviewed annually in June. The common review date will be 1 July for all

Notifications.

The purpose of the review is to ascertain if circumstances warrant continuation or prohibition of the outside work. If the outside work is allowed to continue, the employee will be advised in writing by the General Manager. In the case of prohibition, the General Manager will give the employee reasonable notice during which time the employee will terminate his/her engagement in outside work. The reason or reasons for the prohibition will also be advised in writing.

13. Any appeal against a decision by the General Manager or his/her delegate to prohibit

outside work, should be dealt with by Council's Grievance and Dispute Handling Policy and Procedure.

Responsibility All staff members who are engaged in Secondary Employment have a responsibility to comply with this Policy. The General Manager will ensure that the Policy is reviewed on a regular basis and communicated to all staff. Effectiveness of this Policy The Policy will be reviewed in accordance with Council's adopted procedure for Policy development and review to ensure the framework to manage potential conflicts of interest arising from Secondary Employment is effective and meets current legislative requirements.


Corporate Governance Committee Meeting 3 March 2009 Page 38 20B2.4 Reviewed Policy - Staff Exchange Program Between Campbelltown City Council And

Koshigaya City Office

2.4 Reviewed Policy - Staff Exchange Program between Campbelltown City Council and Koshigaya City Office

Reporting Officer


Attachments

Policy - Staff Exchange Program between Campbelltown City Council and Koshigaya City Office

Purpose

To submit to Council a Policy concerning the Staff Exchange Program between Campbelltown City Council and Koshigaya City Office

History

Council has been operating a Staff Exchange Program with our Sister City Council in Koshigaya since 1996. The Program alternates between the two Council's annually.

Report

The abovementioned Policy has been reviewed in accordance with Council's Record and Document Management Policy and the adopted procedure for Policy Development and Review. There are no recommended changes to the Policy however in accordance with Council's Document Management Procedure it is necessary for this Policy to be submitted to Council to comply with the adopted review date. Council has maintained a strong Sister City relationship which commenced in 1984 with Koshigaya in Japan. The relationship is acknowledged as one of the most enduring and successful Sister City relationships in the country. In 1996 as part of this relationship Council entered into an agreement with Koshigaya City Office to establish a Staff Exchange Program. The Program has been operating successfully since that time with staff visitations on a rotational basis. The Exchange Program has provided participating staff from both Councils with a wonderful opportunity to expand their knowledge and strengthen the relationship between the two cities. The attached Policy provides the criteria to be used in selecting Campbelltown's staff representative and the general requirements to be met by the successful nominee. The current review has recommended no changes are required to the current Staff Exchange Policy.



Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to the Policy review date. The attached Policy is recommended to Council for adoption.


1. That Policy - Staff Exchange Program between Campbelltown City Council and Koshigaya City Office be adopted.

2. That the Policy review date be set at 31 March 2012. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.


Koshigaya City Office ATTACHMENT 1

POLICY

Policy Title Staff Exchange Program between Campbelltown City Council and Koshigaya City Office





Objectives To provide staff with an opportunity to gain knowledge and strengthen the relationship between Campbelltown City Council and Koshigaya City office.

Policy Statement In order to select the most suitable employee to participate in the Campbelltown City/Koshigaya City Staff Exchange Program, it is suggested that the following criteria be used. Scope This policy applies to all employees of Campbelltown City Council. Principles 1. Nominees for the program will be received from staff in all positions up to "middle

management" level of Council, either inside or outside staff. 2. The program is not available for family participation. Nominees must be prepared to

participate by themselves and not be accompanied by a partner or family. 3. The nominees' commitment to the exchange program must be demonstrated through prior

involvement in aspects of the program during the preceding twelve months. In particular, this will include involvement when the Koshigaya City exchange employee is visiting.

4. Nominees will demonstrate a commitment to the study of the Japanese language and

culture.



5. The nominee must be able to meet any cost involved over and above the assistance

provided by Council. Assessment The assessment for determining the participant in the Staff Exchange Program will be made by a panel consisting of: • Mayor • General Manager • Representative from staff • The most recent participant in the program Assessment by the panel will be based on: 1. The level of language skill attained. 2. The level of Japanese cultural skills, sensitivity and understanding of the aims of the

program. 3. Familiarity with Japanese foods. 4. How the nominee would benefit from such an exchange (immediate to long term). 5. The ability of the nominee to assemble information and to disseminate it both in Koshigaya

City and upon their return to Campbelltown. 6. The ability of the individual to represent Council effectively both in Japan and on return to

Campbelltown, ie: public speaking and social skills. General Requirements 1. The successful applicant would be required to observe the same Code of Conduct as

applies to Council in relation to staff exchanges, viz.

a) To observe with care and sensitivity the customs, traditions and values of Koshigaya City.

b) To refrain from using offensive and insensitive language. c) To refrain from excessive consumption of alcohol and/or use of prohibited drugs. d) To dress with modesty and appropriately for the occasion. e) To refrain from such conduct as could reasonably be expected to reflect badly on

Council and the program generally. 2. A program will be established for each participant to meet the organisations information

needs. It is accepted that the reports prepared by the participant would be of a cursory nature.



The selected exchange employee would also be expected to have a good knowledge of Campbelltown City Council and the community before leaving on their exchange visit. Setting these targets will develop the nominees knowledge of both Campbelltown and Koshigaya.

3. The successful applicant would also be required to address Council, community groups and

others upon their return from Koshigaya. They would also be expected to participate in future visits by Koshigaya visitors and also help the next Campbelltown participant with advice and arrangements.

Procedure for Selection 1. Every second year written applications will be sought from staff. Applications will address

the assessment criteria set out in this Policy. 2. The Assessment Panel will review applications and select suitable nominees for interview.

The Panel may seek assistance from the visiting Koshigaya employee where appropriate. 3. The Assessment Panel will determine the successful applicant and all unsuccessful

applicants will be notified. 4. The successful application will coordinate arrangements for the exchange in conjunction

with the Communications and Marketing Section. 5. Council will provide leave with pay for the duration of the exchange, return economy class

airfare to Japan for the employee, some gifts and a cost of living allowance where exchange rates and costs of living warrant such action. Some assistance may be given for tutoring in language and cultural skills. All other costs must be met by the employee.

Responsibility The Manager Executive Services is responsible for the regular review of this Policy to ensure that the Staff Exchange Program continues to strengthen the relationship between Campbelltown and Koshigaya. Effectiveness of this Policy The Policy will be reviewed in accordance with Council's adopted procedure for Policy development and review to ensure the criteria and general requirements are appropriate to ensure the ongoing success of this Program.


Corporate Governance Committee Meeting 3 March 2009 Page 43 21B2.5 Regional And Local Community Infrastructure Program

2.5 Regional and Local Community Infrastructure Program

Reporting Officer


Attachments

Letter from Mr Chris Hayes MP Member for Werriwa

Purpose

To advise Council of the list of infrastructure programs approved by the Federal Government as part of the Commonwealth's Community Infrastructure Program.

History

At the inaugural meeting of the Australian Council of Local Government held in November 2008 the Prime Minister announced the Regional and Local Community Infrastructure Program to provide $300m in funding for new construction and major renovation or refurbishment of Council assets. The amount Campbelltown City Council received under this program was $1.517m.

Report

Advice has been received from the Federal Member for Werriwa Mr Chris Hayes MP informing Council that the Minister for Infrastructure, Transport, Regional Development and Local Government has approved more than $1.51m to build and upgrade community infrastructure in the Campbelltown Local Government Area. The full list of projects approved is: Eschol Park - redevelop sporting fields to provide improved recreational use

$142,000

Macquarie Fields - refurbish and improve the Macquarie Fields Park change rooms

$125,000

Bob Prenter Reserve - refurbish the playing field

$120,000

Rizal Park - install new playground equipment and softfall rubber for children

$120,000

Woodlands Road - develop new Woodlands Road Baseball Complex including change rooms and canteen

$120,000

Corporate Governance Committee Meeting 3 March 2009 Page 44 21B2.5 Regional And Local Community Infrastructure Program

Clark Reserve - construct infield watering system to all the playing fields

$120,000

Bow Bowing - develop cycleways and walkways to enhance access to local rail services

$100,000

Bradbury Park - upgrade to the amenities and change room facility

$100,000

Campbelltown Swimming Centre - refurbish existing change rooms and showers

$100,000

Koshigaya Park - refurbish Koshigaya Park amenities

$100,000

St Helens Park Community Hall - renovate existing community hall

$100,000

Blinman Park - restore playing surface to provide improved facilities for Glenfield community

$90,000

Kearns - upgrade and refurbish the community hall

$90,000

Mawson Park - construct new playground equipment and softfall rubber

$80,000

This list of projects is consistent with the list adopted by Council at its meeting of 9 December 2008 and comprises a wide variety of upgrades, refurbishments of amenities blocks, playground areas, active playing fields, bicycle ways and community halls. The location of these various facilities are across the City ranging from Glenfield to St Helens Park. These projects will enhance local community facilities and investment in these local projects will generate construction activity and job generation in the Campbelltown area. Further reports will be provided to Council detailing the progress of these projects.


That the information be noted. Committee’s Recommendation: (Rule/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 45 21B2.5 Regional And Local Community Infrastructure Program ATTACHMENT 1

Corporate Governance Committee Meeting 3 March 2009 Page 46 22B3.1 Grant Of Electricity Easements To Integral Energy, Blair Athol

3. PROPERTY SERVICES

3.1 Grant of Electricity Easements to Integral Energy, Blair Athol

Reporting Officer

Manager Property Services

Attachments

Easement Plan

Purpose

To seek Council approval for the granting of two electricity easements over Council land being Lot 841, DP 1024090 and Lot 246, DP 877344 at Blair Athol in favour of Integral Energy.

Report

Council has been approached by Integral Energy who have advised that as part of upgrades to the Campbelltown Zone Substation additional underground electrical cabling is required. The additional cabling necessitates the creation of two easements for underground cables in favour of Integral Energy. Easement 1 This easement is required from The Kraal Drive through Council owned land known as John Kidd Reserve described as Lot 841 DP 1024090 to the adjacent Campbelltown Zone Substation. The proposed easement is located in the far north-east boundary of the reserve and is not likely to have any impact on the proposed Community Centre. The subject land is zoned 6(a) Open Space and is classified as community land. The proposed easement is about 30 metres in length and 1 metre wide (total area approximately 30 square metres) and is to be situated within an existing transmission line easement. Easement 2 The second proposed easement is required from Keighran Mill Drive through the drainage reserve described as Lot 246 DP 877344 to the adjacent Campbelltown Zone Substation. The proposed easement is located on the southern boundary of the reserve and has little impact on the purpose of the land being a drainage reserve. The subject land is a drainage reserve zoned 5(a) Special Uses and is classified as operational land. The proposed easement is about 50 metres in length and 1 metre wide (total area of approximately 50 square metres).


It should be noted that Integral Energy have been made aware of the Community Centre and associated pedestrian/cycle infrastructure to be located on John Kidd reserve. To ensure all future improvements associated with the Community Centre are protected, Council has required a condition that should any damage be caused to Council infrastructure as a result of the easement it is the sole responsibility of Integral Energy to make good any damages. The subject easement areas have been identified as being flood affected and encumbered by several existing transmission line easements. The transmission line easements only provide protection for the overhead power lines but do not protect the proposed underground power that necessitates the creation of the proposed easements. In granting the two easements across Council owned land, Integral Energy will be required to provide a compensation payment of $5,000 (plus GST) for the purchase of the easements. The rationale adopted to arrive at this figure is the land is heavily restricted as outlined and has limited future uses. Consideration has also been given to the cost of Council and Integral Energy obtaining independent valuation reports to determine market value of the easements, which likely would have exceeded the compensation amount for the purchase of the easements. Integral Energy is also required to pay $1,100 (including GST) for Councils administration fees. In this respect Integral Energy have provided an undertaking to purchase the easements from Council and to pay Councils administration fee. It is recommended that Council approve the grant of the two easements for underground electrical cables having respective areas of approximately 30 square metres and 50 square metres to Integral Energy on the terms outlined in this report.


1. That Council approve the grant of the following easements to Integral Energy on the terms outlined in this report:

(a) Easement for underground electrical cables 30 metres in length and 1 metre wide

through Council owned land known as John Kidd Reserve being Lot 841 DP 1024090 to the adjacent Campbelltown Zone Substation.

(b) Easement for underground electrical cables 50 metres in length and 1 metre wide

through Council's drainage reserve being Lot 246 DP 877344 to the adjacent Campbelltown Zone Substation.

2. That Integral Energy pay all costs associated with the creation and registration of the

easements. 3. That all documentation associated with the granting of easement to Integral Energy be

executed under the Common Seal of Council.


Committee’s Recommendation: (Rule/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 49 22B3.1 Grant Of Electricity Easements To Integral Energy, Blair Athol ATTACHMENT 1

Corporate Governance Committee Meeting 3 March 2009 Page 50 23b4.1 Sundry Debtors Report

4. FINANCIAL SERVICES

4.1 Sundry Debtors Report

Reporting Officer

Acting Manager Financial Services

Attachments

1. Debtors Summary 2. Ageing of Sundry Debts – January 2009

Purpose

To provide a report detailing the amount outstanding by fund and age for sundry and miscellaneous debts for the period ending 31 January 2009.

Report

Debts outstanding to Council as at 31 January 2008 were $1,380,091 reflecting a decrease of $676 since 31 December 2008. The ratio of outstanding debts to current invoices has decreased from 58% in December to the current level of 30%. This debtor management ratio is a measure of the effectiveness of recovery efforts, however is impacted by Council policies with regard to enforcement, as well as economic and social conditions. During the period, 394 invoices were raised totalling $462,491 and of these, the most significant have been in the following areas: Private Works - $86,538 The main invoices relate to: Roads and Traffic Authority – Mowing contract for the Moore-Oxley Bypass

$45,997

Department of Housing – Mowing contract for the Department of Housing areas

$28,782

Corporate Administration - $78,871 The main invoices relate to: Department of Education and Training – Contribution to Minto Library’s operational costs

$42,516

Coles Supermarkets – Sponsorship for Fisher’s Ghost Festival $16,500Macarthur District Soccer Football Association – Repayment of Lynwood Park Grandstand Loan

$2,500

Sydney Metropolitan Catchment Management Authority – Sponsorship “Living Macarthur Nature Photography Competition”

$2,000


Sportsground and Field Hire - $60,693 The main invoices relate to: Camden District Cricket Association – Summer Hire of various sportsgrounds

$19,950

Little Athletics – Hire of Campbelltown Athletics Centre, Equipment and Security

$11,078

Football New South Wales – Hire of Campbelltown Sports Stadium $6,600Campbelltown Camden District Cricket Club Inc – Summer Season Hire of Raby Playing Fields

$5,400

Land and Building Rentals - $59,519 Property lease payments for the following Council owned land have been raised: Glenquarie Hotel Pty Ltd – Glenquarie $29,817Caltex Petrol Station – Macquarie Fields $13,018BP Express – Macquarie Fields $11,619 Waste Collection - $51,578 The main invoices relate to: Thiess Services Pty Ltd – Effluent removal $27,050G & G Waste Services – Effluent removal $17,117Camden Gas Project – Waste water removal $7,400 Receipts to the value of $463,166 have been received during the period, the most notable in the following areas: Corporate Administration $133,270Government Grants $132,000Land and Building Rentals $58,432Waste Collection Services $33,696Shop and Office Rentals $32,479 Council Officers continue to provide assistance to debtors experiencing difficulties in paying their accounts. During the month four letters of demand were issued by Council’s agents and one Judgment was entered relating to outstanding shop Licenses. Debtors are encouraged to clear their outstanding debts through regular payments where possible to avoid any further recovery action.


That the information be noted.


Committee’s Recommendation: (Chanthivong/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 53 23b4.1 Sundry Debtors Report ATTACHMENT 1

Corporate Governance Committee Meeting 3 March 2009 Page 54 23b4.1 Sundry Debtors Report ATTACHMENT 2

Corporate Governance Committee Meeting 3 March 2009 Page 55 24b4.2 Monthly Rates Summary

4.2 Monthly Rates Summary

Reporting Officer

Acting Manager Financial Services

Attachments

1. Monthly Rates Summary 2. Actual to Budget Result

Purpose

This report details the Rates and Charges levy and monthly cash collections result as at 31 January 2009.

Report

Rates and Charges levied to the end of January 2009 were $69,310,747, representing 98.88% of the budget amount. Rates and Charges collected to the end of January totalled $40,095,909. In percentage terms this amount represents 55.83% of all rates and charges due to be paid. In comparison, the amount collected in the same period last year was 56.4%. Considerable effort has been directed towards reducing the outstanding balances each month. The February rate instalment notices were issued on 21 January 2009 to 40,538 ratepayers. This represents a slight increase of 249 above last years figure and indicates a ratepayer preference to pay quarterly rather than in full. Ratepayers are encouraged to participate in receiving their accounts via email, at the time of this report 506 registrations have been received. Debt recovery action during the month was limited due to the Christmas School holiday period. Seven-day letters were issued to 1,783 defaulters in early December for the November Instalment. Of these, 613 matters were subsequently forwarded to Council's agents in January with instructions to issue a second letter of demand. Further legal recovery will be considered early in February following a review of payments made or arrangements being maintained, Statements of Claim are considered as a last resort. Ratepayers who purchased property since the issuing of the February instalment notices are issued a 'Notice to new owner' letter. During the month, 49 of these notices were sent to ratepayers advising them of the amount still due on their account, together with the annual levy amount.

Corporate Governance Committee Meeting 3 March 2009 Page 56 24b4.2 Monthly Rates Summary


That the information be noted. Committee’s Recommendation: (Borg/Dobson) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 57 24b4.2 Monthly Rates Summary ATTACHMENT 1

Corporate Governance Committee Meeting 3 March 2009 Page 58 24b4.2 Monthly Rates Summary ATTACHMENT 2

Corporate Governance Committee Meeting 3 March 2009 Page 59 25b4.3 Investment Report - January 2009

4.3 Investment Report - January 2009 Acting Manager Financial Services

Attachments

1. Investment Return Report – January 2. Graphical Performance Analysis

Purpose

To provide a report to Council outlining the performance of the investment portfolio for January.

Report

Council invests any surplus funds that become available through the financial instrument designated by the Ministerial Order from the Department of Local Government. The Local Government Act, 1993 and Financial Management Regulations require a monthly investment report to be presented to Council. Council's investment portfolio as at 31 January stood at approximately $64 million. The funds are currently being managed both by Council staff and Fund Managers and the annualised returns are as follows (on a percentage per annum basis). All investments are in accordance with the Local Government Act and Financial Management Regulations and Council's Investment Policy.

Rolling Year to Date (annualised) Return January

Local Government Fixed Out Cash Fund 7.63 %

Council Managed Funds 7.50 % Benchmark: 90 Day Bank Bill Index 7.15 % Treasury Corp 6.97 %

Local Government Ethical Fund 6.42 % The monthly return for the entire portfolio on an annualised basis was 5.76%. This was an out performance of the bank bill index benchmark that returned 4.81%. Funds directly invested returned 6.03% for the month. This performance can be attributed to the strategy of lengthening maturities prior to anticipated reductions in the official cash rate to take advantage of higher interest rates. The current composition of the portfolio is 32% managed funds, 66% direct council managed funds and 2% in offset facilities.


The investments comply with the Local Government Act and its Regulations as well as Council's Investment Policy as reviewed and adopted 12 February 2008.


That the information be noted. Committee’s Recommendation: (Rule/Chanthivong) That the Officer's Recommendation be adopted. CARRIED Council Meeting 10 March 2009 (Lake/Rule) That the Officer's Recommendation be adopted. Council Minute Resolution Number 58 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 3 March 2009 Page 61 25b4.3 Investment Report - January 2009 ATTACHMENT 1

Corporate Governance Committee Meeting 3 March 2009 Page 62 25b4.3 Investment Report - January 2009 ATTACHMENT 2


5. BUSINESS ASSURANCE

No reports this round

6. HUMAN RESOURCES


7. INFORMATION MANAGEMENT AND TECHNOLOGY


8. CUSTOMER SERVICES


9. GENERAL BUSINESS

Nil. Confidentiality Motion: (Borg/Chanthivong) Due to the confidential nature of the business and the Committee's opinion that the public proceedings of the Committee would be prejudicial to the public interest, the Committee in accordance with Section 10 of the Local Government Act 1993 resolves to exclude the public from the meeting during discussions on this item. CARRIED

Corporate Governance Committee Meeting 3 March 2009 Page 64 26b13.1 Council Cottage - Lot 2 Macquarie Road, Macquarie Fields

13. CONFIDENTIAL ITEMS

13.1 Council Cottage - Lot 2 Macquarie Road, Macquarie Fields

Reason for Confidentiality

This report is CONFIDENTIAL in accordance with Section 10A(2)(a) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: -

(a) personnel matters concerning particular individuals (other than councillors) P Lake CHAIRPERSON

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