Notice of Policy and Strategic Development Committee Meeting

Notice of Policy and Strategic Development Committee Meeting

Wednesday 15 April 2020

MEMBERSHIP

Cr Damian Wyld (Presiding Member)

Cr Lucas Jones Cr Sandy Keane Cr Olivia Savvas Cr Jessica Lintvelt Cr Peter Field Cr Rob Unger

NOTICE is given pursuant to Sections 87 and 88 of the Local Government Act 1999 that the next POLICY AND STRATEGIC DEVELOPMENT COMMITTEE MEETING will be held in the Civic Centre and/or by electronic means, 571 Montague Road, Modbury on WEDNESDAY 15 APRIL 2020 commencing at 6.30pm A copy of the Agenda for the above meeting is supplied. Further details about accessing the meeting via electronic means will be available on Council’s public website.

JOHN MOYLE CHIEF EXECUTIVE OFFICER

Dated: 09 April 2020

Policy and Strategic Development Committee Meeting - 15 April 2020 Page 2

CITY OF TEA TREE GULLY

POLICY AND STRATEGIC DEVELOPMENT COMMITTEE MEETING 15 APRIL 2020

AGENDA 1. Opening and Welcome

Acknowledgement of Country Statement - to be read out as arranged by the Presiding Member

2. Attendance Record: 2.1 Present 2.2 Apologies 2.3 Record of Officers in Attendance 2.4 Record of Number of Persons in the Public Gallery 2.5 Record of Media in Attendance

3. Confirmation of Minutes to the Previous Meeting

That the Minutes of the Policy and Strategic Development Committee held on 19 February 2020 be confirmed as a true and accurate record of proceedings.

4. Public Forum Available to the public to address the Committee on policy, strategic matters or items that are currently before the Committee. Total time 10 mins with maximum of 2 mins per speaker. For more information refer to Council’s website www.cttg.sa.gov.au

5. Deputations Requests from the public to address the meeting must be received in writing prior to the meeting and approved by the Presiding Member. For more information refer to Council’s website www.cttg.sa.gov.au

6. Presentations 6.1 Public Lighting Policy Mr James Kelly, Team Leader Civil Assets to present an overview on the Public

Lighting Policy 6.2 Waste Management Policy Mr Ryan McMahon to present an overview of a current review of Council’s Waste

Management Services

http://www.teatreegully.sa.gov.au/

http://www.cttg.sa.gov.au/


7. Petitions - Nil

8. Declarations of Conflicts of Interest

Members are invited to declare any material, actual and/or perceived conflicts of interest in matters appearing before the Committee.

9. Adjourned Business - Nil

10. Motions Lying on the Table - Nil 11. Management Reports

Office of the Chief Executive Officer 10.1 Proposed Terms of Reference for the Establishment of an Asset and

Environment Committee ....................................................................................... 5 Assets & Environment - Nil Organisational Services & Excellence - Nil Community & Cultural Development - Nil

12. Returned Policies

13. First Discussion of Policies

13.1 Public Lighting Policy ......................................................................................... 21 13.2 Community Grants Policy ................................................................................... 27 13.3 Waste Management Policy ................................................................................. 43

14. Notice(s) of Motion - Nil

15. Motion(s) without Notice

16. Question(s) on Notice - Nil

17. Question(s) without Notice


18. Status Report on Resolutions

18.1 Status Report on Committee Resolutions ........................................................... 54

19. Other Business

20. Section 90(2) Local Government Act 1999 – Confidential Items A record must be kept on the grounds that this decision is made.

21. Date of Next Meeting 17 June 2020

22. Closure


Item

10.1

REPORT FOR

POLICY AND STRATEGIC DEVELOPMENT COMMITTEE

MEETING DATE

15 APRIL 2020

RECORD NO: D20/20499 REPORT OF: OFFICE OF THE CHIEF EXECUTIVE OFFICER TITLE: PROPOSED TERMS OF REFERENCE FOR THE

ESTABLISHMENT OF AN ASSET AND ENVIRONMENT COMMITTEE

PURPOSE To provide the Committee with the opportunity to consider the potential establishment and Terms of Reference of an Asset and Environment Committee.

RECOMMENDATION That the Policy and Strategic Development Committee defer the consideration of the Asset and Environment Committee until the current situation of COVID19 and restrictions are no longer in place.


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1. BACKGROUND At the Council meeting on 10 December 2019 Council unanimously resolved the following: “1. That Council’s Chief Executive Officer is requested to bring a report back to a

Council meeting before the end of February 2020 that addresses how a Council committee might be established to consider Asset, Infrastructure and Environmental matters (excluding Environmental Health) without significantly impacting on Council’s resources and costs.

2. That the proposed report referred to in Part 1 above includes the consideration of

the use of delegated powers from Council in order to not unduly slow up Council’s decision making processes.”

Council at its meeting on 21 January 2020 considered a report on the potential establishment of an Asset and Environment Committee (AEC). At this meeting, Council resolved: “1. That Council requests its Policy & Strategic Development Committee to consider and

prepare a set of draft terms of reference for a potential new Assets & Environment Committee of Council and to make recommendations to a future Council meeting regarding these draft terms of reference.

2. That this matter be included on the agenda for the next Policy & Strategic

Development Committee meeting scheduled for Wednesday 19 February 2020 and all of our Elected Members be invited to submit ideas for these draft terms of reference for the Committee to consider.

3. That all Elected Member submissions should be lodged by email to Council’s Chief

Executive Officer before close of business on Wednesday 12 February 2020 for inclusion on the Committee’s agenda.”

A report was provided to the Policy and Strategic Development Committee on 19 February 2020. The Committee resolved: “That the matter of potential establishment of an Asset and Environment Committee be returned to the Policy and Strategic Development Committee for further consideration.” This report has been provided to the Committee for further consideration.

2. DISCUSSION

It has been suggested that this report be deferred until the current situation and restrictions around COVID19 are no longer in place.

There are a number of aspects that need to be considered when establishing a section 41 committee including:

Functions and Duties

Delegations (if any)

Membership (including the appointment of presiding members)

Meeting cycle and time

https://www.teatreegully.sa.gov.au/files/sharedassets/public/governance_-_council_meetings_-_council_and_committee_agendas_and_minutes_website_pdf_copies_only_-_2019/council_meeting_-_notice_agenda_reports_-_10_december_2019.pdf

https://www.teatreegully.sa.gov.au/files/sharedassets/public/governance_-_council_meetings_-_council_and_committee_agendas_and_minutes_website_pdf_copies_only_-_2019/council_meeting_-_notice_agenda_reports_-_21_january_2020.pdf


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A draft AEC Terms of Reference has been provided in Attachment 1. Establishment of the Committee (recommendation 1) In determining the Terms of Reference the Policy and Strategic Development Committee (PSDC) should first turn their minds to the establishment of the AEC.

Section 41 of the Local Government Act 1999 (the ‘Act’) allows for the establishment of other committees in order to:

Assist the Council in the performance of its functions

Focusing attention on specific aspects of Council business

Inquire into matters within the ambit of Council’s responsibilities and report on these to the Council

Provide advice to the Council

Exercise, perform or discharge powers, functions or duties that have been delegated by the Council.

Council currently has three (3) Committees established under Section 41 of the Act:

Chief Executive Officer Performance and Remuneration Review Committee

Traffic Management Safety Committee

Policy and Strategic Development Committee (which is also established for section 101A of the Development Act 1993)

Audit Committee (Required by section 126 of the Local Government Act 1999) Other committees include:

Council Assessment Panel (Required by section 83 of the Planning Development and Infrastructure Act 2016)

Building Fire Safety Committee (Required by section 71 of the Development Act 1993).

A copy of Council’s Committee Structure – Terms of Reference and Membership is located on Council’s website. The PSDC can make recommendations to Council on the following two (2) options:

Option A – Establishment of the Committee The Committee will be established under section 41 of the Act. If such a Committee is established it should focus on strategic asset management rather than operational matters. This would allow Council staff to get on with the timely and efficient implementation of projects endorsed in Council’s annual business plans whilst allowing members and senior executives to work on long term strategic asset plans and programs.

OR

Option B – Not to establish the Committee If Option 2 is the preferred option, no further recommendations need to be considered.

https://www.teatreegully.sa.gov.au/Council_business_news_and_information/Council_and_Committee_meetings/Committee_meeting_information


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Functions and Duties of the Committee (recommendation 2)

In considering whether the Committee should be established, the PSDC should consider the purpose of establishing the Committee and what the intended functions, duties and possible delegations of the AEC might be. Some functions and duties to consider are:

Asset Management Plans

Asset Management and Environmental Policies

Consideration of Capital Works Program priorities

Recommend variations to Capital Works Program (after being endorsed by Council)

Petitions and Deputations relating to Assets and Environment

Funding Agreements

Grant Applications

Easements

Assets and Infrastructure policy and strategic service levels

Items currently being considered by the Traffic Management Safety Committee (TMSC) (e.g. Traffic management matters)

Consideration will need to be given to the type of assets that will be covered by this Committee (e.g. Roads, Footpaths, Buildings, Stormwater, Community Wastewater Management System, Bridges, Playgrounds, Streetscapes and Tree screens, Reserve trees, Park furniture and shelters/infrastructure, Playing fields, Sports Courts, Irrigation, Public Lighting, Information Technology etc.). Clarification will also be required on the type of environmental matters that the Committee would be responsible for overseeing (e.g. Climate change, Heat mapping, Waste management, biodiversity, trees, water resources etc.). As part of the discussion at the Council meeting on 10 December 2019, it was noted that the primary objective of the Committee should be to oversee, provide advice and contribute to the reviewing of Policies, Plans and priority programs of work related to Asset Management. It should be noted that this has been included in the draft Terms of Reference and it is proposed that the Committee will focus on the Playspace, Streetscape and Footpath related assets. To achieve the proposed objective it has been recommended that the Committee will: a) Oversee and advise Council regarding the development and review of key

documents such as Strategies, Policies and Codes relating to footpaths, playgrounds and streetscapes.

b) Consider the target levels of service for key asset classes, namely footpaths,

playspaces and streetscapes, taking into consideration asset management principles and community needs, to ensure they are financially sustainable and consistent across the City.

c) Consider the priority of future and current works flowing from the relevant programs

in the relevant Asset Management Plans.


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10.1

It has been suggested whether the Committee might also incorporate the existing functions and duties of the Traffic Management Safety Committee also. These include: a) To consider, and if the Committee so resolves to investigate, traffic management

matters either referred to it by the Council or on its own initiative, within the existing budget and resources

b) To consider officers’ reports on traffic management and make recommendations to

the Council. If it is the preferred option to proceed with this, then recommendation 2 should be incorporated into option A. The functions and duties of any committee will also effect timeliness in decision making. This should be considered below when determining the meeting times and frequencies. Delegations With respect to delegations, it should be noted that Section 44(3) of the Local Government Act specifies powers that cannot be delegated by Council to a Committee or staff, which includes the powers to:

“(a) Make a by-law or to determine that a by-law applies only within a part or parts of

the area of the council (b) Declare rates or a charge with the character of a rate (c) Borrow money or to obtain other forms of financial accommodation (d) Adopt or revise a strategic management plan of the council (da) Adopt or revise an annual business plan or budget of the council (e) Approve expenditure of money on works, services or operations of the council not

contained in a budget adopted by the council (f) Determine annual allowances under Chapter 5 (Council Members) (g) Approve payment or reimbursement of expenses that may be paid at the

discretion of the council and for which the council has not adopted a formal policy or made specific financial provision

(h) Establish a subsidiary, or to participate in the establishment of a regional subsidiary

(i) Make an application or recommendation, or to report or to give a notice, to the Governor or the Minister, being an application, recommendation, report or notice for which provision is made by or under any Act

(j) Fix, vary or revoke fees or charges (k) or function excluded from delegation by the regulations.”

Membership of the Committee (recommendations 3, 4 & 5)

The membership of the Committee will also need to be considered. Three options for membership structure have been proposed for consideration as part of recommendation 3, however the PSDC might choose to consider other alternatives. Option A – Full Council appointed Option A is to consider the full Council being appointed to the Committee. If this is the preferred option, the Committee will likely be given delegations to be able to endorse/approve recommendations (where applicable).


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10.1

Option B – One elected member from each of the five wards. Option B is to ensure that representation from each ward is appointed to the Committee. Matters presented to the Committee would relate to specific wards or all wards. Council should consider whether the Committee be given delegations similar to that of Option A, or whether the Committee considers matters and makes recommendations to Council.

Option C – 6 Elected Members Option C is to appoint 6 Elected Members (or another defined membership number) from any ward. If this option is preferred, it is not recommended that the Committee be given similar delegations to that of option A. Consideration could also be given as to whether the Committee would benefit from independent members or external agency representatives with specific expertise, similar to that of the Audit Committee and Traffic Management Safety Committee membership. Once membership structure has been determined then the intent of recommendation 4 is to then appoint individual member(s) to the Committee based on the membership structure determined in recommendation 3. Once the members have been appointed, a Presiding Member will also need to be appointed from the members. Recommendation 5 deals with this process. Election Method PSDC do not have the power to appoint members to Committees, but could make recommendation on potential membership to the Council. Once a recommendation on membership has been made to Council, in the event that more nominations or recommendations than positions are received, appointment of members could occur through secret ballot. If this appointment method is required, Council may use the following process to appoint members to the Committee: a. the method of choosing the member be by a secret ballot vote using a first

preference only voting system.

b. If (a) above is resolved then it would be advisable to suspend formal meeting proceedings

c. If at any stage during the process there is an equal number of votes the issue will be

decided by the drawing of lots – e.g. placing the names of the candidates on an identical slip of paper and drawing the required number, which in the case of two equal parties would be one slip, from a receptacle so that no party present, including the person withdrawing the name, has a view of the name on the slip until it is opened in the presence of the meeting. The name of the candidate withdrawn will be the successful candidate.

d. Council appoints the Chief Executive Officer as the Returning Officer for the purpose

of these elections.

Upon the completion of the elections, the Returning Officer be authorised to declare the successful candidate elected to the Committee.


Item

10.1

e. Upon the declaration of the Returning Officer the candidate is appointed to the

position of committee member for the relevant committee subject to any further resolution of the Council or the Committee.

The PSDC will also need to recommend an appointment of a Presiding Member to the AEC. The same process can be followed by Council if more than one nomination is received. Meeting Cycle and Times (recommendation 6) Council’s Code of Practice for Meeting Procedures stipulates Council to consider Family and Worker Friendly Meeting Times to enable the opportunity for people to attend. The requirement is that:

All Committees establish a meeting schedule that incorporates a minimum of 50% of meetings held outside of normal business hours

Any decrease from this 50% position for any individual Committee must be referred to Council for consideration along with a justification / explanation for the required.

Currently the Traffic Management Safety Committee meets on the first Wednesday of every second month at 10am. All other section 41 Committees meet outside of business hours. The current meeting schedule is provided below if Council wishes to choose a different time and day (in order to ensure no conflicts with the existing meeting schedule):

Name Meeting Schedule

Elected Member Workshop First and Third Tuesday of every month commencing at 6.30pm (including fifth Tuesday where applicable)

Council Meeting Second and Fourth Tuesday of every month commencing at 7pm

Audit Committee Last Wednesday of every second month commencing at 6.30pm (starting in January 2020)

Policy and Strategic Development Committee

Third Wednesday of every second month commencing at 6.30pm (starting in February 2020) – being on the alternative month to the Audit Committee

CEO Performance and Remuneration Review Committee

As required. In 2019, these meetings were held on Wednesday nights commencing at 6.30pm during the months of July/August.

Traffic Management Safety Committee First Wednesday of every second month commencing at 10am (starting in February 2020)

Building Fire Safety Committee As needed during office hours – no Elected Member involvement but has staff resourcing commitments

Council Assessment Panel Third Tuesday of every month commencing at 10am

https://www.teatreegully.sa.gov.au/files/assets/public/documents/corp_documents/codes_of_conduct/code_of_practice_for_council_and_committee_meeting_procedures_-_council_-_9_august_2016.pdf


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Recommendation 6 determines the Committee’s meeting cycle and meeting times. It provides 2 options: Option A – Monthly meetings Being held on the first Wednesday of every month commencing at 6.30pm Option B – Bi-monthly meetings Being held on the first Wednesday of every second month commencing at 6.30pm. It will also need to be determine which month the meetings will commence if this option is chosen.

If the correct frequency of meetings is not determined this could lead to: a) Delayed delivery of new and replacement infrastructure and service delivery

changes relating to the environment b) The need to bypass the Committee and go straight to Council for urgent decisions

such as funding agreements, grant applications, budget variations and Capital works matters.

Terms of Reference Lastly, the PSDC will need to recommend a proposed Terms of Reference to Council for consideration. A draft Terms of Reference has been provided in Attachment 1. Any items considered in the recommendation will need to be included in the Terms of Reference. Matters such as voting (eg. Practices to follow in the event of a tied vote), quorum, and reporting requirements will also need to be considered. While these matters are generally consistent across Council’s existing section 41 Committees, there are some elements that may differ to the specific requirements of a particular Committee (eg. PSDC quorum is different to that of the other section 41 Committees).

3. STRATEGIC OBJECTIVES

Strategic Plan The following strategic objectives in Council’s Strategic Plan 2020 are the most relevant to this report:

Theme Objective Comments

PROSPEROUS

AND

CONNECTED

A community that has a say in

decisions that

affect them.

Committee meetings are open

for the community to attend.

A community that participates in

meaningful

community and economic activities.

A community with a resilient local

economy.

A community where people have the

resources and capacity to achieve

goals.


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10.1

Organisation Plan To deliver our strategic management plans successfully, we continually strive to perform at the highest level. In Governance we define roles, powers and responsibilities within the organisation, with the aim of modelling best practice in local government.

4. LEGAL

Any Elected Member who expresses an interest in being the Presiding Member for the Committee would need to consider the potential for a material conflict of interest in accordance with section 74 of the Act, given the Presiding Member allowance would result in a direct benefit of a pecuniary nature for the member.

5. RISK – IDENTIFICATION AND MITIGATION There is a risk that the proposed committee will replicate powers and functions that can already be exercised by the Council, as opposed to streamlining decision making. Depending on the delegations available to the committee, issues and decisions have the potential to be ‘re-debated’ by the full Council which will add to administrative workload and potentially impact implementation timeframes for certain activities or works programs. Decisions or recommendations from the committee to Council will necessarily need to go through two Council meeting cycles in order for a resolution to occur. This process could delay progress on certain matters by 4-8 weeks depending on the timing of meetings. It is recommended that if such a committee is formed, that each aspect of its operation is considered separately to enable clarity of input and debate by Elected Members and allow for variation / amendments to the individual components of any proposed structure. The principles of the Act include a delineation between the role and function of elected members and operational matters delegated to staff. If such a committee is formed, there is a risk that operational issues such as individual works priorities become a focus for debate and may unduly affect priority setting of works as determined by Asset Management Planning and other strategic documents. Review or debate of particular projects once a capital works program is adopted via the Annual Business Plan may create delays implementation or even uncertainty in the community in relation to committed works. Given that committee meetings are usually open to public attendance and sometimes deputations or presentations, there is a risk that the community may see a new committee as a forum to question, oppose or lobby in relation to adopted projects that the community are expecting to be implemented, as published in the Annual Business Plan.


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10.1

6. PEOPLE AND WORK PLANS The establishment of the Committee will have a significant impact on staffing and work plans. The workload, use of resources and impact on work/life balance for elected members and staff should also be considered in the context of the other external and out of hours commitments that Council already carries. The Committee will require staffing resources. Staff will be required to attend Committee meetings; formal agendas, reports and minutes will need to be developed and distributed for each meeting. At any time, Elected Members can request matters relating to future or proposed works priorities be presented to Council. In addition, council work plans, major projects can be discussed at CEO workshops in accordance with the Informal Gatherings Policy and associated legislation. Matters of policy are already reviewed by the Policy and Strategic Development Committee (with some reviewed by the Audit Committee). Having another Committee review policies could complicate the process as it can become confusing as to which Committee reviews which policies. The following policies are reviewed by the Audit Committee:

Asset Capitalisation Policy

Asset Management Policy

Asset Revaluation Policy

Debt Recovery Policy

Financial Sustainability Policy

Fraud, Corruption, Misconduct and Maladministration Prevention Policy

Land and Assets Policy

Late Payment and Sale of Land for Non-Payment of Council Rates Policy

Procurement Policy

Prudential Management Policy

Risk Management Policy

Treasury Policy. All other policies are currently reviewed by the PSDC. If Council was to transfer all asset and environment related policies to a new Asset & Environment Committee this would substantially reduce the work of the P&SDC. Future work plans and priorities for capital works are considered in detail as part of Council’s Annual Business Plan development process which includes numerous workshops, significant community engagement and opportunities to review priorities.

7. FINANCIAL

Elected Member allowances are determined by an independent Remuneration Tribunal, which includes an allowance for Deputy Mayors and Presiding Members of section 41 committees. This is currently an annual allowance equal to one and a quarter (1.25) times the annual allowance for Councillors.


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10.1

Costs of Committee:

Additional cost Presiding Member (if not Mayor, Deputy Mayor or an existing Presiding Member and based on current allowances)

$430 per month approximately $5,160 per financial year approximately

The following costs will need to be considered if meetings will be held outside of business hours. These costs are only approximate, do not include GST and are based on the Policy and Strategic Development Committee meetings.

Security $190 per meeting $1,140 per financial year based on 6 meetings

Meals

$310 per meeting $1,860 per financial year based on 6 meetings

Governance support staff time (after hours only including penalty rates (5pm to 10pm))

$280 per meeting $1,680 per financial year based on 6 meetings

Other staff/administration costs Variable based on agenda

These additional costs of a new evening meeting is estimated at between $5,000 - $20,000 per annum depending on a number of factors, including the determination of the Presiding Member, the Terms of Reference functions and duties, and frequency and timing of the meetings.

8. ASSETS Council manages in excess of $1.4billion in community assets. Asset renewal, maintenance and new works are prioritised and delivered via a range of strategies, Asset Management Plans, Capital works and Operational works programs.

9. ENVIRONMENTAL Nil for the purposes of this report.

10. COMMUNITY AND STAKEHOLDER IMPACT There may be some added confusion in the community if there is another Council Committee for the community to attend or work out which decision making body items should be presented to which for a decision which was a challenge with Council’s decision making structure prior to it changing late in 2014 (where the Strategic Planning and Development Policy Committee used to alternate between Council meetings, with similar but slightly different delegations to Council).


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10.1

11. COMMUNITY AND STAKEHOLDER ENGAGEMENT There is opportunity to attend Committee meetings and to speak at Public Forums or request a deputation.

12. PROMOTION AND COMMUNICATIONS OF COUNCIL DECISION AND

OPERATIONAL IMPACTS Council’s Committee Structure – Terms of Reference and Membership will be updated on Council’s website accordingly.

13. INTERNAL REPORT CONSULTATION The following staff have been included in the consultation process in the preparation of this Report.

Name Position Consulted about Mr Gabby D’Aloia Manager Civil Assets Establishment of Committee Mr Mark Konecny Manager Civil and Water

Operations Establishment of Committee

Mr Andrew Sellars

Manager Parks Establishment of Committee

Attachments 1.⇩ Asset and Environment Committee - Proposed Terms of Reference ........................ 17

Report Authorisers

Deana Taglierini

Governance Advisor 8397 7263

Ilona Cooper

Manager Governance & Policy 8397 7310

John Moyle

Chief Executive Officer 8397 7201

https://www.teatreegully.sa.gov.au/files/assets/public/documents/corp_documents/public_docs/committee_structure_2018-2022_council_term_-_terms_of_reference_and_membership.pdf

Asset and Environment Committee - Proposed Terms of Reference Attachment 1


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City of Tea Tree Gully


Document Cover Sheet

15 APRIL 2020

PUBLIC LIGHTING POLICY

Responsible Manager: Manager Civil Assets

This is a new Policy that aligns with existing practices, procedures and guidelines.

RECOMMENDATION

That the new drafted “Public Lighting Policy as considered by the Policy and Strategic Development Committee on 15 April 2020 be returned to the “Policy and Strategic Development Committee” for consideration.

Summary of changes

Page No. Heading Comments

Changes during or after PSDC Meeting for Council Meeting [date]

Supporting Information

Attachments 1.⇩ Draft Public Lighting Policy - 2020 ........................................................................... 22

Draft Public Lighting Policy - 2020 Attachment 1


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15 APRIL 2020

COMMUNITY GRANTS POLICY

Responsible Manager: Community Development and Engagement

At the Council meeting on the 10 March 2020 the following resolution was carried: 1, That Council’s Community Grants Policy be referred to the Policy and Strategic Development Committee to review the requirements for the Youth Achievement Sponsorship Program and other items for consideration. 2. That Council allocates an additional $10,000 for the Youth Achievement Sponsorship Grants for the 2019- 20 Financial Year in the Quarter 3 Budget Review. 3. That Council considers increasing the amount for the 2020-21 Financial Year Budget from $25,000 to $40,000 for the Youth Achievement Sponsorship Grants.

RECOMMENDATION

That the Policy and Strategic Development Committee recommends to Council: That the “Community Grants Policy” as reviewed by the Policy and Strategic Development Committee on 15 April 2020 be adopted. OR That the “Community Grants Policy” as reviewed by the Policy and Strategic Development Committee on 15 April 2020 be returned to the “Policy and Strategic Development Committee” for consideration.


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Summary of changes


9 Eligibility Criteria

As per the resolution, it is recommended that the age eligibility criteria be changed to enable residents under the age of 25 to apply for sponsorship support. This change is suggested after feedback from residents seeking funding for children under the age of 12. We note that a number of other local Council’s use the ‘under 25 age criteria’ for similar sponsorship programs. This change can be accommodated given the increase in budget.



Attachments 1.⇩ Community Grants Policy – reviewed version for PSDC meeting 15 April 2020 ...... 29

Community Grants Policy – reviewed version for PSDC meeting 15 April 2020 Attachment 1


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15 APRIL 2020

WASTE MANAGEMENT POLICY

Responsible Manager: Manager Building Assets & Environment

The Waste Management Policy review date is due. However before the policy can be updated a Presentation on Waste Services will be provided to the Policy and Strategic Development Committee on 15 April 2020 based upon a request from the Chief Executive Officer to keep P&SDC informed as the matter needs to go to the Audit Committee and then to Council before formally coming to the P&SDC for consideration.

RECOMMENDATION

That the “Waste Management Policy” as reviewed by the Policy and Strategic Development Committee on 15 April 2020 be returned to the “Policy and Strategic Development Committee” for consideration.

Summary of changes




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Attachments 1.⇩ Waste Management Policy ....................................................................................... 45

Waste Management Policy Attachment 1


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Status Report on Committee Resolutions 15 APRIL 2020

Note: This report is provided as information only. Actions relating to confidential minutes may not be included in the Status Report.

Pending Actions

Minute No. Meeting Date Officer Subject Estimated Completion

55 19/02/2020 Taglierini, Deana

Proposed Terms of Reference for the Establishment of an Asset and Environment Committee

22/04/2020

D20/18135

25/02/2020 3:23:36 PM - Deana Taglierini A report will be provided to the PSDC on 15 April 2020 for consideration.

Completed Actions

Minute No. Meeting Date Officer Subject Completed

50 19/02/2020 Harrison, Gill

Public Toilets Policy 4/03/2020

D20/18135

24/02/2020 1:53:10 PM - Gill Harrison Action completed by: Harrison, Gill Policy was adopted by the PSDC and has been updated to Council's website.


Item

18.1


52 19/02/2020 Graves, Elissa

Options for Publishing Council Meetings

4/03/2020

D20/18135

24/02/2020 9:29:28 AM - Elissa Graves Action completed by: Graves, Elissa Outcome communicated to key stakeholders. Process for accessing audio recordings of Council Meetings unchanged.



Elected Member Support Policy

4/03/2020

D20/18135

16/03/2020 9:32:55 AM - Deana Taglierini Action completed by: Taglierini, Deana Policy has been updated on Council's website.



Internal Review of Council Decisions Policy

4/03/2020

D20/18135

16/03/2020 9:33:12 AM - Deana Taglierini Action completed by: Taglierini, Deana Policy has been updated on Council's website.


54 19/02/2020 Harrison, Gill

Memorial Management Policy

4/03/2020

D20/18135

24/02/2020 1:53:44 PM - Gill Harrison Action completed by: Harrison, Gill Policy was adopted by the PSDC and has been updated to Council's website.

Documents

Notice of Policy and Strategic Development Committee Meeting