Meeting Name

Policy Review Committee

 

Date

Date of Meeting

Time 6pm

Venue

Level 12 Boardroom + MS Teams

 

Attendees

Lord Mayor, Cr Davis (Chair)

Cr Garrard

Cr Pandey

Cr Prociv

Cr Wearne

Cr Valjak

Cr Darley (Alternate)

Brett Newman

John Angilley

Cr Phil Bradley (ex-officio)

David Moutou

Sahar Shahin

Rebecca Srbinovska

 

Apologies / Leave of Absence

Nil

 

 

Secretariat

Sahar Shahin

 

HPRM Reference

F2022/01409

 

 

 

No.

Item

1

Acknowledgement of Country

The City of Parramatta Council acknowledges the Burramattagal Clan of The Dharug, the traditional owners of land of Parramatta and pays its respects to the elders past, present and emerging.

2

Apologies

3

Disclosure of Interests

4

Confirmation of Minutes

5

Committees Terms of Reference

Description & Outcomes

The Committee discussed the draft standard template for terms of references to be applied to committees of Council.

 

The Committee provided the following feedback and comments:

·         Question was raised regarding clause 3.5 concerning its ambiguity in relation to what would be discussed.

·         Questions were raised regarding the role of an alternate member and clarification was sought for clauses 3.11-3.13.

·         A request for information regarding number of claims made under clause 3.19 in the last term of Council and taken on notice.

·         Questions were raised concerning the role of the Convenor in regard to member attendance.

·         Clarification was sought regarding the meaning of ‘council representative’ in clause 5.8.

·         Questions were raised regarding the intention of clause 5.16.

·         Clarification was sought regarding when an item would be put to Council and what a recommendation would look like.

·         A request for information regarding how other Councils deal with their committee minutes was made and taken on notice.

·         Questions were raised as to the purpose of clause 5.18 and 5.19.

·         Concerns were raised regarding clause 7.3 and it stipulating that a member would be asked to leave the room when declaring an interest.

·         Concern was raised regarding 1.8 of the Community Membership Application Process being that eligibility lists would only be valid for six months.

 

Outcomes:

1.        The Committee recommend in regard to Alternate Members that clause 3.11 and 3.13 in the draft standard template be switched and clause 3.12 be amended to allow for notification to occur more flexibly.

2.       The Committee recommend in regard to Member attendance that the Committee Convenor contact the Committee Member in consultation with the Chair.

3.       The Committee recommend in regard to voting membership that the reference to Council representatives in clause 5.8 be amended to ‘Council Officers’.

4.       The Committee recommend in regard to strategic planning and annual reporting on the conduct of the committee being clause 5.18-5.19 and 6.1(f) be deleted.

5.       The Committee recommend in regard to Conflict of Interests that clause 7.3 be amended to put the onus on the member to leave where a conflict has been identified.

6.       The Committee recommend in regard to Eligibility Lists of Community represented committees that the list be valid for twelve (12) months.

 

The Committee discussed the specific clauses of the draft First Nations terms of reference:

 

The Committee provided the following feedback and comments:

·         Concerns were raised regarding the amended membership criteria.

·         Clarification was sought regarding the review that occurred that resulted in these recommended changes.

 

Outcome:

The Committee recommend that the membership criteria be amended to read:

 

“3.21 Applicants must be:

a)       A First Nations person who live, work, study or have a strong commitment to the Parramatta LGA or

b)      A member of the tribal Dharug people or

c)       An individual or representative of a local community organisations with a demonstrated commitment, sensitivity to and understanding of issues relating to the local First Nations people.

 

3.22 Applications for membership are encouraged from First Nations people from the following subcategories, with a focus on gender diversity and the diversity of the group as a whole:

a)    Young people;

b)    Elders;

c)    Dharug.

 

3.23 Total membership must consist of a majority of people who identify as First Nations.”

 

6

General Business

Description

The Committee discussed which specific Terms of References they were satisfied with and did not need to return to the Committee for further discussion. These are listed below being;

·         5/7 Parramatta Square Advisory Committee

·         Active Transport Advisory Committee

·         Citizen of the Year Awards Committee

·         Floodplain Risk Management Committee

·         Grants Committee

·         Heritage Advisory Committee

·         Riverside Theatres Advisory Committee

Outcome

The Committee recommend that the above list be circulated via email and reaffirmed by members in writing.

7

The next meeting date of the Committee will be confirmed shortly.

 

Meeting Closed:  8:36pm