Gilgandra Shire Council meeting - April 19, 2022

Aged care committee 

It was recommended by general manager David Neeves that the roles, responsibilities, and future of the aged care committee be recognised. It was recommend- ed that the council establish a s355 committee, specific to all aged care services offered by council, and that such committee be named the ‘Gilgandra Lifestyles Committee’.

S355 refers to the Local Government Act 1993, which allows for a council to exercise functions through the appointment of committees – formation of commit- tees of council.

This recommendation was made as the aged care committee has been under review since the conclusion of the last term of council. Mr Neeves stated in his address that the “committee structure of the previous term was not meeting the desired operational outcomes, or enabling council to fulfil its governance obligations”.

It also stated that “while councils are not regulated under corporate law or the Australian Charities and Not for Profit Commission (ACNC), the standards imposed on ACNC bodies are relevant and generally accepted standards for a governing body of a residential aged care facility (RACF)”.

From this, it was recommended that council should also measure its governance practices against the ACNC governance standards.

“Applying these principles of an ACNC to help meet the council’s governance obligations in operating RACF appears to logical and sensible way forward particularly with the appointment of paid experts on the committee,” said Mr Neeves.

It was also recommended that the membership of this committee be set at five councillors, and three industry experts covering clinical and quality standard compli- ance, governance and industry reform, and residential aged care facility operations experience. It was recom- mended that council nominate five councillors to serve on the Gilgandra Lifestyles’ Committee, that council delegate the Gilgandra Lifestyles’ Committee to estab- lish the terms of reference for adoption by council and the first meeting be held at the end of May, and that sub- sequent meetings of the Gilgandra Lifestyles’ Committee meetings be scheduled quarterly and align with council’s quarterly budget and operational review format, being the first week in May, August, November and February.

Resolution:

The motion was moved by Cr Bunter and Cr Mockler that council is to establish a s355 committee specific to all aged care services offered by council, and that such committee be named ‘Gilgandra Lifestyle’s Committee’.

It was resolved, again moved by Cr Bunter and Cr Mockler, that the membership of the committee be set at six councillors, and three industry experts. The six coun- cillors are to be Cr Batten, Cr Mann, Cr Babbage, Cr Mudford, Cr Bunter, and Cr Peart.

It was moved that the council will delegate the Gilgandra Lifestyles’ Committee to establish the terms of reference for adoption by council and the first meet- ing be held at the end of May. Subsequent meetings of the Gilgandra Lifestyles’ Committee are to be scheduled quarterly and align with council’s quarterly budget, and that appropriate media be circulated.

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Council committees 

It was recommended by general manager David Neeves that council committees be considered. It was explained that at the conclusion of each council term, all committees are disbanded, and on this occasion, Mr Neeves has taken the opportunity to review the necessi- ty of each committee.

“Council has traditionally appointed a number of committees to consider and recommend to council on the management of various activities,” said Mr Neeves.

Current committees include aged care, disability ser- vices, sport, economic development, and Tooraweenah management.

As reported above, the aged care committee is to be now known as the Gilgandra Lifestyles’ Committee. It has been recommended that the business previously

dealt with by the committee be reported direct to the council until such time that an executive service review similar to Gilgandra Lifestyles’ review can be undertaken of Orana Living.

“In the previous term of council, the disability services committee struggled to maintain a quorum and I see no pur- pose in continuing the committee in its previous form,” said Mr Neeves.

It was noted that the economic development committee has been functioning well, and Mr Neeves sees no reason to change from the current membership structure which comprised of three councillors, five business house representatives, and three community representatives. However, Mr Neeves noted that its current charter which could be reviewed is to identify, explore, and facilitate issues relating to tourism, promotion, and economic development of the shire – specifically opportunities that lead to new industry development, growth, and retention of existing business.

It was also noted that the Toora- weenah management committee is com- prised of one Tooraweenah rural based resident, one town/village based resident, two Tooraweenah business representa- tives, one community representative, and two substitute delegates. Council staff have commenced a consultative process with the community to develop a Toora- weenah plan of management.

It was recommended as well that the meeting scheduled for the sports council be changed to six monthly, with council staff meeting collectively with the sports groups to consult or discuss planned upgrades, management issues, and book- ings.

As well, it was recommended that a letter of thanks be sent to all previous committee members for their contribution to the respective committees and outlining changes.

Resolution:

As moved by Cr Walker and Cr Bunter, the following was resolved.

That, pending an executive services review of Orana Living, business previously dealt with by the committee be reported direct to council.

That the membership structure of the economic development be confirmed and members invited to nominate for contin- uing representation.

That, in lieu of continuing the Tooraweenah management committee, council staff commence a consultative process with the community to develop a Tooraweenah plan of management.

That the meeting schedule for the sports council be changed to six monthly, with council staff meeting collectively with the sports groups to consult or dis- cuss planned upgrades, management issues and bookings.

That a letter of thanks be sent to all previous committee members for their contribution to the respective committees and outlining any changes.

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Audit, risk, and improvement commit- tee

It was proposed by general manager David Neeves that a proposal is consid- ered for a shared audit, risk, and improvement committee arrangement between Coonamble, Warrumbungle, and Gilgandra Shire councils.

This has been recommended has council must meet the requirements under section 428A of the local govern- ment act by resolving to establish an audit, risk, and improvement committee as well as adopting an internal audit charger and terms of reference for the audit, risk, and improvement committee.

The Local Government Act 1993, section 428A, required each council in NSW to have an audit, risk, and improve-

ment committee that continuously reviews and provides independent advice to council on how it is functioning and managing risk.

It was recommended that the council adopts the draft audit, risk, and improve- ment committee terms of reference that can be found on the Gilgandra Shire Council website, and that council adopt the draft internal audit charter included.

It was also recommended that council appoint a councilor, a non-voting coun- cilor, as a member of the audit, risk, and improvement committee for the council term, concluding at the next local gov- ernment ordinary elections. As well, the council recommends that they invite expressions of interest of one indepen- dent prequalified voting join chair for both the Coonamble and Gilgandra com- mittees, with costs of advertising to be shared by both councils. Following con- clusion of expressions of interest, a report is to be processed where a pre- ferred joint chair will be presented to council for endorsement.

With no internal auditor on staff these would be done externally and usually cost around $900 - $10,000 per audit. Based on a minimum of three audits per year - $30,000 per year, with the commit- tee required to meet at least four times per year indicative costs could be around $40,000 per annum.

This may vary with travelling costs (if applicable) and assumes administration costs are covered within current budget.

In discussions with Coonamble coun- cil it was agreed that it would be prepared to share a joint chair of the Coonamble and Gilgandra committees. This would require both committees to meet on the same day at a selected venue (alternately Coonamble and Gilgandra). Indicative costing would be in the vicinity of $800 for a pre-qualified chair per council per meeting. A joint chair would indicative cost around $1200, a small savings of $200 per council per meeting.

“In calling for expressions of interest the joint chair fee will be modelled on those used by similar sized councils and costs would also include accommodation and travelling costs where appropriate. (This would be shared by both councils),” said Mr Neeves.

Resolution:

It was moved by Cr Mudford and Cr Mockler, that the following resolutions are moved:

- That council adopt the draft Audit, Risk and Improvement Committee terms of reference, as seen on Gilgandra Shire Council website

- That council adopt the draft Internal Audit charter included on Gilgandra Shire Council website.

- That council appoint Cr Mann as the non-voting councillor member of the ‘Audit, Risk and Improvement Comm- ittee’ for the council term, concluding at the next local government ordinary elec- tions.

- That council invite expressions of interest for one independent prequalified voting joint chair for both the Coonamble and Gilgandra committees. Costs of advertising to be shared by both councils.

- That, following conclusion of the expression of interest process, a report on the preferred joint chair be presented to council for endorsement.

•••

Councillor superannuation payments

General manager David Neeves sub- mitted for council determination, the rec- ommendations that superannuation pay- ments be made to councillors. 

Resolution:

Moved by Cr Bunter and Cr Walker, the motion was moved that council is to make superannuation payments to its councillors starting from July 1, 2022.