Staff Reports - Sustainable Environment and Economy 4.1 - Attachment 6
Table of Contents
1. Preamble. 2
2. Objectives. 2
3. Timeframe
for Group. 2
4. Membership. 2
5. Chairperson. 3
6. Quorum.. 3
7. Confidentiality. 3
8. Convenor/Facilitator 3
9. Convening
Meetings. 3
10. Reporting. 3
11. Meetings
Open to the Public. 3
12. Invited
Guests. 3
13. Audio
Taping of Meetings. 4
14. Vacation
of Office. 4
15. Publicity. 4
16. Records
of meetings (agenda and reports) 4
17. Section
377 Delegation. 5
18. Miscellaneous. 5
1.
Preamble
The Project Reference Group is a Group formed by the Council
and does not have executive power or authority to implement actions.
The role of the Project Reference Group is to carry out
specific objectives as stated in this Constitution.
2. Objectives
The purpose of the Coastal Zone Management
Plan Byron Bay Embayment (CZMP BBE) Project Reference Group is:
a) Review
draft CZMP BBE and provide feedback to staff prior to the tabling of the draft
CZMP BBE at a Council meeting, and prior to the draft CZMP BBE being
‘adopted for public exhibition’.
b) Provide
feedback, input and support to draft CZMP BBE exhibition consultation and
communication activities.
c) Overview
submissions provided on the adopted draft CZMP BBE, review and provide feedback
to staff on draft CZMP BBE ‘exhibition submissions report’ prior to
tabling at Council meeting, and prior to amended draft CZMP BBE being adopted
for ‘submission to the Minister’.
The objectives have been confirmed by Council on 27 August 2015 (Res 15-410).
3. Timeframe for Group
The timeframe for the PRG shall coincide with the
preparation of the Coastal Zone Management Plan Byron Bay Embayment (CZMP BBE)
and shall conclude when the CZMP BBE is certified by the Minister.
4. Membership
Membership is to include:
4.1 5
Councillor Members – Cr, Cameron, Dey, Ibrahim, Richardson and Wanchap.
4.2 5
Invited Members from the following agencies - noting that individual staff
representatives are subject to nomination and confirmation from the respective
agency:
o Coasts and Estuaries, North
Coast Unit, Office of Environment and Heritage
o North Region, Department of Planning
o Cape Byron Marine Park
o Byron Coast, National Parks
and Wildlife Service
o North Coast, Crown Lands
4.3 1
Invited Member from the Bundjalung of Byron Bay Aboriginal Corporation Arakwal
4.4 2
Community Members:
o one from the Byron Preservation
Association and
o one from either BEACON or
Byron Residents Group as determined by Council (Resolution 15-410 Ordinary
Meeting 27 August 2015).
4.5 2
staff members:
o Coastal and Estuary Officer
o Director Sustainable
Environment and Economy (or delegate)
5. Chairperson
The Chair of the PRG be elected from Councillors nominated
to the PRG, to be determined at the first meeting. The Chair can delegate
their role to another Councillor if unable to attend a meeting.
6. Quorum
A quorum is to constitute at least half the number of
members, 2 of which are to be councillors
i.e. 7 members.
* Staff members are not counted as part of a quorum.
7. Confidentiality
Members of the Project Reference Group will, in those
circumstances where confidential matters are subject to deliberation, maintain
confidentiality.
8. Convenor/Facilitator
The Convenor/Facilitator of the Project Reference Group in
most cases will be the staff member unless otherwise decided by Council.
9. Convening Meetings
Meetings to be held bi-monthly or as
required.
10. Reporting
10.1 The
reports of meetings (Minutes) are to be circulated to members of the group
within 7 days of the meeting so that members can provide feedback through the
Chair on the draft unconfirmed minutes.
10.2 The
project reference group reports to Council when required.
11. Meetings Open to the Public
PRG meetings are not public
meetings as they have no executive function. Public transparency is provided
for when the reports of these meetings are reported to Council.
12. Invited Guests
The
PRG Convenor may request to seek further expertise and consultation as agreed
to by the Group and if necessary arrange attendance of a person providing the
expertise at a PRG meeting. Any request for information to be at no cost
to Council unless a budget is allocated by Council and the expenditure has been
authorised in writing by staff with requisite delegations.
13. Audio Taping of Meetings
A PRG
meeting may be recorded. If the meeting is being recorded, all PRG
members will be advised of this and it will be noted in the Report of that
meeting.
Recordings
of PRG meetings may involve the recording of personal information provided at
the meeting. The recordings will be made to assist with the administration of
the PRG. The provision of any information that is recorded is voluntary,
however, if any person does not wish to be recorded they should not address the
meeting.
The
recordings may be made available to other persons where such access is in
accordance with the relevant regulations and requirements in this regard, such
as under the Local Government Act 1993 or the Government Information (Public
Access) Act 2009. The recordings where made will ultimately be stored in
Council’s document storage system.
14. Vacation of Office
Any Project Reference Group member wishing to resign from
the group shall do so in writing.
Invited Members: If an invited member on the
Group who represents an Organisation resigns, an invitation to the Organisation
for an alternate delegate will be requested. If no alternate delegate is
nominated by the Organisation then that position will become redundant.
Community Members: If a community member
resigns and if more than half of the timeframe to complete the PRG’s
objectives still exists an alternate delegate can be appointed by the
Councillor members. If no alternate delegate has been appointed by Council
or the alternate delegate declines to accept the vacant position then that
position will become redundant.
15. Publicity
PRG members unless authorised by
Council are not to promote or advertise the group’s activities or to
speak on behalf of the Committee with the media. Only the Chair can speak on
behalf of the Committee with the media.
16. Records of meetings (agenda
and reports)
The Convenor/Facilitator of the Group will prepare the
Agenda, Progress Reports and Action lists of the Group’s meetings
formatted in accordance with Council’s templates.
16.1 The
reports of the Group’s meetings are to be reported to Council when
required. The PRG’s web page will indicate what meeting Council
will be considering the PRG’s reports.
16.2 Reports
from each PRG meeting may be placed on Council’s Web Page for access by
the public and Councillors after each meeting.
16.3 If
the time frame allocated to complete the objective(s) is 6 months or more the
Group is to provide a progress report quarterly to Council on its progress.
16.4 At
the end of the Group’s term a final status report be presented to Council
on the outcomes of each objective.
17. Section 377 Delegation
The Project Reference Group does not have any delegated
functions pursuant to section 377 of the Local Government Act (1993) and does
not have the power to direct staff and / or consultants engaged by Council for
the purposes of preparing the CZMP BBE.
18. Miscellaneous
18.1 Insurance:
All group members are covered by the public liability policy of Council insofar
as they are acting in their capacity as a group member, within the scope of the
PRG’s Terms of reference and in accordance with the Code of Conduct and
statutory obligations. This insurance does not preclude the working group from
due diligence and all Council policies must be adhered to.
18.2 Code of Conduct: All group members to abide by
Council’s adopted Code of Conduct at all times.
18.3 Pecuniary Interest: Pecuniary Interest may be
defined as an interest that a person has in a matter, as a group member or
employee of a company or other body, because of a reasonable likelihood or
expectation of appreciable financial gain or loss to the person, or another
person with whom the person is associated. Such other person includes the
spouse or de-facto partner or relative of the group member.
Section
446 of the Local Government Act states that:
“a
member of a council committee, other than a committee that is wholly advisory,
must disclose pecuniary interests..”
Even though the Local Government
Act provides an exemption to disclose pecuniary interests Council’s
preference is for all members to declare pecuniary interests where applicable.
18.4 Privacy:
All group members are to abide by Council’s Privacy Management Plan (see http://www.byron.nsw.gov.au/publications?P
) relating to their access to personal information.
18.5 Meeting
Practice: If any other issue arises regarding meeting practice not
covered under this constitution, it be referred to the General Manager or
delegate or if required Council for a determination to be made.
18.6 Work
Health Safety: All group members are required to comply with the
“Worker Responsibilities” as prescribed in the Work Health Safety
Policy.
