ANNUAL ASSESSMENT REPORT 2014/2015 INFRASTRUCTURE COMMITTEE

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1 28 INFRASTRUCTURE COMMITTEE 22 JULY ANNUAL ASSESSMENT REPORT 2014/2015 INFRASTRUCTURE COMMITTEE Sam Cottrell 1/3/21 # RECOMMENDATION: It is recommended that Council notes the findings of the formal assessment of performance against the Terms of Reference for the Infrastructure Committee and resolves that the Committee has performed in accordance with its terms of reference. EXECUTIVE SUMMARY: In July 2013, Cairns Regional Council adopted General Policy 1:03:13 Infrastructure Committee Terms of Reference. The policy states that each year the committee will undertake a formal assessment of performance against this Terms of Reference. The last assessment was reported to Council in July A total of 36 reports were considered by the Committee. No Conflicts of Interest were declared during the meetings. BACKGROUND: This policy establishes the framework within which this committee operates with reference to obligations specified in the Local Government Act 2009 and other guiding documents adopted by Council. The Cairns Regional Council Infrastructure Committee has no delegated authority under the Local Government Act 2009 and therefore all decisions made by the Committee must be referred to a full meeting of Council for consideration and ratification. The last assessment was reported to Council in July COMMENT: PURPOSE AND PERFORMANCE The following table provides an overview of the reports tabled at the Infrastructure Committee meetings during the 2014/2015 financial year. These reports have been grouped into 9 categories based on the Purpose, Responsibilities and Powers of the Committee as listed in the General Policy.

2 29 No. Report Category Number of Open Session reports No of Closed Session Reports 1 Transport & Drainage Parks Maintenance 3 Building & Facilities Management 4 Fleet Operations Asset Management 1 6 Disaster Management 1 7 Cairns Works Business Unit 7 8 Major Projects 7 9 Coastal & Estuarine 1 10 Miscellaneous ( see breakdown below) 5 TOTAL A miscellaneous category has been established for the reports that are general and cover more than one area or do not fall within the scope of the terms of reference. Annual Assessment report - 1 Infrastructure Monthly/Quarterly reports - 1 Policy 3 As detailed in the table below, a total of 36 reports were tabled at the Infrastructure Committee meetings during the twelve month period, with 26 reports being considered in open session. In accordance with Section 275 of the Local Government Regulation 2012, a further 10 reports (all contractual) were discussed in closed session but the recommendations were all considered in a subsequent open session. DATE OF MEETING NO.OPEN REPORTS NO. OF CLOSED REPORTS CLOSED SESSION REPORTS CONTRACTUAL BUDGETARY PREJUDICIAL LEGAL STAFF 11/07/ /08/2014 MEETING CANCELLED 17/09/ /10/ /11/ /02/ /03/ /04/ /05/2015 MEETING CANCELLED 17/06/ TOTAL

3 30 In addition, during this period some Cairns Regional Council reports of an Infrastructure Services nature were sent to the Ordinary Council Meeting. Whilst every attempt was made to ensure that all relevant reports were tabled at Infrastructure Committee meetings, there were occasions when it was important that reports were not held over to the next Infrastructure Committee meeting to ensure that the specific matter was dealt with expediently. TIMING, PLACE AND REGULARITY OF MEETINGS During the period no meetings were held for the months of August 2014, December 2014, January 2015 and May The July 2014 meeting was held on the second Wednesday of the month. From August 2014 to June 2015 the meetings were held on the third Wednesday of the month except for April 2015 which was held on the fourth Wednesday due to Easter. All meetings between July 2014 and June 2015 commenced directly following the Water and Waste Committee meetings or at 9.00am when the Water and Waste Committee meetings were cancelled. All the meetings were held in the Committee Room. As required, advertisements are placed in local distributed newspapers of any adjustment to the meeting dates or locations. MEMBERSHIP OF THE COMMITTEE The Infrastructure Committee has no delegated authority and comprises of 4 committee members, with Councillor Schilling as Chairperson and the Mayor as Ex officio. There were 8 meetings during the reporting period. Councillor attendance at these meetings is shown in the below table. Attendance by Councillors at Infrastructure Committee Meetings: ATTENDANCE RECORD INFRASTRUCTURE NUMBER OF MEETINGS MEETING ATTENDED Mayor Manning (Ex officio) 6 Cr. Bates (Observer) 8 Cr. Brain (Observer) 3 Cr. Cooper (Observer) 7 Cr. Fennell 8 Cr. James 6 Cr. O Halloran (Observer) 8 Cr. Pyne (July 2014 to December 2014) 4 Cr. Richardson (Observer) 8 Cr. Schilling 8 Cr Zeiger (From March 2015) 3 COUNCILLOR ROLES A review of the minutes has shown none of the Committee members declared either a Material Personal Interest or a Conflict of Interest for any report tabled at the Infrastructure Services Committee during this period. The Conflicts of Interest Register is updated after each Council meeting and published on Council s website after the minutes have been published. data/assets/pdf_file/0020/20882/coi_register.pdf

4 31 No breach of Council s Code of Conduct for Councillors with respect to a meeting breach was recorded during this period. All meetings were conducted in accordance with Council s General Policy Council Terms of Reference and Councillors Code of Conduct. RECORD KEEPING The minutes of the Infrastructure Committee meeting were presented at the subsequent Ordinary meeting for confirmation. These minutes were available to the public for viewing within 2 working days. They were distributed via the internet and the Customer Service Centre within these timeframes. OPTIONS: 1. That Council note the findings of the formal assessment of performance against the Terms of Reference for the Infrastructure Committee and considers that the committee has performed in accordance with its terms of reference. OR 2. That Council does not consider that the Infrastructure Committee has performed in accordance with its terms of reference. CONSIDERATIONS: Risk Management: Council reports provide transparent reporting to the community on Council s governance and fiscal decisions. Financial There are no financial implications. Corporate and Operational Plans: This report demonstrates Council s commitment to Corporate Plan: 4.0 GOVERNANCE - An efficient organisation providing best practice service delivery through leadership and policy making and the effective management of people, assets and finances. Statutory: The operation of these meetings is in accordance with the requirements of the Local Government Act 2009.

5 32 Policy: The purpose of this report is to comply with the General Policy s requirement for annual evaluation of performance against the adopted Terms of Reference for the Governance Committee, Infrastructure Committee, Water and Waste Committee, Community Services Committee, Planning and Economic Committee and Ordinary meetings. This evaluation demonstrates how effectively the Council have met their legislative and ethical obligations. Bruce Gardiner General Manager Infrastructure Services