Purpose For Council to receive the minutes of the Tamala Park - PDF document

10.2 Presentation of minutes for Tamala Park Regional Council Location Town-wide Reporting officer Amy Noon Responsible officer Danielle Uniza Voting requirement Simple majority Attachments 1. 2019 11 07 MINUTES - Special Meeting of Council [ 10.2.1 - 10 pages] Recommendation That Council: 1. Receives the minutes of the Tamala Park Regional Council Special Council Meeting held on 7 November 2019, as attached. 2. Resolves to add ‘Presentation of minutes from external bodies’ to the order of business for all future Ordinary Council Meetings. Purpose For Council to receive the minutes of the Tamala Park Regional Council Special Council Meeting held on 7 November 2019 and introduce a new method by which minutes from external bodies can be presented to Council. In brief  Council resolved to require the minutes of externals bodies to be presented to Council at the Special Council Meeting held on 29 October 2019. The minutes of the Tamala Park Regional Council Special Council Meeting held on 7 November 2019  are attached to this report.  Council are requested to consider adding an item to the order of business for all future Ordinary Council Meetings, to receive the minutes from external bodies. Background At the Special Council Meeting held on 29 October 2019, Council resolved “to have the minutes or 1. records of meetings of all external bodies (except those private organisations who do not agree for confidentiality reasons) presented and received by Council each month at the OCM”. This was done “to ensure that all elected members and the community are kept regularly up to date on the activities of these committees”. The Town has Council representatives on eight external bodies. These are two regional Councils, 2. Mindarie Regional Council and Tamala Park Regional Council, the Metro Central Joint Development Assessment Panel, Harold Hawthorne Senior Citizens’ Centre and Homes Inc. Association, Canning College Board, the Perth Airports Municipalities Group Inc., the South East Metropolitan Zone for the Western Australian Local Government Association and the South East Metropolitan Regional Road Sub-Group. The frequency of these meetings included in the table below. 3. External body Meeting frequency 1 of 3

Mindarie Regional Council Every second month Tamala Park Regional Council Every second month Metro Central Joint Development Assessment Panel As required Canning College Board Quarterly Perth Airports Municipalities Group Inc. Quarterly South East Metropolitan Zone – Western Australian Quarterly Local Government Association South East Metropolitan Regional Road Sub-Group At least twice per year Harold Hawthorne Senior Citizens’ Centre and Homes Monthly Inc. Association The Tamala Park Regional Council held a Special Council Meeting on 7 November 2019. 4. Strategic alignment Social Strategic outcome Intended public value outcome or impact S02 - An informed and knowledgeable community. The presentation of minutes to Council in the form of the Council agenda will help to inform the community of what the Council’s involvement is in external bodies and how this involvement benefits the community. Engagement Not applicable. Legal compliance Section 22 of the Meeting Procedures Local Law 2019 Risk management consideration Not applicable. Financial implications Current budget Sufficient funds exist within the annual budget to address this recommendation. impact Future budget Not applicable. impact 2 of 3

Analysis The minutes of the Tamala Park Regional Council Special Council Meeting, held on 7 November 2019, 5. are attached to this report for Council to receive. In addition to this, it is being requested that Council add an item to the order of business for all future 6. Ordinary Council Meetings, to receive the minutes from external bodies. It is proposed that this be added after the confirmation of Council minutes and Agenda Briefing Forum notes as this is a similar item of business where minutes are received by the Council. The Meeting Procedures Local Law 2019 states that “Unless otherwise decided by the council, the order of business at any ordinary meeting of the council is to be as follows...” This means that Council can add an item to the order of business without amending the local law. The receiving of minutes for external bodies does not result in a Council decision and is simply a 7. method of providing easier access to the information contained within them in a public forum. Adding the item to the order of business will create an administrative efficiency, allowing for the minutes of meetings to be included in the Council agenda without having to prepare a Council report each time. This will still allow the Town to meet the intended purpose of the minutes being presented and received. Relevant documents Not applicable. 3 of 3