Decision details

Memorandum by the Chief Executive Officer

To Council:

This memorandum seeks Council’s consideration of the nomination of Councillors as voting delegates to the Local Government New South Wales (LGNSW) Annual Conference, to be held from Sunday 22 November to Tuesday 24 November 2020 at the Crowne Plaza Hunter Valley.

The conference is the main policy-making event for the local government sector. Delegates will vote on motions which determine the policies and priorities for LGNSW and the sector.

The current status of the Covid-19 pandemic, including current indications of some community transmission in the Hunter region, means that there is some level of uncertainty over whether Councillors will be able to attend the event. It is important that Council has made the necessary resolutions so that Councillors are in a position to attend the event should they be able and willing to do so.

LGNSW has advised that the conference will be following government guidelines on safe events and social distancing, noting that this can change in the future. Hygiene practices will include cleaning surfaces, arranging seating, and overseeing food preparation and transport, as well as medical assistance as required. Any changes arising as a result of Covid-19, including to the format of the conference, will be conveyed to Councillors as information becomes available.

Registration to Attend the Conference

Conference attendees are invited to register from 17 July 2020 to take advantage of early bird rates. Early bird rates are available until 25 September 2020.

Voting delegates must be registered to attend the conference, and also be registered as a voting delegate on motions. 

Registration as a Voting Delegate

The City of Sydney is entitled to register up to 10 voting delegates for motions. It is proposed that Council nominates the Lord Mayor and all Councillors to attend.

The deadline to provide LGNSW with the names of voting delegates is Tuesday 3 November 2020. Additional nominations received after the closing date cannot be accepted. However, the names of voting delegates may be substituted at any time, in line with Rule 34 of the LGNSW Rules.

Voting delegates may not appoint a proxy to attend or vote at formal business sessions on their behalf.

Conference Program / Motions

The conference will include discussion and debate on a range of motions from councils relating to current and emerging policy issues facing local government in NSW.

All members can put forward motions to be considered at the conference, which should be strategic, affect members state-wide, and introduce new or emerging policy issues and actions.

Members submitting motions are encouraged to be familiar with the LGNSW Policy Platform, at: https://www.lgnsw.org.au/policy/policy-platform. The purpose of this Policy Platform is to consolidate the numerous policies and positions of LGNSW – as determined by members – into a single document for ease of reference for members and stakeholders.

The Motions Submissions Guide is available at: https://lgnsw.org.au/events-training/local-government-nsw-annual-conference-2020/motions. The guide provides information on the criteria for motion submission, examples of motions, and what happens to motions after the conference.

Members are asked to submit motions by Monday 28 September for inclusion in the conference business paper. The latest date for submission of motions is 12 midnight Sunday 25 October 2020 (28 days prior to the conference).

The full conference business paper is expected to be available one week prior to the conference.

Councillors' Expenses and Facilities Policy

Councillors Chung, Forster, Miller, Phelps, Scott, Thalis and Vithoulkas were the City of Sydney delegates at the 2019 LGNSW Conference held at Warwick Farm. Expenditure incurred for the 2019 conference totalled $8,691.05.

The Councillors' Expenses and Facilities Policy 2017 provides for Councillors to attend the LGNSW Annual Conference at the City’s expense. Funds are available in the 2020/21 operating budget to cover registration fees, travel and other reasonable expenses incurred by Councillors.

Travel

The conference venue, Crowne Plaza Hunter Valley, is a two-hour drive from Sydney via the M1. Alternative methods of travel include shuttle bus and Cityrail, with all travel details available at: https://www.lgnsw.org.au/events-training/local-government-nsw-annual-conference-2020/2020-annual-conference-accommodation.

Accommodation has been pre-booked for Councillors at the Leisure Inn at Pokolbin, with delegate transfers from the hotel to the conference venue available.

 

Recommendation

It is resolved that:

(A)        Council appoint the Lord Mayor and all Councillors as its voting delegates at the Local Government NSW (LGNSW) Annual Conference to be held in the Hunter Valley from 22 to 24 November 2020;

(B)        all registration fees, travel and other reasonable expenses associated with the attendance of Councillors at the conference be met by the City in accordance with the Councillors' Expenses and Facilities Policy 2017; and

(C)       Council note that a spouse, partner or other person may accompany a Councillor at the conference, and the City will meet the cost of their registration fees and official conference dinners.

MONICA BARONE

Chief Executive Officer

Attachments

Attachment A.              Local Government NSW Conference Draft Program

Attachment B.              Local Government NSW Conference Registration Brochure

Moved by the Chair (the Lord Mayor), seconded by Councillor Scully –

It is resolved that –

(A)        Council appoint the Lord Mayor and all Councillors as its voting delegates at the Local Government NSW (LGNSW) Annual Conference to be held in the Hunter Valley from 22 to 24 November 2020;

(B)        all registration fees, travel and other reasonable expenses associated with the attendance of Councillors at the conference be met by the City in accordance with the Councillors' Expenses and Facilities Policy 2017; and

(C)       Council note that a spouse, partner or other person may accompany a Councillor at the conference, and the City will meet the cost of their registration fees and official conference dinners.

The motion was carried as follows –

Ayes (9)          The Chair (the Lord Mayor), Councillors Chung, Forster, Kok, Phelps, Scott, Scully, Thalis and Vithoulkas.

Noes (1)          Councillor Miller*.

Motion carried.

*Note – Councillor Miller did not indicate a vote and is taken to have abstained from voting on this matter. Pursuant to the provisions of clause 9.4 of the Code of Meeting Practice, Councillor Miller is taken to have voted against the motion.

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