Exhibition Item

Council is seeking community feedback on the draft committee structure and draft terms of reference documents for the new key theme committees.

The five (5) key theme new committees are:

• Culture and Community
• Sport, Recreation and Leisure
• Environment and Sustainability
• City Planning and Design
• Property Advisory Panel

The new key theme committees have been proposed to align with Maitland’s Future (Community Strategic Plan).  They will be new committees that amalgamate the existing committees and groups identified in the draft new committee terms of reference documents, to support the needs of the community moving forward. Feedback is sought on this proposal.

The four (4) special purpose committees are:

• Awards and Recognition
• Community Grants (to be expanded to incorporate all grants offered by Council)
• Bruce Street Community Hall Management Group
• Morpeth Museum Management Group

It is recommended that the above four (4) committees continue and that the relevant Terms of Reference be updated. Feedback is sought on this proposal.

The eight (8) statutory and member-based committees referred to in the supporting information are not part of this consultation process as they are statutory committees established by legislation or are required to meet set obligations and cannot be changed.

Background

A review of Council’s committees has been undertaken over the past 12-18 months in response to a Mayoral Minute adopted by Council in 2022 and further in 2024.  The Council Resolutions sought:

• Explore the merits of establishing an Asset Disposal and Acquisition Committee
• Preparation of a report for consideration on future changes to council’s existing S.355 committees and advisory/working groups
• In future reviews of council committees, consideration be given to an Events Committee and a Youth Committee

The review included:

• Section 355 committees
• Statutory members-based committees
• Advisory and working groups

At the commencement of the committee review Council had twenty-nine (29) committees comprising of Councillor and community representation. Prior to the end of the last term of Council a review of all committees was undertaken which included extensive consultation with Councillors, committee members, council staff and community members. Research was also undertaken across the local government sector canvassing eight (8) councils who have undertaken reviews of committees.

What are the proposed changes

The proposed committee structure will see the number of committees reduced from 29 to 17 committees. This includes the following:

• Four (4) committees consolidated or disbanded during the review period;
• The Maitland Health Advisory Committee – disbanded in 2023 
• The Awards and Recognition Committee – developed to consolidate the Australia Day Group, Maitland City Service Awards and Hall of Fame Committee.
• Hydro Kurri Kurri Smelter Regrowth Kurri Kurri Community Reference Group – disbanded 2024

Eight (8) statutory or member-based committees:

• Lower Hunter Bushfire Management Committee
• Rural Fire Service District Liaison Committee
• Floodplain Management Committee
• Maitland Local Area Traffic Committee
• Joint Regional Planning Panel
• Audit, Risk and Improvement Committee
• Hunter Joint Organisation
• Public Libraries NSW – Central East Zone

Four (4) special purpose committees:

• Awards and Recognition
• Community Grants (to be expanded to incorporate all grants offered by Council)
• Bruce Street Community Hall Management Group
• Morpeth Museum Management Group

Five (5) key theme new committees:

• Culture and Community
• Sport, Recreation and Leisure
• Environment and Sustainability
• City Planning and Design
• Property Advisory Panel

Proposed Committee Structure

It is proposed that representation for the new Culture and Community, Sport Recreation and Leisure, Environment & Sustainability and City Planning & Design committees include:

• Mayor (or nominee)
• 4 Councillors
• 2 industry/peak body representatives (EOI; meet specific criteria)
• 2 community members (EOI; meet specific criteria)

It is recommended that the committees meet on a quarterly basis or more frequently as required and that minutes of meetings are to be reported to Council for information and/or decision.

It is proposed that representation to the new Property Advisory Panel include:

• Mayor
• 4 Councillors
• Industry expert (EOI; meet specific criteria)
• General Manager (non-voting)
• Director City Service (non-voting)
• Director City Planning (non-voting)
• Executive Manager Finance (non-voting)