Port Macquarie-Handa Sister City Sub-Committee

 

Business Paper

 

date of meeting:

 

Thursday, 21 November 2013

location:

 

Function Room,

Port Macquarie-Hastings Council,

17 Burrawan Street,

Port Macquarie

time:

 

4.30pm


Port Macquarie-Handa Sister City Sub-Committee

 

CHARTER

 


 

 

To further and implement the ideals of the relationship established in the document signed  9 May 1990, viz:

 

1.       Exchange of civic organisations

 

          To mutually promote the visits of civic organisations and individual citizens and provide convenience to them.

 

2.       Economic exchanges

 

          To mutually hold an exhibition of principal products in each region and send a trade mission.

 

3.       Cultural exchanges

 

          (a)     To introduce such Japanese traditional arts as flower arrangement, calligraphy, folk dance, karate and the like

 

          (b)     To mutually send such artists groups as the fine arts, music and photography.

 

          (c)     To hold a "Handa Exhibition" in Port Macquarie and a "Port Macquarie Exhibition" in Handa to introduce sister city.

 

4.       Sporting exchanges

 

          To mutually send sporting teams.

 

5.       Educational exchanges

 

          (a)     Exchange teachers and students

 

          (b)     Exchange children's drawings, books, movies, video tapes and the like.

 

6.       Exchanges among the museums, aquariums, zoological, gardens and arboretum in both cities.

 

7.       Exchanges in Technology.

 

          To exchange technology and ideas on urban planning conservation and the like.


Port Macquarie-Handa Sister City Sub-Committee

 

ATTENDANCE REGISTER

 

Member

28/03/13

08/05/13

16/05/13

13/06/13

18/07/13

Clr Peter Besseling (Mayor)

P

No

P

P

 

Clr Trevor Sargeant (Deputy Mayor)

P

Quorum

A

A

A

Bruce Hardy

P

 

A

P

P

Brian Peel

A

 

A

P

A

Mitch McKay

P

 

P

P

P

Patricia Johnson

P

 

P

P

P

Graeme Cook

P

 

A

X

P

Deborah Hoffman

P

 

P

P

P

Noel Hoffman

P

 

A

P

A

Chantelle Dagger

A

 

P

P

P

Louise Gibbs (Resigned)

 

 

 

 

 

Non-voting

 

 

 

 

 

Julie Priest – Acting Group Manager Community Development

P

 

P

P

P

Jenny Mead - Corporate Events Coordinator

P

 

P

A

P

 

Member

15/08/13

 

 

 

 

 

Clr Peter Besseling (Mayor)

P

 

 

 

 

 

Clr Trevor Sargeant (Deputy Mayor)

P

 

 

 

 

 

Bruce Hardy

A

 

 

 

 

 

Brian Peel

A

 

 

 

 

 

Mitch McKay

P

 

 

 

 

 

Patricia Johnson

P

 

 

 

 

 

Graeme Cook

A

 

 

 

 

 

Deborah Hoffman

P

 

 

 

 

 

Noel Hoffman

A

 

 

 

 

 

Chantelle Dagger

A

 

 

 

 

 

 

 

 

 

 

 

 

Non-voting

 

 

 

 

 

 

Lucilla Marshall – Group Manager Community Development

P

 

 

 

 

 

Jenny Mead - Corporate Events Coordinator

P

 

 

 

 

 

 

Key: P =  Present

         A  =  Absent With Apology

         =  Absent Without Apology

        

 

 


Port Macquarie-Handa Sister City Sub-Committee Meeting

Thursday, 21 November 2013

 

Items of Business

 

Item       Subject                                                                                                      Page

 

01           Acknowledgement of Country............................................................................ 1

02           Apologies......................................................................................................... 1

03           Confirmation of Minutes.................................................................................... 1

04           Disclosures of Interest....................................................................................... 6

05           Business Arising from Previous Minutes........................................................... 10

06           Proposed visit to Port Macquarie by Mayor of Handa City Council to mark the 25th Anniversary of the Sister City Agreement between Port Macquarie-Hastings Council and Handa City Council, Japan ...................................................................................................................... 11

07           Next Meeting .................................................................................................. 12  

08           General Business

 


AGENDA      Description: Governance Strap.jpgPort Macquarie-Handa Sister City Sub-Committee      21/11/2013

Item:          01

Subject:     ACKNOWLEDGEMENT OF COUNTRY

 

"I acknowledge that we are gathered on Birpai Land. I pay respect to the Birpai Elders both past and present. I also extend that respect to all other Aboriginal and Torres Strait Islander people present."

 

 

Item:          02

Subject:     APOLOGIES

 

RECOMMENDATION

That the apologies received be accepted.

 

 

Item:          03

Subject:     CONFIRMATION OF PREVIOUS MINUTES

Recommendation

That the Minutes of the Port Macquarie-Handa Sister City Sub-Committee Meeting held on 15 August 2013 be confirmed.

 


pmhc_logo_VER_smallMINUTES                                                                         Port Macquarie-Handa Sister City

                                                                                                          Sub-Committee Meeting

                                                                                                                                  15/08/2013

 

 

 

PRESENT

 

Members:

Mayor Peter Besseling - Chairman

Councillor Trevor Sergeant

Community Representative - Mitch McKay

Community Representative - Patricia Johnson OAM

Community Representative - Deborah Hoffman

 

Other Attendees:

PMHC Group Manager Community Services - Lucilla Marshall

PMHC Corporate Events Coordinator - Jenny Mead

Observer - Corbi Wentzell

 

 

The meeting opened at 4.39pm.

 

 

01       ACKNOWLEDGEMENT OF COUNTRY

The Acknowledgement of Country was delivered.

 

02       APOLOGIES

 

CONSENSUS :

 

That the apologies from  Bruce Hardy,  Graeme Cook,  Noel Hoffman,  Chantelle Dagger

and Brian Peel be noted and accepted.

 

 

03       CONFIRMATION OF MINUTES

CONSENSUS:

That the Minutes of the Port Macquarie-Handa Sister City Sub-Committee Meeting held on 18 July 2013 be confirmed.

 

04      DISCLOSURES OF INTEREST

 

There were no disclosures of interest presented.

 

05       BUSINESS ARISING FROM PREVIOUS MINUTES

 

CONSENSUS :

That :

1.         The Sub-Committee note the information outlined in the report Item 05 Business Arising from Previous Minutes - 18/07/2013.

2.         Item 09 Expressions of Interest from 13/06/2013 meeting be held over with an update to be provided at the next meeting of the Port Macquarie-Handa Sister City Sub-Committee.

 

 

06       2013 Study Tour Debrief

Discussion took place with the Sub-Committee members present agreeing that the 2013 Study Tour was a great success.  The Sub-Committee was advised that to date, one Host Family Feedback form had been received and that once all responses are in, the information will be collated and details forwarded via email to all Sub-Committee members.

CONSENSUS:

 

That:

1.         The Sub-Committee note the information detailed in the 2013 Study Tour Debrief report.

2.         17 copies be made of the powerpoint presentation shown at the Farewell Function, and be forwarded to Handa Higashi Senior High School for distribution to all the students and teachers who participated in this year’s Study Tour. One copy to be retained by Handa Higashi Senior High School.

3.         10 Copies be made of the powerpoint presentation shown at the Farewell Function,  and be forwarded to MacKillop Senior College Campus for distribution to all the students/host families who kindly hosted the visiting students from Handa. One copy to be retained by MacKillop Senior College Campus.

4.         Additional copies be made of the powerpoint presentation shown at the Farewell Function for distribution to members of the Port Macquarie-Handa Sister City Sub-Committee.

5.         For next year and future Study Tours that, in lieu of the hard copy Host Family Feedback Form previously used, an online form/survey be created with the link to such form/survey being forwarded to host families.

6.         PMHC branded USB sticks be purchased for participants of future study tours.

 


 

 

07       2013 Study Tour Finance Report

Discussion took place regarding the upcoming 25th Anniversary of the Port Macquarie-Handa Sister City Agreement which takes place in 2015. Patricia Johnson OAM advised that the Handa Brass Band is planning to visit Port Macquarie during the 25th Anniversary year, and that the Mayor from Handa City Council has verbally advised that he and his entourage intend to travel to Port Macquarie at the same time.

CONSENSUS:

That:

1.         The Sub-Committee note the information provided in the 2013 Study Tour Finance Report.

2.         That a report to Council be prepared recommending that the monies remaining in the Handa Sister-City Budget Allocation for 2013/2014 be placed as a Restricted Asset to assist with the additional expenses expected during 2015 which marks the 25th Anniversary of the Port Macquarie-Handa Sister-City Agreement.

 

 


08       2014 Proposed Host School

Discussion took place regarding the summary of host schools listed in the report.

CONSENSUS:

 

That:

1.         The Sub-Committee note the information provided in the 2014 Proposed Host School report.

2.         A letter be prepared for the Mayor’s signature extending an invitation to the Principal of The Heritage Christian School - Port Macquarie to host the 2014 Study Tour group from Handa Higashi Senior High School, Japan.

 

 

09       Expressions of Interest

A welcome and thank you was extended to Ms Corbi Wentzell for attending today’s meeting. 

CONSENSUS:

 

That the Sub-Committee note the information contained in the Expressions of Interest report.

 

 

10       Next Meeting

Suggestion put forward by Patricia Johnson OAM that another meeting be held in November 2013 to commence the planning for the upcoming 25th Anniversary of the Port Macquarie-Handa Sister City Agreement which occurs in 2015.

CONSENSUS:

 

That the Sub-Committee members meet in November 2013 to discuss the 25th Anniversary of the Port Macquarie-Handa Sister City Agreement which in occurs in 2015. Once a date has been determined, all Sub-Committee members be forwarded an electronic meeting invite via Outlook.

 

 

11       GENERAL BUSINESS

11.01     Handa Brass Band Visit:

Patricia Johnson OAM expanded on the advice provided earlier at the meeting that it is anticipated that approximately 75 members of the Handa Brass Band (to be hosted by the Koala Orchestra) are proposing to visit Port Macquarie in 2015.

 

 

 

The meeting closed at 5.23pm.

 

 

 

 

 


AGENDA      Description: Governance Strap.jpgPort Macquarie-Handa Sister City Sub-Committee      21/11/2013

Item:          04

Subject:     DISCLOSURES OF INTEREST

 

RECOMMENDATION

 

That Disclosures of Interest be presented

 

DISCLOSURE OF INTEREST DECLARATION

 

 

Name of Meeting:     ………………………………………………………………………..

 

Meeting Date:           ………………………………………………………………………..

 

Item Number:            ………………………………………………………………………..

 

Subject:                      ………………………………………………………………………..

                                    …………………………………………………….……………...…..

 

 

I, ..................................................................................... declare the following interest:

 

 

        Pecuniary:

              Take no part in the consideration and voting and be out of sight of the meeting.

 

 

        Non-Pecuniary - Significant Interest:

              Take no part in the consideration and voting and be out of sight of the meeting.

 

        Non-Pecuniary - Less than Significant Interest:

              May participate in consideration and voting.

 

 

For the reason that:  ....................................................................................................

 

.......................................................................................................................................

 

 

 

Signed:  .........................................................................  Date:  ..................................

 

 

Growth Bar b&w(Further explanation is provided on the next page)


 

Further Explanation

(Local Government Act and Code of Conduct)

 

A conflict of interest exists where a reasonable and informed person would perceive that a Council official could be influenced by a private interest when carrying out their public duty. Interests can be of two types: pecuniary or non-pecuniary.

 

All interests, whether pecuniary or non-pecuniary are required to be fully disclosed and in writing.

 

Pecuniary Interest

 

A pecuniary interest is an interest that a Council official has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the Council official. (section 442)

 

A Council official will also be taken to have a pecuniary interest in a matter if that Council official’s spouse or de facto partner or a relative of the Council official or a partner or employer of the Council official, or a company or other body of which the Council official, or a nominee, partner or employer of the Council official is a member, has a pecuniary interest in the matter. (section 443)

 

The Council official must not take part in the consideration or voting on the matter and leave and be out of sight of the meeting. (section 451)

 

Non-Pecuniary

 

A non-pecuniary interest is an interest that is private or personal that the Council official has that does not amount to a pecuniary interest as defined in the Act.

 

Non-pecuniary interests commonly arise out of family, or personal relationships, or involvement in sporting, social or other cultural groups and associations and may include an interest of a financial nature.

 

The political views of a Councillor do not constitute a private interest.

 

The management of a non-pecuniary interest will depend on whether or not it is significant.

 

Non Pecuniary – Significant Interest

 

As a general rule, a non-pecuniary conflict of interest will be significant where a matter does not raise a pecuniary interest, but it involves:

(a)   A relationship between a Council official and another person that is particularly close, for example, parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child of the Council official or of the Council official’s spouse, current or former spouse or partner, de facto or other person living in the same household.

(b)   Other relationships that are particularly close, such as friendships and business relationships. Closeness is defined by the nature of the friendship or business relationship, the frequency of contact and the duration of the friendship or relationship.

(c)   An affiliation between a Council official an organisation, sporting body, club, corporation or association that is particularly strong.

 

If a Council official declares a non-pecuniary significant interest it must be managed in one of two ways:

1.     Remove the source of the conflict, by relinquishing or divesting the interest that creates the conflict, or reallocating the conflicting duties to another Council official.

2.     Have no involvement in the matter, by taking no part in the consideration or voting on the matter and leave and be out of sight of the meeting, as if the provisions in section 451(2) apply.

 

Non Pecuniary – Less than Significant Interest

 

If a Council official has declared a non-pecuniary less than significant interest and it does not require further action, they must provide an explanation of why they consider that the conflict does not require further action in the circumstances.

SPECIAL DISCLOSURE OF PECUNIARY INTEREST DECLARATION

 

 

By

[insert full name of councillor]

 

 

In the matter of

[insert name of environmental planning instrument]

 

 

Which is to be considered at a meeting of the

[insert name of meeting]

 

 

Held on

[insert date of meeting]

 

 

PECUNIARY INTEREST

 

 

Address of land in which councillor or an  associated person, company or body has a proprietary interest (the identified land)i

 

 

Relationship of identified land to councillor

[Tick or cross one box.]

 

Councillor has interest in the land (e.g. is owner or has other interest arising out of a mortgage, lease trust, option or contract, or otherwise).

 

Associated person of councillor has interest in the land.

 

Associated company or body of councillor has interest in the land.

 

MATTER GIVING RISE TO PECUNIARY INTEREST

 

 

Nature of land that is subject to a change

in zone/planning control by proposed

LEP (the subject land iii

[Tick or cross one box]

 

The identified land.

 

Land that adjoins or is adjacent to or is in proximity to the identified land.

Current zone/planning control

[Insert name of current planning instrument and identify relevant zone/planning control applying to the subject land]

 

Proposed change of zone/planning control

[Insert name of proposed LEP and identify proposed change of zone/planning control applying to the subject land]

 

Effect of proposed change of zone/planning control on councillor

[Tick or cross one box]

 

Appreciable financial gain.

 

Appreciable financial loss.

 

 

 

 

 

Councillor’s Signature:  ……………………………….   Date:  ………………..


 

 

Important Information

 

This information is being collected for the purpose of making a special disclosure of pecuniary interests under sections 451 (4) and (5) of the Local Government Act 1993.  You must not make a special disclosure that you know or ought reasonably to know is false or misleading in a material particular.  Complaints made about contraventions of these requirements may be referred by the Director-General to the Local Government Pecuniary Interest and Disciplinary Tribunal.

 

This form must be completed by you before the commencement of the council or council committee meeting in respect of which the special disclosure is being made.   The completed form must be tabled at the meeting.  Everyone is entitled to inspect it.  The special disclosure must be recorded in the minutes of the meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

i.   Section 443 (1) of the Local Government Act 1993 provides that you may have a pecuniary interest in a matter because of the pecuniary interest of your spouse or your de facto partner or your relativeiv or because your business partner or employer has a pecuniary interest. You may also have a pecuniary interest in a matter because you, your nominee, your business partner or your employer is a member of a company or other body that has a pecuniary interest in the matter.

ii.  Section 442 of the Local Government Act 1993 provides that a pecuniary interest is an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person. A person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to the matter or if the interest is of a kind specified in section 448 of that Act (for example, an interest as an elector or as a ratepayer or person liable to pay a charge).

iii.   A pecuniary interest may arise by way of a change of permissible use of land adjoining, adjacent to or in proximity to land in which a councillor or a person, company or body referred to in section 443 (1) (b) or (c) of the Local Government Act 1993 has a proprietary interest—see section 448 (g) (ii) of the Local Government Act 1993.

iv.   Relative is defined by the Local Government Act 1993 as meaning your, your spouse’s or your de facto partner’s parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child and the spouse or de facto partner of any of those persons.

 

 


AGENDA      Description: Governance Strap.jpgPort Macquarie-Handa Sister City Sub-Committee      21/11/2013

Item:          05

Subject:     BUSINESS ARISING FROM PREVIOUS MINUTES

 

Nil.

 


AGENDA      Description: Governance Strap.jpgPort Macquarie-Handa Sister City Sub-Committee      21/11/2013

 

 

Item:          06

 

Subject:     Proposed visit to Port Macquarie by Mayor of Handa City Council to mark the 25th Anniversary of the Sister City Agreement between Port Macquarie-Hastings Council and Handa City Council, Japan

Presented by:  Community & Organisational Development, Lesley Atkinson

 

 

 

 

 

RECOMMENDATION

 

That the Port Macquarie-Hastings Handa Sister City Sub-Committee consider the information received to date regarding the proposed visit by the Mayor of Handa City Council to mark the 25th Anniversary of the signing of the Sister City Agreement.

 

 

Discussion

 

Verbal advice has been received that the Mayor of Handa City Council and his entourage are intending to visit Port Macquarie-Hastings Council in 2015 to celebrate the 25th Anniversary of the signing of the Sister City Agreement between Port Macquarie Hastings Council and Handa City Council, Japan.

 

 

Attachments

 

Nil

 


AGENDA      Description: Governance Strap.jpgPort Macquarie-Handa Sister City Sub-Committee      21/11/2013

 

 

Item:          07

 

Subject:     Next Meeting

Presented by:  Community & Organisational Development, Lesley Atkinson

 

 

 

 

 

RECOMMENDATION

 

That the Sub-Committee members note that the next meeting of the PMH-Handa Sister City Sub-Committee will be held on 7 March 2014.

 

Discussion

 

That the Handa Sister City Sub-Committee members note the date of the first meeting for 2014 being the 7 March 2014. The meeting to be held in the ground floor Function Room at Council commencing at 4.30pm. 

 

 

 

Attachments

 

Nil