Horsham Rural City Council debates over updated committee policy framework

The Horsham Rural City Council has adopted the latest framework for Community Reference Groups and Advisory Committees.

The recommendations covered the Committee Policy Framework and Structure with Terms of Reference templates for Community Reference Groups and Advisory Committees.

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They were as follows:

Councillor Power, who moved the motion, said he was glad to see the flexible framework.

"I believe this to be fluid and that over the next 12 months that will either see this work or not work," he said.

"And we can, after the 12 months, actually size it up and work out what is best for our community committees."

During the debate, concerns were brought up over councils presence in committee meetings.

Cr Ross brought forward an amendment to give councillors the option to attend committee meetings in an ex-officio capacity.

"So councillors can attend, not in a participatory role but to listen and understand," Cr Ross said.

"I believe it's very, very important that councillors be able to listen to community as they develop their ideas and bring them forward to council whether it be a CRG, advisory group or user group."

Councillor Di Bell argued it was for informed decision making.

"I believe that by being involved and connecting that we have a broader information gathering manner with our whole community," she said.

"We are required to be fully informed to make decisions in the chamber."

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Cr Bell said councillors often do not get all the necessary information to make decisions.

"Just being there to listen doesn't give me a bias but makes me more informed," she said.

Councillor Penny Flynn argued that being in the room for committees would change the dynamic, and councils role is more strategic, and these meetings are often operational.

"I'm not comfortable with this," she said.

"My role as a councillor is not operational, it's to make strategic decision, and I feel if I go and attend some of those meetings, I would be conflicted. I wouldn't be able to make a decision with a clear and open mind.

"We have lots of opportunities to engage with our community in many and varied ways."

The Terms of Reference state: "Councillors may attend the Advisory Committees as observers."

Councillor Robyn Gulline said she had concerns about having a councillor in the room for committee meetings.

"We included that councillors may attend and included a provision that each of the advisory committees will have the opportunity to come and speak to all of us in one room," she said.

"The nature of a councillor sitting in the room that changes the dynamics of that advisory committee."

"We're providing them the opportunity to speak to us as a group so we (councillors) aren't influencing."

The council report stated that changes to the Victorian Local Government Act allowed review committee structures within Victorian LGAs.

These changes to the LG Act 2020 required Council to review its current committee structures to ensure Council is operating in accordance with the legislation.

This was timely because Council's current committee structure had evolved without regular review leading to a broad and inconsistent suite of committees established under the powers of Council.

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