Evidence of need

· Even after the appointment of a new CEO in 2022 and after six months of supervision by a State Government Advisor at ratepayers’ expense in 2023, your Council is shifting away from Transparency. It recently reduced its public meetings from one per fortnight to one monthly open to the media and public.

· Your council has demonstrated it wants to keep you in the dark, despite its Customer Charter that says, “We will be honest and transparent with you, ... we won’t hide facts from you or keep you in the dark.” This is untruthful, and the evidence is clear. Council words are not matched by its actions.

· Council now has more secret briefings than it ever had with its new portfolio meetings between councillors and management, and you don’t know what is spoken or decided in those meetings. It’s shameful.

· Secret briefings hidden from the media and public open the door to corruption, waste, influence, cover-ups, and inefficiency.

· The existing councillors have agreed to give the CEO extraordinary powers to make decisions on almost any issue, with few limitations and virtually no requirements to report on how the delegations are used. Councillors can legally be kept in the dark on what is occurring; his/her decisions only go to Council meetings for ratification, as he chooses to do this. This opens the door to favouritism waste and circumvents the need even to have Councillors making decisions.

· Council has a Policy called “Management of Confidential Information” and a Procedure called “Management of information of Council by Councillors”. It is draconian and effectively gags councillors from speaking about anything that hasn’t been considered in an Ordinary Meeting of Council (now held monthly), which means all the confidential briefings and discussions Council have with Officers about their portfolios, which is 95% of everything they discuss. 

· I am unable to properly determine the degree of policing and monitoring of email traffic between elected councillors, their constituents and staff. I am certain that a certain amount of it exists as does the general policing by bureaucrats of constituents communication with their member. Not only does it enhance the strength of secrecy but it acts as a severe restriction on members to adequately and properly preform their duty.

· The council Administration recommendations voted in favour by existing councillors believe it can set its own rules contrary to the Local Government Act regarding information being kept secret. I refer to the Council’s Standing Orders, policy, and procedures. For instance, they have ignored the provisions of the local government regulations, which specifically say when information going to Council meetings must be in open session and when it can be deemed confidential. The Council has even ignored the council watchdog Department of Local Government, which says it cannot do this.

· The State Government has advised the council that it is unnecessary to have a confidentiality policy, as the local government act sets out what is confidential information and what is not, but it continues to have one. We can understand why.

· The Councillors are not allowed to talk to constituents about anything unless it has been published on the council website.

· The annual budget and all relating financial documentation provides little or no detail of how, when, where, why our money is spent and who spends it i.e. consultants, contractors or staff. Cost benefit analysis before it is spent and an accounting assessment of the objectives of the analysis fulfilled after the expenditure are not provided.

Solution

· The basic premise to solving the problems identified above simply rests with a will to do it on the part of the mayor and councillors and staff should follow that direction designed to eliminate the secrecy and closed-door approaches that exist today.

· Obtain a full assessment of the interference by bureaucrats of councillors. A similar assessment of the communication between ratepayers and bureaucrats.

· Training for all staff and Executive Managers, CEO and Councillors in the values of Transparency and open decision-making.

· Report to Council quarterly on positive steps taken to educate staff and actions taken to promote transparency.

· Promote a culture of transparency and Open decision-making.

· Appoint a qualified and experienced Customer Service Manager with responsibilities across the whole organisation to develop meaningful Key performance indicators (KPIs) and meaningful customer engagement and development of relevant performance data to benchmark customer satisfaction.

· Rescind the Confidentiality of Information Policy and procedures and revert to the Local Government Act in accordance with the States’ advice to the Council.

· Establish the following committees: Finance, Executive & Administration Committee, Sub-Division & Town Planning Committee, Works Committee (including Capital & Operational), Asset Management Committee and lastly a Budget & Performance Review Committee. All 5 committees will be open to the public and media excepting where common sense negotiations and business confidentiality are required in accordance with the Local Govt. Act.

· Amend the Standing Orders to allow discussion in Council Meetings.

· Introduce new standards and procedures for the examination of Councillor emails and report to Council regularly on who has accessed third-party emails and the reasons on a quarterly basis.

· Ensure that the CEO’s annual Performance plan contains valid organisation Customer satisfaction targets linked to his/her performance contract.

· Ensure all Executive managers and Managers have departmental customer service standard KPIs to meet in annual performance plans.

· Review all delegations, ensuring that Councillors become the decision makers on matters that affect the budget, operational plans, all town planning subdivisions, Impact assessable developments, Minor change applications and compliance action where Town planning conditions or approvals have not been obtained or met.

To get in touch, please send me an email or call me, and let’s talk about The Scenic Rim, it’s YOUR council.

contact@tomsharp.com.au
www.tomsharp.com.au