KEY DOCUMENTS CHECKLIST
As part of the Promoting Better Practice Review, to support the self-assessment checklist (excel spreadsheet), we ask Council to complete a simple checklist identifying key plans, policies and other documents and how they can be accessed.
The Government Information (Public Access) Act 2009 (NSW) requires local councils to proactively release a range of information on their websites and in other accessible formats, while providing appropriate protection for individual’s privacy. Consistent with the commitment to provide open access to information, many of the documents the review team and the council will examine as part of the reviewprocess should be available on Council’s website.Other policies and information relating to matters such as employment should be available council’s intranet.
DOCUMENTS CONSIDERED PRIOR TO THE REVIEW
Name of document / Access to documentWebsite
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
Strategic
Community Strategic Plan (or other strategic plans adopted or being developed by Council)
Governance
Delivery Program
Last two quarterly reviews/reports to Council
Latest Annual Report
Name of document / Access to document
Website
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
Organisational structure chart
Copy of Council and committee meeting business papers and minutes for the last three months
Code of meeting practice
Council report concerning the latest review the organisation structure and any associated documentation such as consultant’s reports
Name of document / Access to document
Website
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
List of councillors’ names and contact details
Section 252 (expenses/facilities) policy
Code of Conduct
Copies of councillors’ and General Manager’s section 449 returns (PI returns)
Register of policy documents
Complaints handling policy
Any complaints data compiled by Council
Guarantee of service or statement of service standards.
Regulatory functions
Sample DA notification letters/Example of Notification Practices
Any enforcement/compliance policies and procedures
DA processing performance reports
On-site sewage management strategy
Finance and Asset Management
Long-term financial plan or strategy
Asset Management Policy, Strategy and Plan/s, (including Asset Disposal Policy)
Last quarterly financial report
Interim audit report (if any)
Most recent audit report including auditor’s management letter/report (if any)
Procurement Policy and/or guidelines
Sample Plan(s) of Management for community land which the Council is responsible for
Name of document / Access to document
Website
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
Community and consultation
Community Engagement Strategy
Most recent Social and Community Plan (if any)
Outcomes of any customer satisfaction surveys or reports (sample survey and analysis of responses)
Evidence of service level consultation in relation to Council’s assets
Workforce relations
Workforce Management Plan/Strategy
Details of any employee surveys
Grievance handling policy and procedure
EEO Management Plan
Policy on secondary employment
Staff Selection Policy and Procedures
OH&S policy
DOCUMENTS CONSIDERED ONSITE
Name of document / Access to documentWebsite
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
Strategic
Community comments on final draft of Community Strategic Plan
Governance
Community comments on most recent Delivery Program
Protocols for the use of communication devices
Section 449 (pecuniary interest declaration) returns register
Register of delegations
Gifts and Benefits register
Protected Disclosures Internal Reporting Policy
Regulatory functions
Examples of current DCP/s
Sample Section 94 plan/s and contributions register
Examples of DA forms and checklists
Examples of companion animals educational and promotional material
Register of graffiti removal
On-site sewage management register
Finance and asset management
Investment policy
Rates Hardship policy
Debt collection policy
Sample business plan for Council business
Land register
Register of leases and licences for use of public land
Name of document / Access to document
Website
**If yes, please insert URL link / Intranet / Hard copy only / Onsite / Council does not have this document / Comments
**Indicate Y/N. If yes, please provide electronic version to DLG
Community and consultation
Community Directory
Economic development plan
Cultural plan
Community Newsletters – three most recent
Workforce relations
Human Resources Policy and Practices Manual
Records of senior staff performance reviews
Promoting Better Practice Review Program – Office of Local Government