INDUCTION PROGRAM

Elected Members Induction Framework

Following the Local Government elections in October 2015, the Interim CEO / CEO is required to induct the newly elected members as soon as possible. Local Governments operate in a highly complex and diversified environment therefore it is essential that elected members understand their role and responsibilities, key issues and the operations of the Local Government.

The Department of Local Government and Communities (DLGC) provides information to assist local governments with the development and implementation of the elected member induction process with many local governments currently implementing a well documented and effective induction program.

The reform process however will inevitably have an impact on current elected member induction frameworks which will now require a full review. Below is a best practice guide developed by the City of Joondalup that outlines a comprehensive induction program that is reviewed bi-annually by the CEO and the governance business unit. The following guide can be modified to deliver the induction program for the Commissioner.

To support the implementation of the induction program, the City of Joondalup has developed strategies to ensure the effectiveness and relevance of their induction program is maintained at the highest of levels.

These strategies include:

  • The induction program is prioritised with no other council meetings scheduled during the induction phase (approximately 3 weeks).
  • The induction program is supported by a comprehensive Elected Members Induction Manual and Elected Members Welcome Pack.
  • The program is reviewed bi-annually and customised to suit the make-up of the newly elected Council.
  • Executive staff are allocated to elected members new to Local Government to support them through the induction process.
  • Capable guest speakers (current and previous elected members from Local Government, business professionals etc) present on specific topics and share their experiences.
  • A mock Council meeting is undertaken.
  • Elected members are surveyed after the induction program to seek feedback on the process, their learnings and to identify areas for improvement.
  • Detailed briefing papers are developed specifically to outline major projects and services.

Example of Elected Members’ Welcome Pack*

  • Welcome message for the CEO
  • Outline of elected member induction program
  • Swearing-In Ceremony

Election of Mayor / Deputy[JB1] Mayor

Appointments to Regional Councils and WALGA North Metro Zone and the appointments process

Appointments to the City’s Art Collection and Advisory Committee

  • Car parking and access to the Civic Centre
  • Personal information and contact details
  • Declaration of electoral gifts

Example of Elected members’ Induction Manual*

Message from the Chief Executive Officer

PART 1 – General overview of the City of Joondalup

  • Joondalup emblem
  • Key City statistics
  • Events, activities and promotions
  • City of Joondalup ward structure

PART 2 – Governance

  • Overview
  • Good governance in Local Government
  • Good governance at the City

PART 3 – Roles and working relationships

  • The role of Local Government

-Majority rule versus good governance

  • The role of Council
  • The role of the Mayor and Deputy Mayor

-The Mayor

-Deputy Mayor

  • The role of Councillors
  • The role of the CEO and the organisation
  • Working relationships

-Working relationships with other elected members

-Working relationships with employees

PART 4 – Elected member responsibilities

  • Local Government (Rules of Conduct) Regulations 2007
  • City of Joondalup Code of Conduct
  • Corruption and Crime Commission (CCC)

-Overview

-Definition of ‘misconduct’

-Obligations to report misconduct

  • Conflicts of interest
  • Primary Returns and Annual Returns
  • Receiving gifts and disclosure
  • Recordkeeping and freedom of information (FOI)
  • Access to information and confidentiality

-Access and use of confidential information

-Access to other information

  • Protection from liability
  • Comments to the media
  • Social media platforms
  • Representation on external organisational board and working groups
  • Appropriate use of City property and equipment
  • Civic function, receptions and events
  • Dress standards
  • Alcohol consumption and responsible service of alcohol, Smoking

PART 5 – Elected members entitlements and support

  • Overview
  • Meeting fees and allowance

-Mayor and Deputy Mayor annual Allowance

-Meeting attendance fee

-Information and Communication Technology (ICT) allowance

  • Reimbursement of specified expenses

-Motor vehicle and bicycle travel expenses

-Child care expenses

-Office furniture / equipment expenses

-Other specific expenses

  • Issues equipment and stationery
  • Use of on-line services and computer equipment
  • Conference allowance and attendance
  • WALGA training and development

-Diploma in Local Government (Elected Member)

  • Access to the Civic Centre and use of facilities

-Civic Centre building

-Access and parking

-Office facilities and secretarial support

  • Friday bag delivery
  • Access to corporate documents

-Elected member portal (Mobile Echo)

  • Customer requests, complaints and compliments
  • Elected member dining, meals and refreshments
  • Friday evening dinners
  • Insurance

PART 6 – Decision-making

  • Decision-making process
  • Meetings

-Council meetings

-Special council meetings

-Committee meetings

-Strategy sessions and Briefing sessions

-Meeting schedule

  • Other meetings

-Annual General Meeting of Electors

-Special electors’ meetings

-Workshops

-Working groups and reference groups

  • Meeting procedures and quorum for meetings
  • Apologies and leave of absence
  • Agenda and Minutes
  • Disclose of conflicts of interests
  • Motions
  • Voting
  • Public participation at meetings
  • Petitions

PART 7 – Corporate direction and management

  • Strategic Community Plan
  • Corporate Business plan
  • Expenditure and Annual Budgeting
  • Appropriate expenditure of public funds
  • Request for works by elected members
  • Budget review
  • Financial management and reporting
  • 20 year Strategic Financial Plan
  • Annual report
  • Local laws
  • Policies
  • Compliance auditing and statutory reporting

PART 8 – City Services and operations

-After hours service

PART 9 – Industry bodies and supporting local government

  • The Department of Local Government and Communities
  • Australian Local Government Association (ALGA)
  • Australian Local Government Woman’s Association (ALGWA)
  • Western Australia Local Government Association (WALGA)
  • Local Government Managers Australia (LGMA)
  • Australian Centre of Excellence for Local Government (ACELG)
  • UTS: Centre for Local government

PART 10 - The History of the City

1

[JB1]If popularly elected