30 November 2012









Dear Councillor/Sir/Madam


You are invited to attend an ABORIGINAL CONSULTATIVE COMMITTEE of Ashfield Council, to be held on Level 6, Civic Centre, 260 Liverpool Road, Ashfield on THURSDAY  6 DECEMBER 2012 at 4:30 PM.














Aboriginal Consultative Committee - 6 December 2012




1.               Opening


2.               Acknowledgement of Local Aboriginal Community


3.               Apologies/Request for Leave of Absence


4.               Disclosures Of Interest


Disclosures to be made by any Councillors who have a pecuniary / non-pecuniary interest in respect of matters that are before the Committee at this meeting.



5.               Confirmation of Minutes of Committee


Aboriginal Consultative Committee - 25/10/2012


6.               Staff Reports







7.               Verbal Reports


              i)     Update on second gateway site at corner of Liverpool Road and Frederick Street


              ii)    Update on proposed tree trunk art work in Ashfield Park


8.               General Business



9.               Close



Ashfield Council – Report to Aboriginal Consultative Committee held on Thursday 06 December 2012                                                                                                                                                  ACC6.1

Subject                            ABORIGINAL EMPLOYMENT FRAMEWORK


File Ref                            Community>Aboriginal Issues


Prepared by                   Charmian King - Manager Workplace Relations       



Reasons                          To provide background to the Aboriginal Employment Program Framework that is presented with this report.


Objective                         To ensure Council has a robust and consistent targeted Aboriginal recruitment process



Overview of Report
Council staff have developed an Aboriginal Employment Program Framework to support the Aboriginal Employment and Retention Strategy provided for in the Reconciliation Action Plan and the Equal Employment Opportunity Plan. 





Council’s adopted Reconciliation Action Plan 2010-2012 provides for a number of actions. Item 21 relates to the employment of targeted Aboriginal staff, and specifically states:

Develop an Aboriginal Employment & Retention Strategy that includes specific employment targets & incorporates the Elsa Dixon Employment Program.


In 2011/12 Council’s Equal Employment Opportunity Plan was updated and adopted by Council. This plan provides for the following identified employment targets relevant to the Reconciliation Action Plan, and which mirror the current NSW Government targets.


 Opportunity Group Identified

NSW Government

Ashfield Council Current

Ashfield Council 4 year Target

Aboriginal people and Torres Strait Islanders






In response to these two Plans, an Aboriginal Employment Program Framework has been established to capture the roles, responsibilities, commitments and processes to ensure the actions in these Plans are achieved.


This Framework identifies:

-     the process of formal and regular identification of positions which can be targeted for people identifying as Aboriginal

-     the benefits of external specialist partners throughout the recruitment process

-     the types of supported employment that can be offered

-     the recruitment process responsibilities

-     the induction process responsibilities

-     the mentoring process responsibilities


Over the past 12 months two aboriginal staff have been successfully recruited through a targeted employment program. The staff in these positions are employed in the operational areas of Civil Works, and Parks and Trees.


Financial Implications

No additional funding implications - funded within existing budgets.


Other Staff Comments

The draft framework has been put together with assistance of Aboriginal staff representatives on the Aboriginal Consultative Committee and has been discussed by the Aboriginal Consultative sub-committee. 


Public Consultation

Not required



The benefits of providing a targeted employment program for people who identify as being Aboriginal are that Council continues to provide a positive leadership role to local business and the community, and ensures our diverse workforce continues to benefit from staff employed from a wide variety of cultural backgrounds. The framework will ensure we are undertaking this targeted program in a consistent and transparent manner.





Attachment 1View

Aboriginal Employment Framework

6 Pages






That the Aboriginal Consultative Committee note the Aboriginal Employment Framework.










Nellette Kettle

Director Corporate & Community Services





Attachment 1


Aboriginal Employment Framework


Ashfield Council – Report to Aboriginal Consultative Committee held on Thursday 06 December 2012                                                                                                                                                  ACC6.2



File Ref                            CP


Prepared by                   Anthia Hart - Community Development Worker - Arts, Culture & Recreation       



Reasons                          To provide information to the Aboriginal Consultative Committee


Objective                         To obtain feedback from the Aboriginal Consultative Committee




Overview of Report

The purpose of this report is to provide an update of the implementation of various actions within Council’s Reconciliation Action Plan. 






Employment Pathways - Elsa Dixon Employment Program:


As previously reported, Ashfield Council was approved funding of $3,910.00 under the Elsa Dixon Aboriginal Employment Program, Graduate Work Experience Element.  The amount represents 65% of the base salary to support an Aboriginal Community Development Officer - Grade T6 with Ashfield Council.  The funding covers a work experience placement for up to 12 weeks.  An anticipated total cost would be $6,016, therefore Council would make a contribution of $2,105.10.


The placement will offer the opportunity for an Aboriginal student to work within a  professional local Council setting. The student will work with Council community development workers, undertake interagency liaison, develop an understanding of project planning and evaluation & participate in community consultation.


There will be opportunities to apply skills in project promotion through both the electronic and print media. At all stages the placement will encourage the person to initiate and foster links with Aboriginal people and organizations, both locally and across the region.

The person will be supervised by the Team Leader of Community Programs and Services in liaison with Council’s Aboriginal Cultural Worker. This will be achieved through weekly supervision, support and guidance sessions.


A suitable candidate has been interviewed and it is expected that the placement will commence on the 3rd December 2012.


Sister Community Program – Memorandum of Understanding with Peak Hill Aboriginal Community Working Party and Parkes Shire Council.


Council at its meeting of 24th May 2011, adopted the following recommendation from the Aboriginal Consultative Committee:


That the General Manager pursue discussions with Parkes Shire Council with a view to establishing a Sister Community relationship with the Aboriginal community of Peak Hill.


In April 2012, a delegation including the Mayor at the time, Councillor Lyall Kennedy and members of the Aboriginal Consultative Committee, Mr Peter Cross and Ms Patricia Blackman travelled to Parkes and Peak Hill to investigate ‘sister community’ opportunities with the Peak Hill Aboriginal community.


Council is in the process of formalising the ‘sister community’ relationship.  A copy of the Memorandum of Understanding is attached.


Terms of Reference

At the 25 October 2012 meeting of the Aboriginal Consultative Committee the following recommendation was made:


That the Committee provide feedback and comment on the Draft Terms of Reference at the next meeting to be held on Thursday 6 December 2012


A copy of the draft Terms of Reference is attached.


Financial Implications

No financial implications beyond existing budget allocations.


Other Staff Comments



Public Consultation

Consultation is through the Aboriginal Consultative Committee.



Council has progressed the Elsa Dixon Employment and the Sister Community initiatives.  Feedback and comment from the Committee will assist in the development of the Terms of Reference document.




Attachment 1View


1 Page


Attachment 2View

Draft Terms of Reference

8 Pages






That the Committee note the information in this report.










Nellette Kettle

Director Corporate & Community Services





Attachment 1






Memorandum of Understanding


Ashfield Council and Peak Hill Aboriginal Community Working Party

Ashfield Council, 260 Liverpool Road Ashfield New South Wales 2131 and Peak Hill Aboriginal Community Working Party, PO Box 42 Peak Hill New South Wales, 2869 agree to become sister communities in order to develop friendship and cooperation between our two communities and promote mutual understanding and cultural awareness.


·    To strengthen relationships, understanding and appreciation between community members in Ashfield Council area and Peak Hill

·    To increase cultural awareness and respect

·    To develop ties of friendship through regular communication

·    To build a broader perspective within each community



·    School affiliations that may include exchange of student work, email, letters, photos, student newspapers etc to promote mutual understanding

·    The development of student, teacher and administrator exchange programs to provide the opportunity to study, work and live in the sister community

·    Performing/visual art exchanges that may include art/cultural exhibitions in both locations

·    Community development programs such as health, environment, tourism, economic development

·    Business delegations

·    Staff exchange and resource sharing

·    Club or organisational links especially as Rugby League, Cricket, Tennis and Swimming have all been prominent sports in the history of the Ashfield Local Government area

·    Community Service projects

·    Exchange of leadership development information

·    Environmental knowledge exchange aimed at preserving the natural environment in both localities


This agreement will be reviewed in 2015 to determine future directions of this agreement.



Mr Russell Reid Chairperson, Peak Hill Aboriginal

Community Working Party    Date:



____________________________                             ________________________________

Councillor Morris Mansour                                                                 Councillor Ken J Keith

Mayor, Ashfield Council    Date:                                         Mayor, Parkes Shire Council    Date:

Attachment 2


Draft Terms of Reference












Text Box: Ashfield Aboriginal Consultative Committee


October 2011

Attachment 2


Draft Terms of Reference







Ashfield Aboriginal Consultative Committee


Date of Issue:





Date of Adoption:








Draft 1


Contact Officer:



Manager Corporate Services


Main Legislative or Regulatory References:



Local Government Act NSW 1993; Local Government (General) Regulations NSW 2005


Related Ashfield Council Policy:



Code of Meeting Practice; Code of Conduct


Related Ashfield Council Procedure:



Meeting Schedule



Amendment History:




Review Dates:





Attachment 2


Draft Terms of Reference



Aboriginal Consultative Committee


1.   ROLE


1.1    The role of the Aboriginal Consultative Committee (the Committee) is:


·    to ensure that the Reconciliation Action Plan (RAP) remains relevant to the local Aboriginal and Torres Strait Islander community, Ashfield Council and the broader community


·    to provide Council with strategic advice on recognition and reconciliation issues relating to initiatives, services, activities, functions and facilities




2.1    The Council authorises the Committee, within the scope of its role and   responsibilities to oversee the following tasks:


·    Provide guidance for and monitor the implementation of the Ashfield Reconciliation Action Plan


·    Provide leadership and advocacy to encourage community awareness and support for the Ashfield Reconciliation Action Plan


·    Provide information to Council on barriers limiting access for people with Aboriginal and Torres Strait Islander backgrounds to services and infrastructure within the Ashfield Council area


·    Provide leadership in the Ashfield Council area on issues that impact on people from Aboriginal and Torres Strait Islander backgrounds


·    Explore partnerships with other organisations to further access and equity pathways for Aboriginal and Torres Strait Islander communities


2.2    The Committee will be confirmed in October of each new Council term, that is, every 4 years.




The Ashfield Aboriginal Consultative Committee will include representatives of key stakeholders that reflect the interests of local Aboriginal and Torres Strait Islander people.


3.1    Members (voting) 


·    The Committee will consist of:

a.   up to 6 Councillors,

b.   up to 5 Council staff members

c.   and up to 10 Community representatives, including local or regional service providers.


Community Representatives


·                                       The selection criteria for the Community representatives will include:


a.   that nominees are of Aboriginal descent and live, work or study in the Ashfield Council Area, or

b.   in the case of local and regional service providers, have relevant experience working with Aboriginal and Torres Strait Islander communities.


·    Community representatives will be appointed by resolution of Council every four years following an advertised expression of interest process against identified selection criteria.


·    Nominations must be in writing and, once the deadline for expressions of interest has passed, they will be submitted together with a report to Council for consideration and selection.


·    Nominees will be notified in writing after determination by Council.


Staff representatives


·    Council staff will be recommended by the General Manager, to service a one year term, following an annual expression of interest process against identified selection criteria. 


·    Nominations must be in writing and, once the deadline for expressions of interest has passed, they will be submitted together with a report to the General Manager for consideration and selection.


·    Nominees will be notified in writing after determination by the General Manager.


3.2    Proxy


         No voting by proxy is permitted. Only members present at the meeting may participate in voting on any matter before the Committee.


3.3    Public Participation - Attendees and Invitees (non-voting)


         A person who is not a member of the Committee (including a Councillor) is entitled to attend the Committee meeting.  


         Attendees who are not members of the Committee are not entitled:


(a) to give notice of business for inclusion in the agenda for the meeting, or

(b) to move or second a motion at the meeting, or


(c)  to vote at the meeting, or

(d) to speak unless prior arrangements have been made with the Committee Facilitator.


         Presentations that have been arranged and approved shall be limited to a maximum   three (3) minutes or as otherwise determined by the Chair.


3.4    Term of Membership


         Membership of the Committee shall be determined for the four (4) year term of Council (or remainder thereof) with the exception of the staff representatives which are determined annually.  Membership can be altered at any time by Council resolution.    Council will call for nominations to the Committee.  The Committee membership will be appointed to comprise a mix of:


·    Aboriginal & Torres Strait Islander residents of Ashfield Council area

·    Aboriginal & Torres Strait Islander elders

·    Aboriginal & Torres Strait Islander workers in the Ashfield Council area

·    Local and regional Aboriginal & Torres Strait Islander services & organisations


       Any member of the Committee may, by giving notice in writing addressed to the Committee, resign his/her office as a member.


Community members shall serve on the Committee in a voluntary capacity.


3.5    Casual Vacancy


         In the event that a casual vacancy is caused by illness, misadventure or resignation the Committee Facilitator will advise the Committee, at its next meeting, that a vacancy has arisen and will provide a report to the next available Council meeting concerning a prospective replacement having regard to the following:


·    If the member was nominated as a representative of an organisation, then the organisation shall be invited to nominate a replacement representative.


·    If the member was nominated as an individual, then the Committee Facilitator will review original expressions of interest received and ascertain if any of the individuals who previously nominated are appropriate to be considered as a member of the Committee.


·    If there are no previous or current nominations then an expression of interest will be called for as per the process outlined in 3.1.


·    Should a vacancy occur within six (6) months of the end of the current membership term, the vacancy will not be filled until fresh expressions of interest for the whole Committee are called.


3.6    Chairperson and Deputy Chairperson


·    The Chairperson of the Committee will be:


(i)      the Mayor; or

(ii)     if the Mayor does not wish to be the Chairperson of the Committee - a Councillor member of the Committee elected by the Council; or

(iii)    if the Council does not elect such a member - a member of the Committee elected by the Committee.


·    The Council may elect a member of the Committee as deputy Chairperson of the Committee. If the Council does not elect a Deputy Chairperson, the Committee may elect a Deputy Chairperson.


·    If neither the Chairperson nor the Deputy Chairperson is able or willing to preside at a meeting of the Committee, the Committee may be chaired by an attendant Council staff member.  It is important to note that they are not a formal member of the Committee.  All staff are representatives of Council only.



3.7    Quorum


The quorum for the Committee is five (5) members, one of whom must be a Councillor. The Chair shall adjourn the meeting after 30 minutes if a quorum does not exist.




The Committee has no delegations to make decisions on behalf of Council.  Any decisions or recommendations of the Committee must be ratified by a full Council meeting.  In carrying out its responsibilities, the Committee must at all times recognise that primary responsibility for management of Council rests with the Council and the General Manager as defined by the Local Government Act.


The responsibilities of the Committee may be revised or expanded by the Council from time to time.




5.1    Members of the Committee are expected to:


·    Understand the relevant legislative and regulatory requirements appropriate to Ashfield Council.

·    Abide by Council’s Code of Conduct.

·    Contribute the time needed to study and understand the papers provided.

·    Apply objectivity and good judgment.

·    Act in the community interest.


5.2  Conflict of Interests


       Committee members must declare any conflict of interests at the start of each meeting or before discussion of a relevant agenda item or topic. Details of any conflict of interests should be appropriately minuted.


       Where members or invitees at Committee meetings are deemed to have a real or perceived conflict of interest, it may be appropriate they be excused from Committee deliberations on the issue where the conflict of interest may exist. The final arbiter of such a decision is the Chair of the Committee.


5.3    Absence from Committee Meetings


         A member (other than the Mayor) ceases to be a member of the Committee if the member:


·    has been absent from 3 consecutive meetings of the Committee without having given reasons acceptable to the Committee for the member’s absences.




The Committee will meet 6 times per year.


6.1  Meeting dates for the ensuing year will be agreed by the Committee each year. This information will be notified to the Governance Unit of Ashfield Council in time for inclusion in the Draft Schedule of Meetings which is submitted to Council for adoption on the 4th Tuesday of November every year.


6.2  The Committee has the right to establish a Sub-Committee or Working Party to discuss and focus on a particular project or plan.  Any recommendations or actions of the Working Party or Sub-Committee must be approved by the Committee.


6.3    Agenda and Minutes of the Meetings


·    An agenda for each meeting and supporting papers will be circulated no less than three (3) days before each meeting. Full and accurate minutes of any decisions made will be prepared and maintained at every meeting approved by the Chair and circulated to each member as soon as practicable.


·    Minutes are to be notified to the Governance Unit for storing as a permanent record in Council’s Electronic Document Management System.


·    All Minutes are to be reported to Council within four (4) weeks of the date of the Committee meeting.


·    Council’s role is to note the Committee’s Minutes and to adopt (in full or in part) any recommendations made by the Committee.


·    All agendas shall be published on Council’s website no less than three (3) days before the Meeting.


·    All Committee minutes shall be published on Council’s website within five (5) days of completion or adoption by Council.


6.4    Committee Facilitator


The designated Committee Facilitator for the Aboriginal Consultative Committee is the Community Development Worker, Arts, Culture and Recreation.


The Committee Facilitator is responsible for:


·    Establishing the meeting agenda.

·    Ensuring the agenda and minutes are published as per these Terms of Reference.

·    Ensuring that relevant matters are brought before the Committee; and

·    ensuring that the decisions of the Committee are incorporated into Council activities and followed up appropriately.


7   Communication


All Committee agendas and minutes will be available on Council’s website.


General information with regard to purpose and objective of the Committee is available on Council’s website.


Members of the Committee are not permitted to speak to the media as a representative of the Committee unless approved by Council.


8     Induction


The Committee Facilitator will ensure that new members receive relevant information and briefings on their appointment to assist them to meet their Committee responsibilities.


9    Council Policies


Each member of the Committee shall be supplied with a copy of Council’s Code of Conduct, Code of Meeting Practice, Committee Terms of Reference and any related Policy applicable to the operation of the Committee.  The conduct of each Committee member will be consistent with the principles outlined in these documents.