March 2023 Board meeting minutes

Dams Safety NSW Board Meeting No 31

28 March 2023

Location: Rydges Hotel - Wharf Rd & Merewether St, Newcastle NSW

Time: 9.30am - 1pm

Attendees:

Mr Paul O’Connor (Chair), Ms Julie Garland McLellan (Dep Chair), Mr Shane McGrath, Mr Ian Landon-Jones, Mr Chris Salkovic (CEO)

Invitees:

Ms Margaret Hynes, Mr Jason Porter, Mr Peter Boyd, Ms Kristina Resanceff, Ms Renee McDonald

Declarations of interest: No conflicts of interest were identified for this meeting.

Item	Discussion and actions
1	Meeting open 1.1 Appointed members only Appointed members discussed the board effectiveness review and its timing; the change in the board composition and the steps needed to increase members; and the work underway with the CEO to undertake a performance review. 1.2 Acknowledgement of country and welcome 1.3 Apologies and absences The Chair updated Members that Mr Rob O’Neill resigned as a member of DSNSW with effect from 10 February 2023. Action: 20232803-01: Chair to send acknowledgement of services letter to Mr O’Neill. Action: 20232803-02: Management to invite Mr O’Neill to a social event over coffee before the next meeting in Parramatta. 1.4 Declarations of interest: No conflicts of interest were identified for this meeting. 1.5 Previous minutes and actions Minutes and actions accepted with a few minor amendments.
2	Strategy/Stakeholder engagement Matters for noting 2.1 Draft Stakeholder Engagement Strategy Paper taken as read. Members noted the draft Stakeholder Engagement Strategy and recommended a few minor amendments before its publication and use. Action: 20232803-03: Management to update draft Stakeholder Engagement Strategy with recommendations from the members. Action: 20232803-04: Management to send benchmarking survey questions to members for review out of session. 2.2 DPE Business Plan stakeholder outreach Paper taken as read. The CEO advised that the acting CEO of NSW Water sector, Ms Amanda Jones, approached DSNSW seeking input to inform DPE Water group five-year business plan. Members acknowledged this was a great opportunity for Dams Safety NSW to shape the strategy and ensure dam safety issues were reflected including opportunities for collaboration and alignment of regulatory approaches and resources. Action: 20232803-05: Chair, Deputy Chair and CEO to attend business planning workshop on 30 March 2023.
3	Governance Matters for decision 3.1. Dams for declaration/de-declaration Paper taken as read. Members approved the declaration of the following dams: Wyong STP Wet Weather Storage Pond Soil Con Detention Basin Arboretum Detention Basin London Drive Detention Basin No.2 (Paris Place). Members approved the de-declaration of the following dams: Diamond Circuit Basin Lidcombe Basin 6 The Cove Dam. Action: 20232803-06: Management to update declaration and de-declaration summary table to include legend. Matters for discussion 3.2. Revised strategic risks Mr Boyd presented the revised strategic risks proposing the eight strategic risks be refined and consolidated into three strategic risks to align with goals in Strategic Plan. Following discussion, members requested Management reframe the wording and present at the next meeting. Action: 20232803-07: Management to present updated strategic risks at May 2023 board meeting. Matters for Noting 3.3 Preliminary findings of risk report sampling Mr Porter provided Members with an update of findings from recent sampling exercise on Risk Reports due 31 December 2022. It was agreed the results of sampling showed an unacceptable level of compliance. Escalated regulatory action may be required. It was also agreed all risk reports required to be completed by 31 December 2022 should be requested without delay from owners. Action: 20232803-08: Management to send correspondence to all declared dam owners who had a risk report due 31 December 2022 requesting a copy of their risk report. Action: 20232803-09: Management to present further risk report insights at the May 2023 meeting. Action: 20232803-10: Management to issue a special bulletin highlighting concerns of risk report findings. 3.4 Update - 2023 board effectiveness review The Chair provided an update on the board effectiveness review, its scope, timing and focus. 3.5 Work health and safety (WHS) responsibilities of DSNSW Paper taken as read. Action: 20232803-11: Management to contact DPE Governance to understand how DSNSW can brief its Members on legal advice without compromising legal professional privilege. Action: 20232803-12: Management to co-ordinate meeting with DPE WHS and Legal to further discuss WHS and the respective WHS systems. 3.6 Members’ access to DSNSW information Paper taken as read. Members agreed to work exclusively from the Dams Safety NSW SharePoint site. 3.7 DSNSW 2023 regulator maturity assessment Paper taken as read. Mr Boyd presented an overview of the assessment currently underway. Results of the regulator maturity assessment will be presented at the May 2023 meeting.
4	Operations Matters for noting 4.1 CEO Report Paper taken as read. Action: 20232803-13: Management to invite the Chair to morning tea with new starters at DSNSW to promote the visibility of Members and reinforce the public value of the Agency’s work.
5	General business 5.1 Recruitment of new Members The Chair advised Dams Safety NSW would be seeking Ministerial clearance to recruit two new Members. Action: 20232803-14: Management to liaise with the Chair and DPE to brief the Minister ahead of the recruitment process.
6	Meeting finalisation 6.1 Review actions 6.2. Meeting evaluation – Ms Julie Garland McLellan 6.3. Next meeting – 28 May 2023, at Parramatta Meeting closed at 12.25pm.