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Hawkesbury councillors voted at the 17 February 2026 council meeting to endorse Deputy Mayor Sarah McMahon’s participation in an overseas trade delegation to Kerala, India, in a decision introduced through a Mayoral Minute rather than the usual council staff report process.
The resolution approved the Deputy Mayor’s participation in the delegation and authorised reimbursement of airport taxes, while the remainder of the trip including flights was funded externally by the Kerala State Government Tourism Department and Malaysian Airlines.
Council also resolved that the trip would be covered under council’s insurance policy and that the Deputy Mayor would report back to council on outcomes from the delegation.
The motion passed 7 votes to 2, with councillors Creed and Zamprogno voting against the proposal. Deputy Mayor McMahon declared a pecuniary interest, left the chamber during discussion and voting, and did not participate in the decision. Councillor Kotlash was absent.
A Mayoral Minute, Not a Staff Report
Unlike most council decisions, the proposal was introduced as a Mayoral Minute, a procedural mechanism that allows the Mayor to bring matters directly to council for decision.
While this is permitted under NSW Local Government rules, the process bypasses the usual council staff report, meaning councillors and the public do not receive the same level of background analysis or briefing normally prepared by council officers.
Typically, council reports prepared by staff include details such as:
• the purpose and expected outcomes of the proposal
• financial implications
• risk assessment
• strategic alignment with council priorities
In this case, Councillors were asked to vote on the matter based primarily on the information contained in the Mayoral Minute itself.
Sponsored Travel
According to the resolution, the majority of the trip costs are being funded externally.
The Mayoral Minute states the delegation is fully funded by the Kerala State Government Tourism Department and Malaysian Airlines, with Hawkesbury Council only covering the airport taxes component of the travel.
External sponsorship of travel for elected officials is not prohibited under NSW local government rules, provided it is disclosed and approved by council.
However, such arrangements can sometimes raise questions about transparency and influence, particularly when the sponsoring organisation is a foreign government agency.
Interest Declared
Deputy Mayor McMahon declared a pecuniary interest in the item before leaving the chamber.
Under the Local Government Act 1993 (NSW), councillors must declare financial interests in matters where they may receive a monetary benefit.
The pecuniary interest declaration in this case appears to relate to the council reimbursing airport taxes associated with the trip.
Governance experts note that travel matters are more commonly declared as non-pecuniary interests, making the classification notable but not necessarily incorrect.
Endorsement After Invitation
Another detail in the Mayoral Minute indicates the invitation to participate in the trade delegation had already been received prior to council endorsement.
The motion states council “notes the correspondence received” regarding the delegation before formally endorsing participation.
In many councils, governance best practice is for elected officials to seek council approval before committing to travel rather than seeking endorsement afterwards.
What Is the Benefit to Hawkesbury?
The resolution requires the Deputy Mayor to report back to council outlining outcomes and opportunities for the Hawkesbury following the delegation.
However, details about:
• who organised the delegation
• why Hawkesbury Council was invited
• what economic or trade opportunities are expected for the region
were not fully outlined in the Mayoral Minute presented to councillors.
These are questions that some councillors appear to have raised during the debate, reflected in the two votes against the motion.
Governance and Transparency
Mayoral Minutes are a legitimate tool available to mayors in NSW councils, but governance specialists note they are typically used for matters that are urgent, ceremonial, or require a mayoral statement, rather than complex policy or financial decisions.
Because they bypass the standard staff reporting process, they can sometimes attract scrutiny if significant decisions are being made without the level of background documentation usually provided.
Next Steps
Under the resolution, the Deputy Mayor is required to provide a report back to council outlining what was achieved during the trade delegation and whether any opportunities for the Hawkesbury emerged from the visit.
For many residents and local businesses, the key question will be simple:
What tangible benefit will this overseas trip deliver for the Hawkesbury community?
Until that report is presented, the answer remains unclear. The Gazette will follow this story.
