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City of hobart

AGENDA

Governance Committee Meeting

 

Open Portion

 

Tuesday, 1 November 2016

 

at 5:00 pm

Lady Osborne Room, Town Hall

 

SUPPLEMENTARY ITEMS

ORDER OF BUSINESS

6         Reports. 2

6.3     Evaluation of the Council Meeting Audio and Live Broadcasting Service. 2

6.4     Aldermanic Development and Support Policy - Professional Development 7

       


Item No. 6.3

Supplementary Agenda (Open Portion)

Governance Committee Meeting

Page 2

 

1/11/2016

 

 

6        Reports

 

6.3   Evaluation of the Council Meeting Audio and Live Broadcasting Service

        File Ref: F16/112471

Report of the Manager City Government and Deputy General Manager of 28 October 2016.

Delegation:     Council


Item No. 6.3

Supplementary Agenda (Open Portion)

Governance Committee Meeting

Page 3

 

1/11/2016

 

 

REPORT TITLE:                Evaluation of the Council Meeting Audio and Live Broadcasting Service

REPORT PROVIDED BY:   Manager City Government

Deputy General Manager

 

          Report Purpose and Community Benefit

          1.1     The purpose of this report is to provide a twelve month evaluation of the audio recording and live broadcasting service for the proceedings of Open Council meetings.

          Report Summary

2.1     At its meeting of 10 August 2015 the Council resolved to implement an audio recording and live streaming service for Open Council meetings and to evaluate the service after twelve months of operation.

2.2     The City of Hobart website promotes the accessibility of the live broadcasting service and also provides access to audio files for the prior two months meetings.

2.3     Whilst the service has generally operated successfully a number of technical difficulties have required intervention.

2.4     Statistics indicate minimal usage of the system however officers have recently publicised the service more widely with a view to engaging a higher utilisation of the service.

2.5     In line with the Council’s resolution, in order to gain feedback from the community in respect to the service, a ‘Your Say’ survey was created seeking information from the public as to whether they were aware of the service being offered and to ascertain if they had utilised the service to date.

2.5.1   There was a minimal response to the survey with only 17 visits to the site.

          2.7     Albeit statistical information collected confirms there is minimal usage of the service, it is recommended it continue to be offered in its present form to ensure accessibility and transparency of Council’s decision making.

          3.   Recommendation

That the Council continue to make the public aware of the audio recording and live broadcasting service offered for Open Council meetings, as opportunities arise.

 

          Background

          4.1     The present service offered provides the community the ability to listen to the live broadcasting of Council’s Open Council meetings without the need to be present at the meeting.

4.1.1    After the Council meetings are conducted an audio file of the meeting proceedings is placed on the City of Hobart website and can be downloaded by the public.

4.1.2    These audio files remain on the site for a two month period after which they remain accessible by written request.

Proposal and Implementation

          5.1     The present service provides the opportunity for the community to access the audio of Council meetings.

          5.2     Statistical information collected demonstrates that there is a minimal take up in respect to utilisation of the service with an average of 20 users being present on the Council’s live broadcasting webpage immediately prior to the commencement of the Council meetings, a number of these being staff members who are testing the system.

5.2.1    During the twelve month period, the majority of users (91%), listened to the live broadcasting for less than 30 minutes in duration, and only 15 users listened to the full Council meeting proceedings.

          5.3     During the twelve month period of operation, the Council has received three written requests seeking copies of Council meeting audio files to be provided to members of the public.

5.4     The evaluation of the service included a ‘Your Say Hobart’ survey seeking feedback from the community in regard to utilisation and awareness of the service.

        5.4.1    The questions asked as part of the survey were designed to capture the following information:

·        Whether participants are aware the City of Hobart live streams audio of its Open Council meetings on its website?

 

·        Whether they are aware you can listen to recordings of previous Council meetings on the City of Hobart website?

 

·        Whether participants had visited the website in order to listen to Council meetings previously, and if so how they rated their experience.

 

·        Whether the participants believed they would utilise the service in the future?

5.4.2            There were 17 visits to the survey, with 15 of these participants taking the opportunity to become aware of the service offered by the Council with two participants who provided a response to the questions.

5.4.3    One participant rated the service as above average, having been aware of the service and having utilised the service in the past, whilst the other was not aware of the service and was unsure if there would be a need for them to utilise the service in the future.

          5.5     Officers have recently published information in the Capital City News which reminds the public of the service being offered and encouraging participation.  An advertisement was also placed in the October issue of the Hobart Observer in an effort to provide more widespread communication of the service.

5.5.1    Since publishing the advertisements, the statistical information for October indicates a possible improvement in the awareness of this service with 82 participants utilising the service for the meeting of 10 October, and 22 for the meeting of 24 October.

5.6     In accordance with the original Council decision, discussions with the Tasmanian Deaf Society took place in relation to the installation of the service, and they subsequently provided some options which may suit their clients.

5.6.1    These options included audio to text transcripts and access to an interpreter being made available at Council meeting as required, the latter options now available and promoted on the Council website.

5.6.2    The major issue raised was an audio loop being made available in the Council Chamber and Town Hall Auditorium, and these initiatives are now being investigated.

          5.7     Whilst it is acknowledged that the audio recording and live broadcasting service is not heavily utilised, it enable members of the community to access Council meetings without the need to be physically present at the meeting and is therefore considered to be a worthwhile service.

        Strategic Planning and Policy Considerations

6.1     This matter aligns to the Capital City Strategic Plan 2015-2025, specifically in relation to Goal 5 – Governance, Strategic Objective 5.1:

The organisation is relevant to the community and provides good governance and transparent decision making.

        Financial Implications

        7.1   Funding Source and Impact on Current Year Operating Result

7.1.1   There are no financial implications resulting from this report.

        Delegation

7.2  This matter is delegated to the Council.

 

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

 

Margaret Johns

Manager City Government

Heather Salisbury

Deputy General Manager

 

Date:                        28 October 2016

File Reference:         F16/112471

 

 

  


Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting

Page 7

 

1/11/2016

 

 

6.4   Aldermanic Development and Support Policy - Professional Development

        File Ref: F16/123444; 13-2-22

Report of the General Manager of 28 October 2016 and attachments.

Delegation:     Council


Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting

Page 8

 

1/11/2016

 

 

REPORT TITLE:                Aldermanic Development and Support Policy - Professional Development

REPORT PROVIDED BY:   General Manager

 

          Report Purpose and Community Benefit

1.1.    The purpose of this report is to present amendments to the Council’s policy on Aldermanic Development and Support, specifically in respect to professional development activities undertaken by Aldermen.

1.2.    In the interest of good governance the Council publishes its policies on the City of Hobart website for access and reference by the community.

          Report Summary

2.1.    This report relates to the following resolution of the Council from its meeting of 6 June 2016:

That the Council policy titled Aldermanic Development and Support be amended in accordance with the advice of the Risk and Audit Panel, marked as Attachment A to supplementary item 15 of the Open Governance Committee agenda of 31 May 2016, and submitted to the Governance Committee for endorsement.

2.2.    The amendments as adopted by the resolution above have been included into the current policy provisions for professional development and are shown in revisions format at attachment A to this report.

3.       Recommendation

That:  1. The Committee note the resolution of the Council from its meeting of 6 June 2016 to endorse the material changes to the Aldermanic Development and Support Policy as they relate to professional development activities and specifically the process and arrangements around the drawing down of funding from a subsequent financial year.

          2. The subsequent amendments to the policy as shown in revisions format at Attachment A which give effect to the Council’s decision, be endorsed.

 

              2.1   The Acknowledgement and Agreement form at Attachment     B be included as part of the Aldermanic Development and    Support Policy.

 

          Background

4.1.    The Council at its meeting of 9 May 2016 noted that the Risk and Audit Panel had been requested to consider the adequacy of the existing policy provisions in circumstances where an Alderman may resign from Council in advance of the expiry of their term of office, having accessed funding in advance for professional development, and subsequently resigning prior to, or in the year in which the advanced funding had been accessed.

4.2.    Subsequent to advice from the Risk and Audit Panel and consideration by the Governance Committee, the Council adopted a range of amendments to the Aldermanic Development and Support policy to clarify the financial arrangement in respect to access to professional development funding, particularly in circumstances where an Alderman wishes to draw upon their allocation in advance.

          Proposal and Implementation

5.1.    Essentially the amendments clarify the process and responsibilities where an Aldermen may draw all or a portion of the $5,000 annual professional development allocation from the financial year in advance to supplement the cost of professional development activity.   Where this may occur the policy will note the following provisions:

5.1.1.   where an Alderman may draw an amount from the allocation which would be available in the subsequent year, the annual allocation for the subsequent year will be adjusted down to correspond with the approved amount drawn in advance;

5.1.2.   the approval of advance funding in any given year shall be limited so that the total allocation available within a term of office ($20,000) is not exceeded;

5.1.3.   where an Alderman may draw funds from the following financial year, they will be required to provide written acknowledgement of their obligation to reimburse to the Council the amount of the drawn down funding, in circumstances where they may resign from Council or their office as an Alderman is deemed to be vacated pursuant to Section 47 or Schedule 5 of the Local Government Act 1993.

5.1.4.   the written acknowledgement and agreement shown as Attachment B will be included as part of the policy

5.2.    The changes protect the Council’s investment where an Alderman draws on the availability of extraordinary funding, paid in advance, and their term of office is subsequently vacated, either by resignation or application of circumstances set out in Schedule 5 of the Local Government Act 1993.

          Strategic Planning and Policy Considerations

6.1.    The material changes to the policy have been previously approved by the Council and are submitted to the Governance Committee for endorsement.

          Financial Implications

7.1.    There are no funding implications arising from this report.

          Legal, Risk and Legislative Considerations

8.1.    Legal advice has been provided in respect to this matter.

          Delegation

9.1.    The matter is delegated to the Council.

 

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

 

N.D Heath

General Manager

 

 

Date:                        28 October 2016

File Reference:         F16/123444; 13-2-22

 

 

Attachment a:          Policy Amendments in Revisions Format

Attachment b:         Acknowledgement and Agreement Form   


Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting - 1/11/2016

Page 11

ATTACHMENT a

 

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Item No. 6.4

Supplementary Agenda (Open Portion)

Governance Committee Meeting - 1/11/2016

Page 14

ATTACHMENT b

 

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