HCC Coat of Arms.jpg
City of hobart

 

 

 

 

AGENDA

Finance Committee Meeting

 

Open Portion

 

Tuesday, 21 March 2017

 

at 5.00 pm

Lady Osborne Room, Town Hall


 

 

 

 

THE MISSION

Our mission is to ensure good governance of our capital City.

THE VALUES

The Council is:

 

about people

We value people – our community, our customers and colleagues.

professional

We take pride in our work.

enterprising

We look for ways to create value.

responsive

We’re accessible and focused on service.

inclusive

We respect diversity in people and ideas.

making a difference

We recognise that everything we do shapes Hobart’s future.

 

 


 

Agenda (Open Portion)

Finance Committee Meeting

Page 3

 

21/3/2017

 

 

ORDER OF BUSINESS

 

Business listed on the agenda is to be conducted in the order in which it is set out, unless the committee by simple majority determines otherwise.

 

APOLOGIES AND LEAVE OF ABSENCE

1.        Co-Option of a Committee Member in the event of a vacancy  4

2.        Confirmation of Minutes. 4

3.        Consideration of Supplementary Items. 4

4.        Indications of Pecuniary and Conflicts of Interest. 4

5.        Transfer of Agenda Items. 5

6          Reports. 6

6.1     Sandy Bay Bathing Pavilion, Long Beach: Options for Ground Floor Use. 6

6.2     Opportunity to Purchase - Tasmanian Blackwood Sideboard. 14

6.3     Financial Reporting. 32

6.4     Outstanding Parking Debt - December 2016. 88

6.5     Outstanding Long Term Permit Parking Debts as at 28 February 2017. 96

6.6     Occupancy Rates - Multi-Storey Car Parks. 99

7          Committee Action Status Report. 107

7.1     Committee Actions - Status Report 107

8.        Responses to Questions Without Notice. 116

8.1     Fencing - Salamanca Lawns. 117

9.        Questions Without Notice. 119

10.     Closed Portion Of The Meeting.. 120

 


 

Agenda (Open Portion)

Finance Committee Meeting

Page 4

 

21/3/2017

 

 

Finance Committee Meeting (Open Portion) held Tuesday, 21 March 2017 at 5.00 pm in the Lady Osborne Room, Town Hall.

 

COMMITTEE MEMBERS

Thomas (Chairman)

Deputy Lord Mayor Christie

Zucco

Ruzicka

Sexton

 

ALDERMEN

Lord Mayor Hickey

Briscoe

Burnet

Cocker

Reynolds

Denison

Harvey

Apologies: Nil.

 

 

Leave of Absence: Nil.

 

 

1.       Co-Option of a Committee Member in the event of a vacancy

 

 

2.       Confirmation of Minutes

 

The minutes of the Open Portion of the Finance Committee meeting held on Wednesday, 15 February 2017, are submitted for confirming as an accurate record.

 

 

 

3.       Consideration of Supplementary Items

Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.

Recommendation

 

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.

 

 

4.       Indications of Pecuniary and Conflicts of Interest

Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.

 

Aldermen are requested to indicate where they may have any pecuniary or conflict of interest in respect to any matter appearing on the agenda, or any supplementary item to the agenda, which the committee has resolved to deal with.

 

5.       Transfer of Agenda Items

Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015.

 

A committee may close a part of a meeting to the public where a matter to be discussed falls within 15(2) of the above regulations.

 

In the event that the committee transfer an item to the closed portion, the reasons for doing so should be stated.

 

Are there any items which should be transferred from this agenda to the closed portion of the agenda, or from the closed to the open portion of the agenda?

 


Item No. 6.1

Agenda (Open Portion)

Finance Committee Meeting

Page 6

 

21/3/2017

 

 

6        Reports

 

6.1    Sandy Bay Bathing Pavilion, Long Beach: Options for Ground Floor Use

          File Ref: F17/9145

Report of the Economic Development Project Officer and the Director Parks and City Amenity of 15 March 2017.

Delegation:     Council


Item No. 6.1

Agenda (Open Portion)

Finance Committee Meeting

Page 7

 

21/3/2017

 

 

REPORT TITLE:                  Sandy Bay Bathing Pavilion, Long Beach: Options for Ground Floor Use

REPORT PROVIDED BY:  Economic Development Project Officer

Director Parks and City Amenity

 

1.         Report Purpose and Community Benefit

1.1.     On 21 November 2016, the Council resolved the following in relation to the Sandy Bay Bathing Pavilion:

                   That:    

1.    The Council provide landowner consent to the lodging of a development application for a second floor restaurant above the existing Sandy Bay Bathing Pavilion.

2.    A further report be provided once the outcome of the development application process is known.

3.    A report be provided in respect to options for the use of the ground floor of the building.

1.2.     This report addresses part three of the above resolution in that it examines potential options for the future use of the ground floor of the Sandy Bay Bathing Pavilion.

1.3.     The consideration of alternative uses of the ground floor of the Sandy Bay Bathing Pavilion may result in a greater proportion of the community being able to use this facility.

2.         Report Summary

2.1.     It is anticipated that a development application will be lodged by the Council for a new second floor that will accommodate a restaurant above the existing Sandy Bay Bathing Pavilion (the Pavilion) in the first half of 2017.

2.2.     On considering designs for a second floor restaurant on 21 November 2016, the Council discussed the current use of the ground floor of the Pavilion and requested that a report be provided presenting alternative options. It was requested that the alternative uses proposed should broaden the community use of the Pavilion.

2.3.     Surf Life Saving Tasmania (SLST) hold a lease over the ground floor of the Pavilion until September 2020 and have leased the site for over 45 years.

2.4.     SLST has a strong desire to remain as a tenant in the Pavilion.


 

2.5.     SLST uses the facility for a number of purposes including as a storage facility for Carlton and Clifton SLS (Surf Life Saving) clubs that train at this location, as a base for the provision of community programs in the area and as boat storage facility for private individuals.

2.6.     An individual contacted the City with a strong view that the Pavilion should be opened to other uses such as canoeing and general storage for more individuals requiring a place to store their paddle operated vessels.

2.7.     Potential future uses for the facility may include a blend of the uses to create a water based activity hub, providing a facility for user groups, the wider community and potentially a café / kiosk function.

2.8.     With SLST holding a lease on the facility until September 2020, and the Council progressing a proposal to seek a development of a second  floor of the building, it is proposed that the Council defer consideration of the future expanded or amended use of the ground floor area, potentially through an open expression of interest process, until 2020.

3.         Recommendation

That consideration of the future expanded or amended use of the leased ground floor area of the Sandy Bay Bathing Pavilion, Long Beach be deferred until 2020, noting that:

 

(i)      Surf Life Saving Tasmania hold a lease on the area until September 2020;

 

(ii)     The Council is progressing a proposal to seek development of a second floor of the building.

 

4.         Background

Current Use of the Sandy Bay Bathing Pavilion

4.1.     Surf Life Saving Tasmania (SLST) is a volunteer based not-for-profit community service association and the key agency for beach safety in Tasmania.  SLST also provides an educational and emergency rescue service to all users of Tasmanian beaches. 

4.2.     The City met with the Chief Executive Officer of SLST in February 2017 who confirmed that the Pavilion is currently used in the following ways:

4.2.1.     Supporting the training needs of the SLST clubs based in Carlton and Clifton (with each club training twice per week from the Pavilion). As many of the members of these clubs work in the city, the Pavilion provides a convenient training location for evening training sessions in the week.

4.2.2.     Providing a facility in which the Carlton and Clifton SLS clubs can store equipment such as boats. The Carlton and Clifton clubs in return for this facility provide assistance at key events such as the Dark Mofo winter solstice swim.

4.2.3.     Providing facilities for the SLST life guards who are located at the Beach. The life guards provide a presence at minimum Monday to Friday 9am - 5pm during the school summer holidays.

4.2.4.     Providing a base for SLST to provide programs to organisations including:

·    The Migrant Resource Centre

·    Beats on the Beach program

·    Association of Parents of Children with Disabilities

·    Primary Schools

·    Jordan River Learning Federation Senior School

4.2.5.     Supporting organisations such as Canoeing Tasmania and yoga classes that are able to use the changing and showering facilities. Use through these organisations is said to be multi times per day.

4.2.6.     45 keys providing access to the Pavilion are held by community members representing different uses of the Pavilion.

4.2.7.     There are around 34 boat racks, with 24 made available for active patrolling members of Carlton and Clifton SLS clubs.  The other 10 are leased out privately to contribute to the cost of leasing the Pavilion.  The 10 racks are rented out mostly to private individuals who contact SLST.  There is currently a standby list of one person waiting for a rack.

Future Plans

4.3.     The Chief Executive Officer of SLST discussed the following pipeline plans for the facility:

4.3.1.     SLST is hoping to develop a ‘nippers’ club from this facility as a feeder facility to Carlton, Clifton and Kingston SLS clubs. This would also be the first step towards opening a Sandy Bay SLS club for all ages.

4.3.2.     Lifeguards currently run awareness and safety training from the Pavilion.  It is hoped that this could be expanded to a school holiday ‘vacation – swim’ program.

4.3.3.     SLST submitted a development application for a kiosk operable from an existing hatch on the beach facing façade of the building. This application was granted on 28 November 2011. 

Although the operation of this facility did not eventuate at the time, the club is having discussions with an established local quality coffee provider to investigate operating from this location. 

Should these discussions advance, the development application for this kiosk has lapsed and a new development application would need to be submitted to Council as the planning authority.

4.3.4.     Should the intended development application for a restaurant facility on a new second floor of the Pavilion be unsuccessful, SLST has expressed interest in advancing plans that were originally discussed with Council in 2005. 

These were for a new second floor that would enable SLST to house their administration and expand their education, development and training presence in the area.

Other Uses

4.4.     The City has been contacted by an individual with regards to the City’s lease arrangement with SLST. The following comments were made:

4.4.1.     The Council should consider leasing the facility to an organisation felt to have greater operations in the Hobart municipality. 

4.4.2.     Hobart is one of few major cities that does not have a facility whereby paddlers (i.e. people operating paddle powered vessels) can rent a rack and use common facilities such as showers and hoses. 

4.4.3.     The Pavilion is not widely used by many. Alternative lease arrangements with an organisation or an individual could result in greater community use. 

4.4.4.     A number of changes including an altered configuration of the ground floor to allow for more racks and heightened security of the building could be made.

4.4.5.     Other individuals / organisations could take on the management of the facility including other water based Clubs or the individual who contacted the City.


 

4.5.     Another potential future use for this ground floor facility may be a café which would be likely to serve the wider community and visitors. 

This use was supported in the City-commissioned Conservation Management Plan (2015) for the Pavilion, prepared by Paul Johnston Architects:

POLICY 6: ACCEPTABLE USE

The use of the place shall be compatible with its significance. The current use as a public facility is synonymous with its significance and is to be encouraged. The existing toilets, as a place for public convenience, should be retained. The existing use of the redundant change rooms for watercraft storage is appropriate to the Pavilion’s significance as a place associated with beach activity. The use of the obsolete kiosk area for a retail outlet, serving beach patrons should be encouraged….”

4.6.     The Conservation Management Plan also provides commentary on the current use of the ground floor of the Pavilion:

“POLICY 7 PUBLIC ACCESS

Public access to the building is to be encouraged.  The use of the redundant change rooms for public usage accessing watercraft and showers and gymnasium should be further enhanced and the current lease arrangements that restrict public access and use should be reviewed.”

4.7.     Use of the ground floor of the Pavilion for a café / retail outlet would require the submission of a development application for a change of use.  ‘Food services’ is a discretionary use, and in this zone the planning scheme requires discretionary uses to complement and enhance the use of the land for recreational purposes by providing for facilities and services that augment and support passive recreation use.

4.8.     There is also a general requirement in this zone for discretionary use to encourage passive recreational opportunities, and allow for tourist operation uses which are consistent with the protection of bushland and foreshore values. Other uses which also fall into the discretionary use classification are ‘community meeting and entertainment’ (e.g. an art gallery) and ‘general retail and hire’ (e.g. a shop).

4.9.     The Chief Executive Officer of SLST has confirmed that he would be happy to discuss the potential of enabling other community use options for the Pavilion in conjunction with continued utilisation by SLST.


 

Current lease arrangements

4.10.   SLST has used the Sandy Bay Bathing Pavilion for over 45 years with the current lease expiring in September 2020.

4.11.   The current rental is $1,744 per annum with the tenant responsible for outgoings and maintenance.

4.12.   Unless agreed by SLST, this lease agreement could not cease before 2020 unless the tenant fails or neglects to perform or comply within a reasonable time with any of the terms or conditions of the lease.

5.         Proposal and Implementation

5.1.     That the Council defer consideration of the future expanded or amended use of the leased ground floor area of the Sandy Bay Bathing Pavilion, Long Beach until 2020 noting that Surf Life Saving Tasmania hold a lease on the area until September 2020, and the Council is progressing a proposal to seek the development of a second floor on top of the existing building.

6.         Strategic Planning and Policy Considerations

6.1.     Offering the opportunity for other community groups / individuals / businesses to submit proposals for the use of the ground floor of the Pavilion as a means of expanding the community use of the facility is in line with the following aspects of the overarching Council strategy:

City of Hobart 2025 Strategic Framework:

Future Direction 3: is well governed at a regional and community level

              FD 3.2 - Partnerships with governments, the private sector and local communities in achieving significant regional, city and community goals.

Future Direction 4: achieves good quality development and urban management

FD 4.3 - Access to the waterfront, foreshores, public and open spaces is valued.

Future Direction 6: builds strong and healthy communities through diversity, participation and empathy

FD 6.1 - A spirit of community

FD 6.4 - A safe and healthy city


 

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     There will be no impact on the current year operating result. 

7.2.     Impact on Future Years’ Financial Result

7.2.1.     Should the lessee change, it is expected that the City would continue to seek remuneration for the use of the building.

7.3.     Asset Related Implications

7.3.1.     Included in the lease agreement are conditions relating to the upkeep of the building.  It is expected that such conditions would be included in any subsequent arrangements with new or existing tenants.

8.         Legal, Risk and Legislative Considerations

8.1.     Any agreements with new or existing tenants beyond the current lease agreement would be developed with the assistance of Council’s legal officers.

9.         Social and Customer Considerations

9.1.     It is proposed that the future consideration of the use of the leased area also consider the potential for wider community and interested user groups the opportunity to be involved in the process.

10.      Delegation

10.1.   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.

 

Lucy Knott

Economic Development Project Officer

Glenn Doyle

Director Parks and City Amenity

 

Date:                            15 March 2017

File Reference:          F17/9145

 

 

 


Item No. 6.2

Agenda (Open Portion)

Finance Committee Meeting

Page 14

 

21/3/2017

 

 

6.2    Opportunity to Purchase - Tasmanian Blackwood Sideboard

          File Ref: F17/26750

Report of the General Manager of 15 March 2017 and attachments.

Delegation:     Council


Item No. 6.2

Agenda (Open Portion)

Finance Committee Meeting

Page 15

 

21/3/2017

 

 

REPORT TITLE:                  Opportunity to Purchase - Tasmanian Blackwood Sideboard

REPORT PROVIDED BY:  General Manager

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to present a proposal for the Council to acquire a late 19th century Whitesides & Son manufactured, Tasmanian Blackwood sideboard for permanent public display in the Hobart Town Hall.

2.         Report Summary

2.1.     A proposal to acquire a significant late 19th Century Tasmanian Blackwood sideboard has been received.

2.2.     The vendor has offered the piece to the Council for $20,000.

2.3.     Council obtained an independent appraisal by highly-regarded and approved Commonwealth Government valuer, Warwick Oakman.

2.4.     Mr Oakman’s appraisal assesses the proposal, provides value precedents, assesses provenance and provides a comparative history.

2.5.     This report proposes that the Council determine whether it wishes to acquire the sideboard to ensure that it remains within the state on permanent public display.

 

3.         Recommendation

That:

1.      The report be received and noted.

2.      The Council determine whether it wishes to acquire the Whitesides & Son late 19th century Tasmania Blackwood sideboard for permanent display in the Hobart Town Hall for the amount of $20,000 to be funded from the Lord Mayoral Support function in the 2016/2017 Annual Plan.

 

4.         Background

4.1.     A proposal has been received from Mr Eric Hawkes from the Blackwood Shop in Hobart requesting the Council’s consideration of purchasing a late 19th Century Whitesides & Son Tasmanian Blackwood sideboard for the Hobart Town Hall. (Attachment A).

4.2.     Mr Hawkes’ proposal suggests that this large piece (2.15m wide x 0.75m deep and 3.27m high) was manufactured by Tasmanian cabinet makers Whitesides & Son as part of a dining room suite and was subsequently exhibited at the International Exhibition of Industry, Science and Art in Hobart on the Queen’s Domain in 1894-95.

Image:      entire piece

Images:  bottom section

Image:  Top section

4.3.     The vendor is eager to ensure that the piece remains in Tasmania for the public to view and has offered the Council to acquire the sideboard for the amount of $20,000.

4.4.     Following receipt of the proposal, an independent appraisal was sought to assess:

4.4.1.     The proposal;

4.4.2.     Value precedents;

4.4.3.     Provenance; and

4.4.4.     To provide a comparative history.

4.5.     Highly-regarded architectural historian, antique and art dealer, and approved Commonwealth Government valuer, Warwick Oakman; was retained by the Council to undertake the independent assessment (Attachment B).

4.6.     In his appraisal, Mr Oakman describes the piece as being of the highest exhibition quality, in excellent original condition with a revived original surface finish.

4.7.     He confirms that the piece was manufactured by Whitesides & Son and records indicate that it has had seven owners, all Hobart-based, since 1894.

4.7.1.     The piece is believed to have last sold through a bankruptcy sale by Gowans Auctions in Moonah. No public records of past sales exist but according to anecdotal reports, the piece is said to have sold for $6,000.

4.8.     Mr Oakman provides two value precedents where similar sideboards were sold at Australian auction houses. 

4.8.1.     The first being a colonial Australian cedar sideboard from Whitesides that was manufactured in domestic scale (rather than exhibition scale) that sold for $8,060 at Mossgreen Auctions Australia in 2016; and

4.8.2.     An Australian cedar sideboard ‘of grand proportions’, which is on the same scale as the piece offered to the Council that sold for $600,000 at Sothebys Auctions Australia in October 2010.

4.9.     While it is thought that the piece was exhibited at the 1894-95 International Exhibition of Industry, Science and Art in Hobart, there are no drawings or photographs of the exhibits so it is not certain that the sideboard was manufactured for this purpose but its quality and scale would indicate such a history.

4.10.   In his valuation summary, Mr Oakman concludes that the sideboard offered to Council is “a superb quality and original example of dining room furniture, produced by the leading Hobart cabinet maker of the second half of the 19th century.”

4.10.1.  He further concludes that while an earlier cedar sideboard (of domestic, not exhibition scale) by James Whiteside sold at public auction for less than half the offered price of $20,000, there is an appetite for vast examples of exhibition furniture as evidenced by the sideboard sold at Sothebys Melbourne for $600,000 in 2010.

4.10.2.  Mr Oakman opines that “within the Australian context” the price offered is acceptable and that the piece would be “an appropriate, useful and suitably schmaltzy example of late Victorian Tasmanian cabinet making within the Hobart Town Hall.”

5.         Proposal and Implementation

5.1.     It is proposed that the Council determine whether it wishes to acquire the late 19th century Whitesides & Son Tasmanian Blackwood sideboard to permanently display in the Hobart Town Hall.

6.         Strategic Planning and Policy Considerations

6.1.     This proposal is supported by Strategic Objective 2.4 in the Council’s Capital City Strategic Plan 2015-2025, which states:

“Unique heritage assets are protected and celebrated”

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     Should the Council proceed to acquire this significant piece of furniture, funds of $20,000 are available within budget function 110 – Lord Mayoral Support in the 2016-2017 year.

8.         Legal, Risk and Legislative Considerations

8.1.1.     Not applicable.

9.         Social and Customer Considerations

9.1.     Should the Council determine it wishes to acquire the sideboard, it would ensure that it remained within the state on permanent public display.

10.      Delegation

10.1.   This matter is delegated to the Council for determination.

 

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.

 

Nick heath

N.D Heath

General Manager

 

 

Date:                            15 March 2017

File Reference:          F17/26750

 

Attachment a:             Proposal to Purchase - Whitesides & Son Sideboard - The Blackwood Shop

Attachment b:             Independent Appraisal - Whitesides & Sons Sideboard   


Item No. 6.2

Agenda (Open Portion)

Finance Committee Meeting - 21/3/2017

Page 20

ATTACHMENT a

 

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Item No. 6.2

Agenda (Open Portion)

Finance Committee Meeting - 21/3/2017

Page 26

ATTACHMENT b

 

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Item No. 6.3

Agenda (Open Portion)

Finance Committee Meeting

Page 31

 

21/3/2017

 

 

6.3    Financial Reporting

          File Ref: F17/25085

Report of the Manager Finance and the Director Financial Services of 14 March 2017 and attachments.

Delegation:     Committee


Item No. 6.3

Agenda (Open Portion)

Finance Committee Meeting

Page 32

 

21/3/2017

 

 

REPORT TITLE:                  Financial Reporting

REPORT PROVIDED BY:  Manager Finance

Director Financial Services

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to provide information to Finance Committee regarding Council’s current approach to financial reporting, and to respond to matters contained within an aldermanic referral to the Risk and Audit Panel. 

2.         Report Summary

2.1.     The current format and process for financial reporting to the Council was approved by the Council at its meeting of 30 May 2011. 

2.2.     The Risk and Audit Panel received an aldermanic (Alderman Sexton) referral regarding financial reporting.  This was considered by the Risk and Audit panel at its meetings of 2 November 2016 and 8 December 2016. 

2.3.     At the latter meeting the Panel resolved:

‘That:    1.    The information provided by Alderman Sexton be received and noted.

2.    The matter be referred to the General Manager to report to the Finance Committee on local government financial reporting and the level of reporting required by the Council.’

2.4.     This report outlines the current financial reporting processes and approach, considers the matters contained in the referral, and recommends the provision of two new reports be made available to the Council.  This will include a detailed budget variance report at cost centre level (referred to as function level within Council), together with a more detailed capital expenditure report.

2.5.     It is also to be noted that with the change to Council’s core business systems, and as part of that, its financial systems, the Council’s financial reports will be reviewed as part of that project. 

3.         Recommendation

That:

1.      Financial reporting to the Council be enhanced through:

(i)      The provision of a quarterly budget variance report, by function; and

(ii)     A detailed project status report detailing year to date capital expenditure.

2.      The General Manager investigates the development of a report on Work Health and Safety issues and other Human Resource matters.

 

4.         Background

4.1.     In 2011, the Council resolved inter alia the following:

‘That:    1.    The Council adopt the proposed new quarterly financial reporting format as contained in Attachment A to Supplementary item 9 of the Finance and Corporate Services Committee agenda of 24 May 2011.

2.    The quarterly financial report include the following:

(i)      Information on investments held with financial institutions, previously provided to Council in a separate quarterly report;

(ii)     Information on the status of Council loan guarantees, previously provided to Council in a separate biannual report;

(iii)    Budget review information for Council approval;

(iv)    A list of budget amendments approved by the General Manager in accordance with his financial delegation, for noting.

3.    Council adopt a quarterly budget review process that focuses on permanent budget variances only.

4.    Relevant changes be made to Council Policy No. 4-02-05 titled Finance Budget Half Year Review to reflect the proposed quarterly budget review process.’

4.2.     A copy of the report to the Finance and Corporate Services Committee is provided at Attachment A.

4.3.     Financial reports have been prepared in the agreed format and provided to the Council since that time. 

4.4.     The underlying logic to the proposed, and adopted, format of financial reporting included:

4.4.1.     Reporting at a whole of Council level, rather than individual function level, to provide a higher level, more strategic view of Council’s year to date financial performance.

4.4.2.     The replacement of detailed budget variance reports (the “MIS reports”) at a function/activity level which were the previous reports provided to aldermen with the new template reporting – but these continue to be available upon request.

4.4.3.     Including financial information in a statutory format.

4.4.4.     The inclusion of a forecast of the end of year financial result.

4.4.5.     Reporting be quarterly (September, December and March) with the June quarter being in the form of Council’s statutory financial statements (considered by both the Finance Committee and Audit Committee (now Risk and Audit Panel)).

4.4.6.     A more graphical and tabular format with commentary to explain results.

4.4.7.     Consolidation of other reports eg loan guarantees, investments into the one finance report.

4.4.8.     Aligning financial reporting throughout the year with the long term financial plan – the document that provides for the Council’s ongoing financial sustainability.

4.4.9.     The inclusion of the Council’s financial sustainability indicators as contained in its long term financial plan.

4.4.10.  A quarterly budget review/change process (previously half yearly).

4.5.     The Council receives other financial information, primarily around the formulation of Council’s annual budget:

4.5.1.     A budget workshop in February which considers the Council’s long term financial plan, current financial position and factors affecting the formulation of the next year’s budget.

4.5.2.     A further workshop, typically April or May, to consider the draft budget and long term financial plan.

4.5.3.     Both the Risk and Audit Panel and Finance Committee receive and review the Budget papers, comprising:

·     The updated long term financial plan.

·     Budget Estimates document – the Council budget at the whole of Council level.

·     The Annual Plan.

·     The rate resolution.

·     Budget Detail document – the Council budget at the function level, at the individual line by line level of detail.

4.5.4.     The Director Financial Services prepares a summary of the Auditor-General’s annual report to Parliament – Report on the Financial Statements of State Entities – Local Government.

4.5.5.     Detailed budget variance reports, by function area, at the individual line by line level of detail, at the request of Alderman Sexton, have been made available to aldermen as at 30 June 2016, 31 December 2015, and 30 June 2015.

4.6.     Management receives financial information as follows:

4.6.1.     Access to and reporting capability from the financial system anytime.

4.6.2.     The provision of monthly budget variance reports – reports of budget versus actual performance, income and expenditure, are provided to applicable officers.  These are on a function level at the individual line by line level of detail.  Any budget adjustments required are requested via this process.

4.6.3.     A monthly report to ELT which is reviewed and minuted and a quarterly report to the Council.

4.7.     Alderman Sexton’s referral pertains to various elements of financial, and other reporting, and these are discussed below. 

Monitoring of budget

4.8.     The referral requests quarterly reporting of actual against budget performance on divisional lines with explanations provided for each variance greater than 10% in each cost centre.  It has been suggested revenue variances could be aggregated as most cost centres do not have material revenue streams. 

4.9.     The referral also requests provision of an actual versus budgeted balance sheet and statement of cash flows. 

4.10.   The provision of variance explanations for all variances greater than 10% would be an onerous task.  This is because of the large number of variances requiring explanation.  Council’s budget, at the detailed level, contains thousands of individual line items.  As an example, for the year ended 30 June 2016, the number of variances at this detailed level exceeding 10% was greater than 4,000.  The reporting of explanations for this number of variances would result in an extremely voluminous report which would require significant resources to produce.

4.11.   It is proposed (see paragraph 5.2) that this report is produced and made available to aldermen quarterly, but that variance explanations not be provided due to the volume.  However, this will still enable aldermen to monitor the budgetary performance of all council programs and activities. Variance analysis will continue to be provided at the higher, whole of council level, as set out above at paragraph 4.4. 

4.12.   Preparation of a balance sheet and cash flow statement is also a time consuming task with the current systems and associated manual processes required.  The elimination of these manual processes is one of the objectives of the update to council’s core business systems.  As a result, many assets and liabilities are only re-measured annually.  Examples are Council’s investment in TasWater, employee leave entitlements, accrued revenues and expenses, the landfill rehabilitation provision and Council’s defined-benefit superannuation scheme.  An external actuary needs to be engaged to determine this last item at a cost to Council in excess of $7,000.  The largest line item in Council’s balance sheet is property, plant and equipment and this is updated periodically, but not quarterly.

4.13.   The current financial report already includes information on key balance sheet assets and liabilities such as cash and investments, receivables and loans.  It also provides high level summaries of progress with the capital budget. 

Key Performance Indicators

4.14.   The referral requests the inclusion of key performance indicators in relation to the achievement of the Council’s strategic goals.

4.15.   The format of the current report, is as a finance report.  Monitoring the achievement of strategic goals is currently addressed by the preparation of ‘Annual Plan Progress Reports’ which review progress in delivering the major actions/initiatives identified in the Annual Plan each year, which in turn assist in achieving the goals and strategic objectives set out in the ‘Capital City Strategic Plan’.  Annual Plan Progress Reports are provided to the Council via the Governance Committee three times each year. 

4.16.   The referral notes the quarterly report does not benchmark against other councils.  The quarterly finance report measures the Council’s year to date performance against budget – a budget which is set in the context of Council’s long term financial plan - which is set in the context of Council’s strategic plan.  In other words, these are particular to Council.  The financial performance plans and strategies of other councils are not relevant in that context. 

4.17.   Council’s financial performance is benchmarked by the Auditor-General in his annual report to Parliament where an analysis of the financial sustainability of the local government sector is performed.  All councils are included in the analysis.  A summary of this report is performed by the Director Financial Services and provided to Aldermen. 

4.18.   However, comparisons with others and benchmarking at the program level or activity level, are valuable sources of information.  Where possible and available, these are regularly included in reports to committees. 

Capital program

4.19.   The current quarterly finance report reports year to date spend for property, plant and equipment (PPE), and projects.  This is, intentionally, at a summarised level to enable the Council to gain an overall understanding as the progress of the capital budget spend.  It is not designed or intended to be a report on a project by project basis. 

4.20.   The referral requests a greater detail of reporting and suggests matters such as where there are project problems or delays, whether key project milestones have been met (eg planning, land acquisitions, engineering and design, construction), together with financial status should be reported. 

4.21.   An additional report is proposed, as set out at paragraph 5.4 below. 

Other matters

4.22.   The referral requests various workplace reporting such as human resource issues such as monitoring of staff levels, workers compensation, incidents, redundancies, and staff satisfaction surveys with the report to go to Closed Committee.

4.23.   The referral also states that “when making decisions regarding the expenditure of funds, Council reports rarely contain any reference to the approved budget, the amount already expended and any balance of funds remaining”. 

4.24.   Council’s standard reporting template contains a section specifically designed to address the financial implications of proposals.  This section of each report identifies proposed expenditure, the relevant budget item, whether the proposed expenditure can be accommodated within the current budget allocation and if not, what additional funding is required, and how this can be sourced.  It also identifies implications for operating result forecasts.

5.         Proposal and Implementation

5.1.     Taking into account Council’s current reporting approach, the matters raised in the referral, and the discussion above, the following is proposed.  

5.2.     It is proposed to provide Aldermen (via The Hub) a detailed financial report by function at the same time this report is made available to the business each quarter (normally close of business on working day five). This will detail YTD actual, YTD budget, YTD variances, annual budget and budget change requests pending Council approval.  Due to the volume of variances exceeding 10%, variance explanations will not be provided for these reports (see Attachment B).

5.3.     Variance explanations will continue to be provided at ‘whole of Council’ level. In preparing the quarterly report for Council, a number of manual adjustments are necessary.  Therefore, a reconciliation will also be provided on The Hub to explain why the financial reports produced early in the month differ from the final quarterly report.

5.4.     In addition to the reporting of the capital program that is currently included in the quarterly financial report, a ‘project status report’ (see Attachment C) will also be provided to Aldermen (through The Hub).

5.5.     It is also to be noted that with the change to the Council’s core business systems, financial reports, and indeed other reporting, will be reviewed as part of that project.  It is anticipated that reporting capability across the business, whether that be financial, capital expenditure, the measurement of the achievement of strategic goals, and a range of other reporting, will be improved. 

5.6.     Management will also investigate the development of a report on WHS issues and other HR matters. 

6.         Strategic Planning and Policy Considerations

6.1.     This proposal is consistent with Council’s strategic objective 1 – provide for good governance and transparent decision making. 

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     Not applicable.  The provision of additional reports will not have a budgetary impact. 

8.         Legal, Risk and Legislative Considerations

8.1.     Financial governance is a key aspect of the Council’s accountability.  The provision of additional reports will aid in the discharge of this responsibility. 

9.         Delegation

9.1.     This matter is delegated to the Finance Committee.

 

 

 

 

 

 

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.

 

Fiona  Dixon

Manager Finance

David Spinks

Director Financial Services

 

Date:                            14 March 2017

File Reference:          F17/25085

 

 

Attachment a:             Report of 24 May 2011 - Financial Reporting and Budget Review – Proposed Changes

Attachment b:             Resource Summary - Whole of Council

Attachment c:            Project List   


Item No. 6.3

Agenda (Open Portion)

Finance Committee Meeting - 21/3/2017

Page 39

ATTACHMENT a

 

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Agenda (Open Portion)

Finance Committee Meeting - 21/3/2017

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ATTACHMENT b

 

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Item No. 6.4

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Finance Committee Meeting

Page 87

 

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6.4    Outstanding Parking Debt - December 2016

          File Ref: F17/24780; 16/121

Report of the Group Manager Parking Operations and the Director Financial Services of 15 March 2017 and attachments.

Delegation:     Committee


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REPORT TITLE:                  Outstanding Parking Debt - December 2016

REPORT PROVIDED BY:  Group Manager Parking Operations

Director Financial Services

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to provide the Finance Committee with a progress report relating to the current quantum of outstanding parking debt as at 31 December, 2016.

2.         Report Summary

2.1.     Section 3 of the Council policy, Outstanding Debts – Collecting, Reporting and Writing Off, provides that a report be submitted to the Finance Committee as at 30 June each year, recommending that all ‘No Further Action’ debts that have aged in excess of two (2) years be written off.

2.2.     There are 1,628 ‘No Further Action’ fines valued at $93,261.70 issued prior to 1 January 2015 that have been deemed non-collectable.

2.3.     In accordance with the policy, approval is sought to write these debts off.

3.         Recommendation

That in accordance with the Council policy, Outstanding Debts – Collecting, Reporting and Writing Off, approval be given to write off a total of 1,628 unpaid parking meter and traffic fines, valued at $93,261.70 which are over two years old, have a status of ‘No Further Action’, and have been deemed ‘non-collectable’.  

 

 

4.         Background

4.1.          Section 3 of the Council policy, Outstanding Debts – Collecting, Reporting and Writing Off provides:

·     That a report be submitted to the Finance Committee as at 30 June each year, recommending that all ‘No Further Action’ debts that have aged in excess of two (2) years be written off and include:

 

·     The quantum (number and value) of the unpaid “no further action” infringements; and

 

·     A brief summary of the actions undertaken to collect the infringements.

·     That a report be submitted to the Finance Committee as at the end of December of each year detailing the total value of all fines outstanding at that time.

5.         Proposal and Implementation

Outstanding Debt

5.1.     Outstanding parking debt falls into three categories:

5.1.1.  Infringements payable directly to the City of Hobart;

5.1.2.  Matters referred to the Director, Monetary Penalties Enforcement Service (MPES) for collection since establishment in 2008; and

5.1.3.  Fines imposed by the Magistrates Court prior to 2008.

5.2.     The total combined debt outstanding to the City is $7,843,344.61.

5.3.     The value of all infringements directly payable to the City as at 31 December 2016 is $2,190,897.90. This includes infringements that have been issued within the last 6 months that are currently going through the final notice stage or being pursued by Tasmanian Collection Services.

5.4.     There have been 33,887 infringements referred to MPES since their inception in 2008. The value outstanding is $3,705,597.75.

5.5.     There is an additional $1,946,848.96 MPES are collecting for persons convicted in the Magistrates Court prior to the introduction of the Monetary Penalties Enforcement Act in 2008. These fines are now a minimum of 8 years old, with a number dating back prior to 1995.

5.6.     MPES collected an average of $109,966.26 per month for the six month period to December 2016 on behalf of the City of Hobart.

5.7.     For the same period, the City referred 4,166 infringements to MPES with an average value of $104,681.94 per month for collection.

5.8.     The City of Hobart pays a fee of $47.10 for each infringement referred to MPES. If a debt is not collected by MPES the fee is not recoverable

5.9.     There are 10,109 infringements that have been determined to be non-collectable. These have been so deemed for a number of reasons. A decision is made based on our data and in conjunction with the recommendation from Tasmanian Collection Services whether it is viable to refer the matter to MPES.

5.10.   Of these, 1,628 infringements were issued prior to 1 January 2015 and have a nominal value of $93,261.70. In accordance with Council policy, approval is sought to write these debts off.

5.11.   Refer Attachment A for a graphical representation of the outstanding debt and the Debt Write-off components.

Recovery Action

5.12.   The recovery of all outstanding parking infringements follows the same pathway.  The registered operator’s details are obtained from Transport Tasmania, and a final notice of demand is sent after approximately 21 days from the initial infringement being issued.

5.13.   After approximately 60 days, the matter is referred to City’s debt collection contractor Tasmanian Collection Service (TCS) for follow up and collection.

5.14.   TCS provide their professional recommendation as to whether further legal action is warranted or whether the debt should be abandoned.

5.15.   No earlier than 60 days after referral to TCS and no later than 6 months after the infringement date, the matter is referred to (MPES) for collection or imposition of enforcement sanctions.

5.16.   At any one of these stages the infringement can be deemed uncollectable and the status altered to “No Further Action”.

Debt Collection Performance for the Six Month Period to 31 December 2016

5.17.   Refer Attachment B for a table and graphical summary of the performance in the last 6 months.

5.18.   In the 6 month period to 31 December, the City issued 63,621 infringements with a face value of $2.92M. Of these;

5.18.1.  75 per cent of infringements (47,999) were paid on demand, generating $2.47M income.

5.18.2.  5 per cent (2,992 Infringements) are currently at Final Notice Stage.  Overdue notices have been issued and sent to the registered operator.

5.18.3.  4 per cent (2,325 infringements) have been handed to the collection agency (TCS) for formal collection.

5.18.4.  A further 4 per cent (2550 infringements) have been referred to MPES for collection and/or sanctions.

5.18.5.  Less than 1 per cent (540 infringements) issued within the last 6 months have been classified as doubtful debts and listed as No Further Action.

5.18.6.  Less than 3 per cent (2033 infringements) were issued to 1,533 vehicles registered to another State or Territory, or Hire and Drive vehicles leased to interstate or international drivers.

5.18.7.  Only 305 of these vehicles have more than 1 infringement issued for the period.

5.19.   During the 6 month period MPES forwarded payments totalling $659,797.56 collected on the Council’s behalf.  This related to collections of both current and past (Magistrate’s Court) debts.

6.         Proposal and Implementation

6.1.     Section 3 of the Council policy, Outstanding Debts – Collecting, Reporting and Writing Off, provides that a report be submitted to the Finance Committee as at 30 June each year, recommending that all ‘No Further Action’ debts that have aged in excess of two (2) years be written off.

6.2.     There are 1,628 ‘No Further Action’ fines valued at $93,261.70 issued prior to 1 July 2014 that have been deemed non-collectable.

In accordance with the Policy approval is sought to write these debts off. 

7.         Strategic Planning and Policy Considerations

7.1.     The report aligns with Strategic Objective 2.1 – A fully assessable and connected city environment within the Capital City Strategic Plan 2015-2025, specifically:

2.1.4 – Implement the parking strategy Parking – A Plan for the
Future 2013.

8.         Financial Implications

8.1.     Funding Source and Impact on Current Year Operating Result

8.1.1.     There is $350,000 per annum set aside in the Parking budget as provision for doubtful debt.

8.1.2.     This is fully provisioned against budget function 421.

9.         Legal, Risk and Legislative Considerations

9.1.     No legal, risk and legislative considerations have been identified

10.      Delegation

10.1.   This matter is delegated to the Finance Committee.

 

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.

 

Matt Tyrrell

Matthew Tyrrell

Group Manager Parking Operations

David Spinks

David Spinks

Director Financial Services

 

Date:                            15 March 2017

File Reference:          F17/24780; 16/121

 

 

Attachment a:             Outstanding Debt as at Dec 31, 2016

Attachment b:             Six Monthly Snapshot - Dec 2016   


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6.5    Outstanding Long Term Permit Parking Debts as at 28 February 2017

          File Ref: F17/20181

Memorandum of the Manager Finance and the Director Financial Services of 14 March 2017.

Delegation:     Committee


Item No. 6.5

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Finance Committee Meeting

Page 96

 

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Memorandum: Finance Committee

 

Outstanding Long Term Permit Parking Debts as at 28 February 2017

 

Information on sundry and long term parking debts (greater than $2,000) is provided to the Finance Committee on a quarterly basis.  At the Finance Committee meeting of 15 June 2016, it was resolved that the debts be reported separately to allow the reporting of long term parking debts to appear on the Open portion of the Finance Committee agenda.

This memorandum provides information on long term (permit) parking debts only.  Debts relating to rates, sundry debts and parking fines are reported separately to the Finance Committee and animal debts are managed by City Planning Division. 

The table below, in comparison to the same period last year, shows:

·    A 9% increase ($5,944.14) in total debts outstanding; 

·    A $1,565.44 increase in the 90 days and over category; and

·    A $4,073.96 increase in debts 30 days and older (*), although this is impacted by an invoice timing issue. 

 

28-Feb-2016

 % of total O/S

31-Jan-17

 % of total O/S

28-Feb-17

 % of total O/S

 

 $

 

 $

 

 $

 

Current

54,299

87%

46,125

87%

56,169

82%

30 days

5,248

8%

-985

-2%

8,370

12%

60 days

0

0%

2,882

6%

-613

-1%

90 days

3,045

5%

4,999

9%

4,610

7%

Total

62,593

 

53,022

 

68,537

 

 

 

 

 

 

 

 

* 30 days+(all)

8,293

13%

6,896

13%

12,367

5%

 

DEBTS GREATER THAN $2,000

There are currently no outstanding long term (permit) parking debts greater than $2,000. 

 

REcommendation

That the information contained in the memorandum of the Manager Finance and Director Financial Services of 14 March 2017 titled “Outstanding Long Term Parking Debts as at 28 February 2017” be received and noted.

 

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.

 

Peter Jenkins

Manager Finance

David Spinks

Director Financial Services

 

Date:                            14 March 2017

File Reference:          F17/20181

 

 

  


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6.6    Occupancy Rates - Multi-Storey Car Parks

          File Ref: F17/25166

Memorandum of the Operations Manager - Car Parks, Group Manager Parking Operations and the Director Financial Services of 14 March 2017 and attachments.

Delegation:     Committee


Item No. 6.6

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Memorandum: Finance Committee

 

Occupancy Rates - Multi-Storey Car Parks

 

At the meeting of the Finance and Corporate Services Committee on 20 August 2013 (Open agenda item 13 - Questions Without Notice) Alderman Cocker requested the following:-

“Could Aldermen be provided regular updates on the occupancy rates of the Council Multi-storey car parks?”

The General Manager advised that Aldermen will be provided with the figures quarterly.

The initial quarterly car parks occupation rates report was provided to Aldermen at the meeting of the Finance and Corporate Services Committee on 22 October 2013 (item 8 - Closed agenda).  The Committee resolved that the report be received and noted.  In addition the Chairman informally requested that future reports include occupancy percentages.

This report, for Quarter 2 (October- December) of the 2016/2017 financial year contains:

·    The occupancy rates and income of each of the three multi-storey car parks for the quarter ending December 2016 compared with the same period in 2015 (Table 1).

 

·    Weekday hourly occupation percentages for each of the three multi-storey car parks for the same period (Attachment A).

 

·    Three month overview of the occupancy rates and income generated by the Trafalgar Car Park through permit and early bird parking (Table 2). 

Summary of results

The overall result across the car parks is:

·    2.28 % decrease in vehicle usage; and

 

·    Increase in income of 1.56%.

 

·    Trafalgar car park continues to perform well, being slightly ahead of budget. 

table 1

2015

ARGYLE STREET

CENTREPOINT

HOBART CENTRAL

 

Cars

Income

Cars

Income

Cars

Income

October

98552

$240,783.20

50909

$142,025.90

30743

$94,170.60

November

100004

$250,034.80

52346

$152,149.30

30121

$100,744.60

December

105558

$266,553.35

60915

$164,340.95

33366

$97,844.80

Totals

304114

$757,371.35

164170

$485,516.15

94230

$292,760.00

 

2016

ARGYLE STREET

CENTREPOINT

HOBART CENTRAL

 

Cars

Income

Cars

Income

Cars

Income

October

       93134

$238,783.50

49966

$154,467.60

28938

$99,295.60

November

97348

$237,015.60

52532

$172,059.90

30248

$110,875.50

December

105299

$277,812.20

59507

$167,446.00

32679

$101,946.00

Totals

295781

$753,611.30

162005

$493,973.50

91865

$312,117.10

Argyle Street

Centrepoint

Hobart Central

Car park increase

-8333

-$3,760

  -2165

$8,457

-2365

19,357

-2.74%

0.49%

-1.31%

1.74%

-2.51%

6.61%

Overall increase

Cars

-12863

Income

$24,054

·    Patronage decreased in Argyle Street car park with total patronage 2.74 % less than the same period in the previous year.

 

·    Income decreased in Argyle Street car park with total income 0.49% less, reflecting the decreased patronage.

 

·    The decrease in vehicle numbers in Centrepoint Car Park 1.31%.  This was due in part because of vehicles remaining in the car park for a longer period and as a result decreasing the turnover of vehicle usage.

 

·    The increase in Hobart Central income was due to an increase in early bird uptake during October/ November.

 

 

Trafalgar Car Park

Parking Operations assumed operational responsibility of the 544 parking space Trafalgar Car Park on 1 July 2013.  As at that date, 388 spaces were leased to permit holders who pay a monthly rental of either $255.00 or $275.00 depending on the conditions of their permit.

The goal is to fully occupy the car park with monthly tenants, however in the interim the void between actual and full occupancy is being filled with early bird parkers.

As at 31 December 2016, the number of spaces leased to permit holders was 468, with 76 vacant spaces being utilised by Early Bird parking.  Saturday income is also increasing, mainly due to Salamanca Market patrons taking advantage of the $6.00 all day parking fee.  As at 31 December 2016, the budget for the Trafalgar Car Park showed a favourable increase.

The income for the period 1 October 2016 – 31 December 2016 was split as follows:

Table 2

 

Oct-16

Nov-16

Dec-16

Total Income

Budgeted Income

Permits

$113,142

$112,810

$113,476

$339,428

$314,808

Early Bird

$18,843

$21,556

$19,454

$59,853

$62,000

Saturday

$3,554

$2,536

$5,030

$11,120

$8,500

Total

$135,539

$136,902

$137,960

$410,401

$385,308

Car Park Occupancy Rates Oct - Dec 2016

(See Attachment A)

During October, Centrepoint car park recorded average occupation rates of 88.69% during the peak period of the day (11.00am – 2.00pm).  Argyle Street averaged 82.94% and Hobart Central averaged 86.36 % for the same period.

In the following two month period (1 November 2016 – 31 December 2016) occupancy rates in all three car parks at the peak period of the day were higher – averaging at or above 88.50%. 

Hobart Central and Centrepoint car parks both accept “Early Bird” parking.  During quieter periods the car park operators manually adjust the number of early birds they accept based on the vehicle usage statistics.  The higher percentages of occupation in both of these car parks are reflective of this.

During the three month period vehicular traffic in Argyle Street car park remained constant, with the car park filling at 12pm on 16 December 2016. The average number of vacant spaces available during the peak period of the day was in the vicinity of 120.

Centrepoint and Hobart Central car parks both had busy periods during October, November and December both car parks filled but only momentarily.  Accordingly, early birds were adjusted daily to ensure vacancies remained.

The usage statistics demonstrate that parking capacity remains available even during the busiest periods of the day, which in turn allows for parking availability on-street, thus giving options to parkers when in the City.

 

REcommendation

That the information contained in the memorandum of the Operations Manager – Car Parks, the Group Manager Parking Operations and the Director Financial Services of 14 March 2017 titled “Occupancy Rates – Multi-Storey Car Parks” be received and noted.

 

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.

 

David Fox

Operations Manager - Car Parks

Matthew Tyrrell

Group Manager Parking Operations

David Spinks

Director Financial Services

 

 

Date:                            14 March 2017

File Reference:          F17/25166

 

 

Attachment a:             Occupancy Percenatges

Attachment b:             Financial Performance

Attachment c:            Occupancy Rates   


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7        Committee Action Status Report

 

7.1      Committee Actions - Status Report

 

A report indicating the status of current decisions is attached for the information of Aldermen.

REcommendation

That the information be received and noted.

Delegation:      Committee

 

 

Attachment a:             Status Report     


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8.       Responses to Questions Without Notice

Regulation 29(3) Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10

 

The General Manager reports:-

 

“In accordance with the procedures approved in respect to Questions Without Notice, the following responses to questions taken on notice are provided to the Committee for information.

 

The Committee is reminded that in accordance with Regulation 29(3) of the Local Government (Meeting Procedures) Regulations 2015, the Chairman is not to allow discussion or debate on either the question or the response.”

 

8.1    Fencing - Salamanca Lawns

          File Ref: F17/17130; 13-1-10

Memorandum of the Director Parks and City Amenity of 8 March 2017.

 

Delegation:      Committee

 

That the information be received and noted.

 

 

 


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21/3/2017

 

 

 

Memorandum:          Lord Mayor

Deputy Lord Mayor

Aldermen

 

Response to Question Without Notice

 

Fencing - Salamanca Lawns

 

Meeting: Finance Committee

 

Meeting date: 15 February 2017

 

Raised by: Alderman Sexton

 

Question:

Could the Director please provide an indication of the cost of fencing around Salamanca Lawns since the conclusion of the Taste of Tasmania?

 

Response:

 

The installation and hire of the temporary fencing, put in place surrounding sections of the Salamanca Lawns since the conclusion of The Taste event, has incurred a monthly charge of $1,360 (being $10 per section, per month).  To date the total cost has been in the order of $2,200.

 

A significant amount of fencing has now been removed and returned to the provider, as such future costs will be minimised. Some small sections of fencing have been retained to enable ongoing management of any heavily worn areas of the lawns.

 

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.

 

Glenn Doyle

Director Parks and City Amenity

 

 

Date:                            8 March 2017

File Reference:          F17/17130; 13-1-10    


 

Agenda (Open Portion)

Finance Committee Meeting

Page 119

 

21/3/2017

 

 

9.       Questions Without Notice

Section 29 of the Local Government (Meeting Procedures) Regulations 2015.

File Ref: 13-1-10

 

An Alderman may ask a question without notice of the Chairman, another Alderman, the General Manager or the General Manager’s representative, in line with the following procedures:

1.         The Chairman will refuse to accept a question without notice if it does not relate to the Terms of Reference of the Council committee at which it is asked.

2.         In putting a question without notice, an Alderman must not:

(i)    offer an argument or opinion; or

(ii)   draw any inferences or make any imputations – except so far as may be necessary to explain the question.

3.         The Chairman must not permit any debate of a question without notice or its answer.

4.         The Chairman, Aldermen, General Manager or General Manager’s representative who is asked a question may decline to answer the question, if in the opinion of the respondent it is considered inappropriate due to its being unclear, insulting or improper.

5.         The Chairman may require a question to be put in writing.

6.         Where a question without notice is asked and answered at a meeting, both the question and the response will be recorded in the minutes of that meeting.

7.         Where a response is not able to be provided at the meeting, the question will be taken on notice and

(i)    the minutes of the meeting at which the question is asked will record the question and the fact that it has been taken on notice.

(ii)   a written response will be provided to all Aldermen, at the appropriate time.

(iii)  upon the answer to the question being circulated to Aldermen, both the question and the answer will be listed on the agenda for the next available ordinary meeting of the committee at which it was asked, where it will be listed for noting purposes only.

 


 

Agenda (Open Portion)

Finance Committee Meeting

Page 120

 

21/3/2017

 

 

10.     Closed Portion Of The Meeting

 

The following items were discussed: -

 

Item No. 1          Minutes of the last meeting of the Closed Portion of the Council Meeting

Item No. 2          Consideration of supplementary items to the agenda

Item No. 3          Indications of pecuniary and conflicts of interest

Item No. 4          Reports

Item No. 4.1       Contract Extension

LG(MP)R 15(2)(d)

Item No. 4.2       Contract Extension

LG(MP)R 15(2)(d)

Item No. 4.3       Sale of Land for Unpaid Rates

LG(MP)R 15(2)(g), (i) and  (j)

Item No. 4.4       Barrack Street, Hobart - Lease

LG(MP)R 15(2)(f)

Item No. 4.5       Elizabeth Street, Hobart - Sale of Air Rights

LG(MP)R 15(2)(f)

Item No. 4.6       Request to Erect Bronze Monument

LG(MP)R 15(2)(f)

Item No. 5          Committee Action Status Report

Item No. 5.1       Committee Actions - Status Report

LG(MP)R 15(2)(f)

Item No. 6          Questions Without Notice