Agenda of Governance Committee Meeting

Agenda (Open Portion)

Governance Committee Meeting

Page 4

2/5/2017

Governance Committee Meeting (Open Portion) held Tuesday, 2 May 2017 at 5.00 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Ruzicka (Chairman)

Deputy Lord Mayor Christie

Cocker

Thomas

Reynolds

ALDERMEN

Lord Mayor Hickey

Zucco

Briscoe

Sexton

Burnet

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 Governance Committee meeting held on Tuesday, 28 March 2017 and the Special Governance Committee meeting held on Monday, 24 April 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)

Governance Committee Meeting

Page 7

2/5/2017

REPORT TITLE: 2016–2017 Annual Plan Progress Report - Period Ended 28 February 2017

REPORT PROVIDED BY: Group Manager Executive & Economic Development

1. Report Purpose and Community Benefit

1.1. The purpose of this report is to present the 2016–2017 Annual Plan Progress Report for the period ended 28 February 2017. The second report for the 2016-2017 financial year (refer Attachment A).

1.2. The Annual Plan Progress Report sets out major actions/initiatives for the second year of the Capital City Strategic Plan 2015–2025. Central to the Strategic Plan is the long-term vision for the City representing a shared understanding of what Hobart should be like in 2025.

2. Report Summary

2.1. The 2016–2017 Annual Plan Progress Report for the period ended
28 February 2017 is presented for consideration.

2.2. The report is the second report for the 2016–2017 year and details the status of all major actions/initiatives planned to be undertaken during 2016–2017.

2.3. It is proposed that the Council endorse the 2016–2017 Annual Plan Progress Report for the period ended 28 February 2017.

3. Recommendation

That the Council endorse the 2016–2017 Annual Plan Progress Report for the period ended 28 February 2017, marked as Attachment A to this report.

4. Background

4.1. The Annual Plan is required pursuant to S71 of the Local Government Act 1993 that describes the actions to be undertaken to achieve the objectives of the Strategic Plan.

4.2. The Strategic Plan is a requirement pursuant to S66 of the Local Government Act 1993 and the Local Government (Miscellaneous Amendments) Act 2013. The Council is required to develop a strategic plan every ten-years and review at least every four years.

4.3. The Council at its meeting on 9 November 2015, endorsed a new ten-year strategic plan titled Capital City Strategic Plan 2015-2025.

4.4. A key change in the new ten-year strategic plan is a move away from Priority Areas, to the use of Goals and Strategic Objectives.

4.5. The Council at its meeting on 20 June 2016, adopted the City of Hobart Annual Plan for the 2016–2017 year which sets out how the Strategic Objectives of the ten-year strategic plan will be met.

4.6. In October 2016, after a review of the Planning and Reporting Framework, the Executive Leadership Team endorsed moving from quarterly reporting to three reports per year.

As a result, the reporting periods for the 2016–2017Annual Plan Progress Reports are as follows:

1. Progress Report – period ending 31 October 2016.

2. Progress Report – period ending 28 February 2017.

3. Final Report (contributing to the Annual Report) – period ending
30 June 2017.

4.7. Accordingly, this report is the second progress report of which details the status of all major actions/initiatives for the period ending 28 February 2017.

Progress

4.8. This report presents the progress in implementing the Annual Plan for the second reporting period of the 2016–2017 financial year.

4.9. The implementation of the Annual Plan for the period of 1 July 2016 to 28 February 2017 has seen the commencement of 97 per cent of the 150 major actions/initiatives.

4.10. As illustrated in the following graphs, 73 per cent are underway, 24 per cent complete and 3 per cent are yet to commence.

OVERVIEW OF PROGRESS OF IMPLEMENTATION OF ALL MAJOR ACTIONS/INITIATIVES

OVERVIEW OF PROGRESS OF IMPLEMENTATION OF MAJOR ACTIONS/INITIATIVES
BY GOAL

Completed Actions/Initiatives

4.11. Completed actions/initiatives for each goal for the first reporting period of the 2016–17 financial year include:

Goal One - Economic Development, Vibrancy and Culture

4.11.1. In partnership with the University of Tasmania’s Plimsoll Gallery the Hobart Town Hall 150^th Year Anniversary Design Award exhibition was held in December 2016 and January 2017, with the winner of the award announced at an official opening awards ceremony 9 December 2016.

4.11.2. The delivery of the Student Ambassador Program, with a second group of ambassadors appointed, in partnership with the University of Tasmania.

4.11.3. The 2016–2017 Taste of Tasmania delivered. The three-year business plan is on hold pending the Council decision on the future implementation of the event. The card and cash model was implemented in accordance with the Council’s decision at its meeting held 26 September 2016.

4.11.4. The Carols by Candlelight was delivered by ExitLeft Productions on 18 December 2016 at the Royal Tasmanian Botanical Gardens.

4.11.5. The Christmas Pageant was delivered on 19 November 2016.

4.11.6. A comprehensive review of the Hobart Mobile Food Vendor Program trial was completed. The program is now being implemented on an ongoing basis.

4.11.7. The redesign and refurbishment of the booking and information provision infrastructure at the Tasmanian Travel and Information Centre was undertaken during November 2016. Accessible desks, including sit/stand desks, have been installed and the floor area has been levelled to ensure employee safety and improved accessibility for the public.

Goal Two - Urban Management

4.11.8. The construction of the Inner-City Cycle Way beginning in Morrison Street connecting Brooke Street and Castray Esplanade, including the Brooke Street upgrade complete.

4.11.9. The complete construction of Sandy Bay Road Walking and Cycling project from Beach Road to the boundary with Kingborough.

4.11.10. Options for improvement of the traffic network capacity within the city centre identified in conjunction with the Transport Commission.

4.11.11. Celebrations of the sesquicentenary of the Town Hall were held in September, including a very successful open day and the publication of the historical book titled Municipal Magnificence: the Hobart Town Hall 1866–2016.

Goal Three - Environment and Natural Resources

4.11.12. The report Climate change information for decision makers has been endorsed by the Council and will be used to inform the review of the Hobart Climate Change Strategy.

4.11.13. Background reports and drone footage of the coastline have been completed and will inform the consultation for the coastal hazard strategy and community consultation for the Marieville Esplanade Coastal Adaptation Pathway is programmed for May this year.

4.11.14. Review of the City’s fire management plans for Knocklofty and Ridgeway Reserves is progressing with the recently released Tasmanian Fire Service guidelines informing the review of the plans.

4.11.15. Planning and implementation of Hazard Reduction Burns and on-ground improvements to fire breaks continue to be undertaken and completed.

4.11.16. Implementation of the Ancanthe Park Master Plan is underway with onsite works for a new public toilet facility, a new bus stop shelter and renovations to, and including new, pathways and landscaping progressing to completion by the end of June.

4.11.17. Implementation of the Waste Management Strategy 2015–2030 is progressing, including improved waste diversion being achieved at the 2016–2017 Taste of Tasmania. The McRobies Gully Waste Management Centre Good Neighbour Agreement was released for community-wide engagement and consultation in early 2017, with the final document to be approved by the Council in April this year.

Goal Four - Strong, Safe and Healthy Communities

4.11.18. In partnership with Glenorchy City Council, Clarence City Council and Tascare for Children the Access All Areas event to celebrate International Day of People with a Disability was successfully held on 27 November 2016 at Montrose Park.

4.11.19. Several strategies have been implemented to strengthen and develop the Positive Ageing Volunteer Program, including the provision of training opportunities for volunteers.

4.11.20. A successful expo for Adult Learners Week was held in September, supporting the provision of accessible information and lifelong learning.

4.11.21. A new ‘café’ cooking program was successfully delivered at the Youth Arts and Recreation Centre to encourage healthy eating choices.

4.11.22. In partnership with other local councils a large-scale national girl’s skate event was delivered in early November at the North Hobart Skate Park.

4.11.23. Promotion and subsequent successful events were held to celebrate the 2017 Lunar New Year.

Goal Five - Governance

4.11.24. The InfoCouncil management system has been implemented to accommodate the preparation of Council committee business papers and the management of Council and committee outcomes.

4.11.25. The Hub software, providing an electronic library for dissemination and housing of corporate material for Aldermen, is well established.

4.11.26. An audit of the implementation of the Council’s policy in respect to Aldermanic Development and Support was completed by the Council’s internal auditors. This information was then considered by the Councils Risk and Audit Panel at its December 2016 meeting.

4.11.27. The City of Hobart Rates and Charges Policy has been reviewed and updated. A copy of the policy is available on the City of Hobart website and in print from the Customer Service Centre.

4.11.28. A campaign to promote email delivery of rate notices has been implemented and communicated to all ratepayers.

4.11.29. The implementation of a new contracted tenancy management system.

4.11.30. Penetration testing has been undertaken to test and assist the Council’s cyber protection along with an upgrade in digital information systems offering greater resilience and data recovery capability.

4.11.31. The implementation of a web based lodgement and application assessment system for the online submission of statutory applications.

4.11.32. The implementation of a project management toolkit.

4.11.33. The finalisation and implementation of the Hobart City Council Enterprise Agreement 2016.

4.11.34. The implementation of the Fitness for Work and the Alcohol and Other Drug policies and procedures.

4.11.35. The Delivery of a Code of Conduct and Ethical Decision Making Training Program to all employees has been conducted.

4.11.36. An Interactive Voice Response system has been installed to provide an improved service for the City’s phone clients.

4.11.37. Active participation in the Council of Capital City Lord Mayors (CCCLM) with the Lord Mayor and the General Manager attending the CCCLM Annual General Meeting during October.

Actions underway that may not be completed this financial year

4.12. The following actions have commenced, however may not be completed in this financial year:

4.12.1. Install external façade lighting to the Town Hall

A briefing on the proposed façade lighting treatment has been presented to the Council. A further briefing has been requested. As a consequence, the original completion date for the project of the end of the financial year has been extended and will be reliant upon finalisation of the lighting design.

4.12.2. Rebuild Carlton Street:

- Complete design; and

- Commence construction.

The community engagement is almost complete and the design nearing completion. Construction rescheduled to 2017–2018 due to reprioritisation of other projects.

Yet To Commence

4.13. The following actions are yet to commence and may not be undertaken this financial year:

4.13.1. Develop a Business Plan for the Tasmanian Travel and Information Centre.

This action has been delayed to accommodate:

- The Tasmanian Visitor Blueprint;

- The Tasmanian Visitor Engagement Strategy;

- The November 2016 refurbishment project; and

- The Council’s final endorsement of the refurbishment of the mall booth (which creates the potential for new types of service delivery and revenue).

A marketing plan has been developed which will feed into the business plan for the centre.

4.13.2. Upgrade Bus Mall in Elizabeth Street and consider inclusion of Collins Street as part of the bus interchange facilities, including community engagement; design; and the commencement of construction.

Work is being undertaken with the Department of State Growth to progress a temporary option for the Bus Mall during the construction of the Palace Hotel.

4.13.3. Review the Council’s recruitment policy and processes.

This review will not commence until the general review of the Human Resources Unit is complete, which is expected to be June 2017.

4.13.4. Update communications policy and develop procedures and relevant guidelines.

This action has been deferred subject to the findings of the communication review which is currently underway.

5. Proposal and Implementation

5.1. It is proposed that the Council endorse the Annual Plan Progress Report for the period ended 28 February 2017.

6. Strategic Planning and Policy Considerations

6.1. The preparation of the report provides an account of the progress in achieving the major actions/initiatives identified for the 2016–2017 financial year as set out in the Annual Plan.

6.2. These major actions/initiatives progress the City of Hobart in achieving the Goals in the ten-year strategic plan.

7. Financial Implications

7.1. Funding Source and Impact on Current Year Operating Result

7.1.1. The Annual Plan is a companion document to the annual budget estimates. All major/actions initiatives identified within the Plan have budget allocations.

8. Legal, Risk and Legislative Considerations

8.1. The City of Hobart’s Strategic Risk Register addresses the strategic risks associated with the implementation of the Capital City Strategic Plan 2015–2025.

8.2. The successful implementation of the Annual Plan contributes to mitigating these risks.

8.3. The Annual Plan is required pursuant to S71 of the Local Government Act 1993 and sets out how the strategic objectives of the ten-year strategic plan will be met during 2016–2017. This report provides detail on the progress of the implementation of the major actions/initiatives for the period ended 28 February 2017.

9. Environmental Considerations

9.1. None arise from this report.

10. Social and Customer Considerations

10.1. The preparation of the two Annual Plan Progress Reports and the Annual Report each year is a critical activity in communicating to the community the many achievements of the Council as well as fulfilling a number of statutory requirements.

11. Marketing and Media

11.1. Refer to 10.1 above.

12. Community and Stakeholder Engagement

12.1. Executive Officers and responsible officers were consulted in the preparation of this report.

13. Delegation

13.1. 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.

Tim Short

Group Manager Executive & Economic Development

Date: 27 April 2017

File Reference: F17/40179; 21-1-1

Attachment a: 2016-2017 Annual Plan Progress Report Period Ended 28 February 2017 ⇩

Item No. 6.2

Agenda (Open Portion)

Governance Committee Meeting

Page 58

2/5/2017

Memorandum: Governance Committee

2017 Future of Local Government National Summit, Melbourne - 25 and 26 May 2017 - Aldermanic Nominations

The General Manager reports:

“The attached program is provided to enable Aldermanic nominations to be sought for attendance at the 2017 Future of Local Government National Summit to be held in Melbourne on 25 and 26 May 2017.

Clause C2 of the Council’s policy titled Aldermanic Development and Support with regard to conference attendance, provides that:

The Council may approve the attendance of Aldermen at relevant conferences as representatives of the City, in the capacity as a delegate or conference presenter, subject to budget availability.

Particular conferences where Council representation may be considered appropriate may be brought to the notice of the Council by the General Manager or an individual Alderman.

When such conferences are listed on the relevant committee agenda for consideration of representation, the relevance of the conference to the City’s strategic objectives is to be addressed as part of the process.

The content of the conference is clearly relevant to local government and the Council’s Capital City Strategic Plan 2015-2025 in particular Goal 5 – Governance “Leadership provides for informed decision-making for our capital city”, Strategic Objective 5.4 – an engaged civic culture where people feel part of decision-making and Strategic Objective 5.5 – Capital City leadership is provided.

The estimated cost of full attendance is approximately $1,814 per person, which is inclusive of registration fees, two night’s accommodation, travel expenses and other incidental expenditure.

In the event that the Council approves Aldermanic attendance, the cost will be attributed to general Aldermanic conferences allocation within the City Government function of the 2016/2017 Annual Plan.

The information is submitted for consideration.”

REcommendation

That:

1. The Council consider Aldermanic representation at the 2017 Future of Local Government National Summit, to be held in Melbourne, Victoria on 25 and 26 May 2017.

2. The cost of attendance estimated at $1,814 per person, be attributed to the general Aldermanic conferences allocation within the City Government Function of the 2016/2017 Annual Plan.

N.D Heath

General Manager

Date: 26 April 2017

File Reference: F17/41174

Attachment a: Conference Program - 2017 Future of Local Government National Summit ⇩

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.