Minutes (Open Portion)

Governance Committee Meeting

Page 2

4/7/2017

Minutes (Open Portion)

Governance Committee Meeting

Page 3

4/07/2017

AYES

NOES

Ruzicka

Cocker

Thomas

Reynolds

AYES

NOES

Ruzicka

Deputy Lord Mayor Christie

Cocker

Reynolds

AYES

NOES

Ruzicka

Deputy Lord Mayor Christie

Reynolds

THOMAS

That the minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 30 May 2017 and the Special Governance Committee meeting held on Monday, 3 July 2017, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

6.1      Macquarie Point Development Corporation Update

REYNOLDS

That the recommendation contained in the report of the General Manager of 29 June 2017, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council receive and note the update on officer meetings between the City of Hobart and Macquarie Point Development Corporation.

6.2      Aldermanic Development and Support - Review of Council Policy

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager City Government and Customer Relations of 29 June 2017, be adopted, amended by the following.

1.             Clause 1 (i) (ii) and 1 (i) (iv) be amended to the following:

1.                           (i) (ii)   Where a destination can only be reached by more than one flight, and the combined duration of each flight required to reach the destination is in excess of two hours, Aldermen may elect to travel business class or premium economy (or the closest available equivalent).

(i) (iv)       The General Manager may determine the travel mode and class in other unforeseen circumstances, in consultation with the Lord Mayor or Deputy Lord Mayor.

2.      The $40 daily incidentals travel allowance, referred at clause C.7.8 of the policy apply in all circumstances of all legitimate Council business travel as covered under the policy.

3.      A full review of the professional development policy be undertaken addressing best practice from relevant organisations.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    In respect to the Council’s policy on Aldermanic development and support, the following amendments and variations be endorsed:

(i)      Clause 7 5. of the policy relating to the utilisation of business class travel, be varied to provide for the following arrangements:

Where Aldermen fly within Australia the following arrangements apply:

(i)      Where a destination may be reached by a single flight, less than two hours in duration, travel will be economy class.

(ii)     Where a destination can only be reached by more than one flight, and the combined duration of each flight required to reach the destination is in excess of two hours, Aldermen may elect to travel business class or premium economy (or the closest available equivalent).

(iii)    Where an Alderman may be required to visit multiple destinations in one day, and the cumulative duration of flights is in excess of two hours, clause (ii) above would also apply.

(iv)    The General Manager may determine the travel mode and class in other unforeseen circumstances, in consultation with the Lord Mayor or Deputy Lord Mayor.

(ii)    The reporting provisions for training and development activities be varied to include the following circumstances:

Where the nature of the activity approved under the policy results in some form of examination, assessment and/or accreditation, the timeframe for the report (back to the Council) be varied to be within thirty days of notification of the examination, assessment or accreditation result to the attending Alderman.

(iii)   The use of the corporate credit card to purchase fuel be excluded on the basis that specific fuel cards are available for use by Aldermen who choose to draw on this benefit, and this is the mechanism utilised to monitor usage limits.

(iv)   In respect to reimbursements and reconciliations, the policy be varied to provide for the submission of claims where no tax invoice or other invoice can be issued.

(v)   In respect to reimbursements and reconciliations, including credit card purchases, where there is genuinely no means available to provide the stipulated supporting documentation, a statutory declaration must be submitted, together with an adequate description of the purchase, in support of the expense being claimed.

(vi)   Where there may be a breach of credit card usage, consistent with the oversight role of the Lord Mayor, the matter be brought to the attention of the Lord Mayor.

(vii)  Section H of the policy be varied to delete reference to the determination by the Risk and Audit Panel of claims which the General Manager considers to be ineligible, and the following arrangements be included:

The General Manager determine such claims and in doing so, take such action as considered appropriate, including seeking advice from Council’s internal auditors.

(viii) The policy be updated to reflect the revised expenses under r 43 of the Local Government (General) Regulations 2015.

2.     The $40 daily incidentals travel allowance, referred at clause C.7.8 of the policy apply in all circumstances of all legitimate Council business travel as covered under the policy.

3.     A full review of the professional development policy be undertaken addressing best practice from relevant organisations.

6.3      Quorums for Council Committees

THOMAS

That:  1.     The recommendation contained in the memorandum of the Manager Legal and Governance of 29 June 2017, be adopted.

2.    The implementation of a procedure whereby the established quorum of each Council committee is retained at five members, but any Aldermen who may attend a committee meeting would also have voting right, be explored.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council’s Policy titled Meetings: Procedures and Guidelines be amended by deleting part 3(A)(2) and replacing it with the following:

(i)      Unless already an appointed member an Alderman who is in attendance at a Council committee meeting will be an ex-officio member of that committee for that meeting for the purpose of establishing and maintaining a quorum at that meeting.

2.    The terms of reference for each Council committee be amended to reflect the above change.

3.    The implementation of a procedure whereby the established quorum of each Council committee is retained at five members, but any Aldermen who may attend a committee meeting would also have voting right, be explored.

6.4      The Ninth General Conference of Mayors for Peace - Nagasaki City

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Executive & Economic Development of 29 June 2017, be adopted, and following approval of the Council, a media release be prepared.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council approve the attendance of the Lord Mayor and General Manager, or his nominee, at the 9^th General Conference of Mayors for Peace in Nagasaki, Japan from 7 to 10 August 2017 at a cost of approximately $2,100 to be funded evenly from budget functions 110 – Lord Mayoral Support and 125 – Office of the General Manager in 2017/2018.

2.    Following approval of the Council, a media release be prepared.

6.5      Conference Reporting - 2017 Future of Local Government National Summit - Municipal Association of Victoria -
25 to 26 May 2017

DEPUTY LORD MAYOR

That the recommendation contained in the memorandum of the General Manager of 29 June 2017, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information be received and noted.

7.1      Committee Actions - Status Report

REYNOLDS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

REYNOLDS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

9.1      Alderman Reynolds - Audio System - Lady Osborne Room

Question:  Could the Deputy General Manager provide advice on the current working capacity and potential upgrade of the audio system in the Lady Osborne Room ?

Answer:    The Deputy General Manager took the question on notice.