Minutes (Open Portion)

Governance Committee Meeting

Page 2

28/11/2017

Minutes (Open Portion)

Governance Committee Meeting

Page 3

28/11/2017

DEPUTY LORD MAYOR

The minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 10 October 2017, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

The minutes were signed.

6.1      Stakeholder Relations and Advocacy with Local, State and Federal Tiers of Government

REYNOLDS

That the recommendation contained in the memorandum of the General Manager of 23 November 2017, be adopted and the General Manager consider an appropriate framework to facilitate annual discussions, between State and Federal representatives, on City of Hobart priorities.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the memorandum of the General Manager titled ‘Stakeholder Relations and Advocacy with Local, State and Federal Tiers of Government’ of 23 November 2017 be received and noted and the General Manager consider an appropriate framework to facilitate annual discussions, between State and Federal representatives, on City of Hobart priorities.

6.2      Amendments to the Local Government (General) Regulations 2015

THOMAS

That    1.    The Council consider its position with respect to the following issues in respect to the provisions around gifts and benefits contained in the proposed changes to the Local Government (General) Regulations 2015:

(i)      The minimum threshold for disclosure for gifts and benefits be set at $50.00;

(ii)     The timing of disclosure of gifts or donations be a maximum of 7 days; and

(iii)    The timing of making the register public be monthly.

2.    In addition to the above, the Council provide feedback to the Local Government Association of Tasmania in relation to the proposed changes to the Local Government (General) Regulations 2015 in the following terms:

(i)      The Council supports the increases to electoral advertising limits for an aldermanic/ councillor candidate to $6,500 and $10,500 for an aldermanic and mayor or deputy mayor candidate;

(ii)     The Council supports the proposed inclusions to the Declaration of Office provided that the term ‘professional development’ is defined and, in this respect, the Local Government Division of the Department of Premier and Cabinet develop, in consultation with councils and other relevant stakeholders, a model professional development policy that provides clear guidance as to its requirement; and

(a)     In the interest of good governance, the Declaration of Office process be accompanied by the attestation of compliance with the Good Governance Guide for Local Government in Tasmania.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    The Council consider its position with respect to the following issues in respect to the provisions around gifts and benefits contained in the proposed changes to the Local Government (General) Regulations 2015:

(i)      The minimum threshold for disclosure for gifts and benefits be set at $50.00;

(ii)     The timing of disclosure of gifts or donations be a maximum of 7 days; and

(iii)    The timing of making the register public be monthly.

2.    In addition to the above, the Council provide feedback to the Local Government Association of Tasmania in relation to the proposed changes to the Local Government (General) Regulations 2015 in the following terms:

(i)      The Council supports the increases to electoral advertising limits for an aldermanic/ councillor candidate to $6,500 and $10,500 for an alderman and mayor or deputy mayor candidate;

(ii)     The Council supports the proposed inclusions to the Declaration of Office provided that the term ‘professional development’ is defined and, in this respect, the Local Government Division of the Department of Premier and Cabinet develop, in consultation with councils and other relevant stakeholders, a model professional development policy that provides clear guidance as to its requirement; and

(a)     In the interest of good governance, the Declaration of Office process be accompanied by the attestation of compliance with the Good Governance Guide for Local Government in Tasmania.

6.3      2017-18 Annual Plan - Progress Report
Period Ended 31 October 2017

THOMAS

That the recommendation contained in the report of the Group Manager Executive & Economic Development of 23 November 2017, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council endorse the 2017–18 Annual Plan Progress Report: period ended 31 October 2017, marked as Attachment A to Item 6.3 on the Open Governance Committee meeting agenda of 28 November 2017.

6.4      Volunteer Participation in City of Hobart Programs

DEPUTY LORD MAYOR

That the recommendation contained in the memorandum of the Manager Human Resources Operations of 23 November 2017, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information contained in the memorandum, titled ‘Volunteer Participation in City of Hobart Programs’, of the Manager Human Resources Operations of 23 November 2017 be received and noted.

6.5      TasWater Update

DEPUTY LORD MAYOR

That the recommendation contained in the memorandum of the General Manager of 23 November 2017, be adopted, and any further actions, relating to the TasWater takeover, be undertaken in conjunction with the Local Government Association of Tasmania.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information contained in the memorandum, titled ‘TasWater Update’, of the General Manager of 23 November 2017 be received and noted and any further actions, relating to the TasWater takeover, be undertaken in conjunction with the Local Government Association of Tasmania.

6.6      Study Tour Reporting - North America - Portland Calgary Vancouver - September 2017

REYNOLDS

That the recommendation contained in the memorandum of the General Manager of 20 November 2017, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information contained in the memorandum, titled ‘Study Tour Reporting - North America - Portland Calgary Vancouver - September 2017’ of the General Manager of 20 November 2017 be received and noted.

7.1      Committee Actions - Status Report

THOMAS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

REYNOLDS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

11       Council and Committees - Structure and Governance Matters

REYNOLDS

That in relation to the public question time forum, notice period for lodgement of questions be reduced from seven to two clear days. Questions accepted from the floor during the forum, subject to being put in writing and where a response cannot be provided, will be provided a written response as soon as possible.

MOTION CARRIED

VOTING RECORD

REYNOLDS

That in respect to Notices of Motions, the current format be changed to include the additional requirement that all NOMs be accompanied by preliminary commentary provided by the General Manager on relevant issues, to potentially allow the subject matter to be dealt with, at the meeting without the requirement for a further report.

1.    The General Manager’s commentary include the status of any action pending, underway or completed and any other matters relevant to the subject matter, including whether a report is required and if so, an estimated timeframe and any forseen resourcing or cost implications.

2.    In order to facilitate the provision of additional information, the notice period for Notices of Motions be lengthened from the current seven clear days of the intended meeting, to up to ten clear days, depending on the complexity of the topic

(i)      The Notices of Motions procedures be varied to accommodate this requirement.

MOTION LOST

VOTING RECORD

REYNOLDS

That in respect to deputations:

1.    the discretion of committee chairmen to consider a deputation to address a meeting, as a supplementary agenda item, without the need to include a report on the agenda for the meeting, be endorsed

2     a further report be prepared on an appropriate framework to facilitate such a process which ensures good governance and the effective functioning of council committees.

MOTION CARRIED

VOTING RECORD

REYNOLDS

That further consideration of the strategic realignment of its existing committee structure occur after the completion of the Council’s visioning project.

MOTION CARRIED

VOTING RECORD

REYNOLDS

That in respect to Questions Without Notice, the guidelines, as shown as attachment C to item 11 of the Supplementary Open Governance Committee agenda of 28 November 2017, be adopted

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    In relation to the public question time forum, notice period for lodgement of questions be reduced from seven to two clear days.

(i)      Questions accepted from the floor during the forum, subject to being put in writing and where a response cannot be provided, will be provided a written response as soon as possible.

2     In respect to deputations:

(i).     the discretion of committee chairmen to consider a deputation to address a meeting, as a supplementary agenda item, without the need to include a report on the agenda for the meeting, be endorsed

(ii)     a further report be prepared on an appropriate framework to facilitate such a process which ensures good governance and the effective functioning of council committees.

3.    Further consideration of the strategic realignment of its existing committee structure occur after the completion of the Council’s visioning project.

4.    In respect to Questions Without Notice, the guidelines, as shown as attachment C to item 11 of the Supplementary Open Governance Committee agenda of 28 November 2017, be adopted