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City of hobart

MINUTES

Finance and Governance Committee Meeting

 

Open Portion

 

Wednesday, 14 March 2018 at 5:03 pm

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

 

14/3/2018

 

 

 ORDER OF BUSINESS

 

APOLOGIES AND LEAVE OF ABSENCE

1.        Co-Option of a Committee Member in the event of a vacancy  3

2.        Confirmation of Minutes. 3

3.        Consideration of Supplementary Items. 4

4.        Indications of Pecuniary and Conflicts of Interest. 4

5.        Transfer of Agenda Items. 4

6          Reports. 5

Governance

6.1     Hobart City Vision Project: Presentation by Community Panellists. 5

6.2     Notice of Motion - Code of Conduct  - Bias and Conflict of Interest 6

Finance

6.3     Code for Tenders and Contracts - Tender and Quotation Exemption Reporting  7

7          Committee Action Status Report. 8

7.1     Committee Actions - Status Report 8

8.        Responses to Questions without Notice. 8

9.        Questions without Notice. 9

10.     Closed Portion of the Meeting.. 9

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 3

 

14/03/2018

 

 

Finance and Governance Committee Meeting (Open Portion) held on Wednesday, 14 March 2018 at 5.03 pm in the Lady Osborne Room, Town Hall.

 

COMMITTEE MEMBERS

Ruzicka (Joint Chairman)

Thomas (Joint Chairman)

Deputy Lord Mayor Christie

Zucco

Sexton

Cocker

Reynolds

 

PRESENT: Alderman E R Ruzicka (Joint Chairman), Alderman D C Thomas (Joint Chairman), The Deputy Lord Mayor Alderman R G Christie, Aldermen M Zucco, P T Sexton, P S Cocker, A M Reynolds, H C Burnet and W F Harvey.

 

APOLOGIES: Nil.

 

LEAVE OF ABSENCE: Nil.

ALDERMEN

Lord Mayor Hickey

Briscoe

Burnet

Denison

Harvey

 

 

 

 

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

 

No Aldermen were co-opted to the Committee.

 

2.       Confirmation of Minutes

 

DEPUTY LORD MAYOR

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Wednesday, 14 February 2018, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

The minutes were signed

 

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.

 

No supplementary items were received.

 

 

 

 

 

 

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 conflicts 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.

 

No interest was indicated.

 

 

 

 

 

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?

 

No items were transferred.

 

 


 

6        Reports

 

Governance

 

Mr Stephen Poljansek, Mr Raja Iyer, Ms Kartika Franks, Mr Samuel Watson, Mr Nitesh Raj Pant/ Ms Lucinda Toynbee Wilson, Ms Boshra Yazahmeidi, Ms Amelia Lawrence and Ms Sarah Wilcox, Community Panel Members from the Hobart City Vision Project, addressed the Committee in relation to item 6.1.

 

 

6.1      Hobart City Vision Project: Presentation by Community Panellists

            File Ref: F18/20682;  F18/20682

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Associate Director City Economy, Tourism and Events and the Project and Research Officer of 9 March 2018, be adopted with an additional clause to read as follows:

“2.     The Council convey its sincere thanks to the Panel Members from the Hobart City Vision Project.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    The Council receive and note the presentation from Community Panellists, as the core input leading into a subsequent comprehensive project report and draft vision document.

2.    The Council convey its sincere thanks to the Panel Members from the Hobart City Vision Project.

Delegation:     Council

 

 

 

 

 

 

Mr David Morris, Partner, Local Government, Environment, Planning & Development Law, from Simmons Wolfhagen, was in attendance at the meeting for the purposes of answering questions from the Committee in relation to item 6.2.

 

6.2      Notice of Motion - Code of Conduct  - Bias and Conflict of Interest

            File Ref: F18/7408; 15/153-167

SEXTON

That    1.    The Council note the advice provided by Simmons Wolfhagen dated 16 February 2018.

2.    The Council write to the Director of Local Government expressing its concern with the materiality test in the Code of Conduct and in light of the advice from Simmons Wolfhagen, request the removal of the test from the code.

3.    The Council provide the advice, by Simmons Wolfhagen dated 16 February 2018, to the Local Government Association of Tasmania for use in their global advice for newly elected members.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    The Council note the advice provided by Simmons Wolfhagen dated 16 February 2018.

2.    The Council write to the Director of Local Government expressing its concern with the materiality test in the Code of Conduct and in light of the advice from Simmons Wolfhagen, request the removal of the test from the code.

3.    The Council provide the advice, by Simmons Wolfhagen dated 16 February 2018, to the Local Government Association of Tasmania for use in their global advice for newly elected members.

 

Delegation:     Council

Finance

 

6.3      Code for Tenders and Contracts - Tender and Quotation Exemption Reporting

            File Ref: F18/17602

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 9 March 2018, be adopted with an additional clause to read as follows:

“4.     In all cases where the Council appoints an agent, the agent must be made aware of, and where applicable, comply with the Hobart Code for Tenders and Contracts policy.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    A report of exemptions granted from the requirement to seek 3 written quotes be presented to the Finance and Governance Committee as at 31 March, 30 June, 30 September and 31 December each year.

2.    The Council adopt the amended City of Hobart Code for Tenders and Contracts marked as Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 14 March 2018..

3.    The General Manager be authorised to finalise the City of Hobart Code for Tenders and Contracts and arrange for it to be made available to the public in paper format from the Council’s Customer Service Centre and in electronic format from Council’s website.

4.    In all cases where the Council appoints an agent, the agent must be made aware of, and where applicable, comply with the Hobart Code for Tenders and Contracts policy.

Delegation:     Council

7        Committee Action Status Report

 

7.1      Committee Actions - Status Report

            File Ref: F18/21855; 18/17

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

Delegation:     Committee

  

8.       Responses to Questions without Notice

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

 

8.1    Meeting With The New UTAS Vice Chancellor

          File Ref: F18/14404; 13-1-10

 

8.2    Clarifying the Council's Current Procurement Policy

          File Ref: F18/20509; 13-1-10

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

Delegation:     Committee

9.     Questions without Notice

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

File Ref: 13-1-10

 

 

No questions were asked at the meeting.

 

 

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          Committee Action Status Report

Item No. 4.1       Committee Actions - Status Report

LG(MP)R 15(2)(d) and  (f)

Item No. 5          Questions Without Notice

SEXTON                                                                                   That the items be noted

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Christie

 

Zucco

 

Sexton

 

Cocker

 

Reynolds

 

   

 

The Chairman adjourned the meeting at 6:25 pm to conduct the closed portion of the meeting.

 

The meeting reconvened at 6:27 pm.

 

Item 10 was then taken.

 

There being no further business the meeting closed at 6:28 pm.

 

 

 

 

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
17th DAY OF april 2018.

CHAIRMAN