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City of hobart

MINUTES

Finance and Governance Committee Meeting

 

Open Portion

 

Tuesday, 17 April 2018 at 5:00 pm

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

 

17/4/2018

 

 

 ORDER OF BUSINESS

 

APOLOGIES AND LEAVE OF ABSENCE

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

2.        Confirmation of Minutes. 5

3.        Consideration of Supplementary Items. 5

4.        Indications of Pecuniary and Conflicts of Interest. 6

5.        Transfer of Agenda Items. 6

6          Reports. 7

Finance

6.1     Procurement Strategy. 7

6.2     Outstanding Long Term Permit Parking Debts as at 28 February 2018. 7

6.3     3 Morrison Street - Australian Antarctic Festival 2018. 8

Governance

6.4     Council and Committee Meetings - Publication of Arrival and Departure Times  9

6.5     Facilitating Deputations as Supplementary Items on Council Committee Agendas. 10

6.6     Solar Panels - Additional Installations on City of Hobart Buildings. 11

6.7     Local Government Association of Tasmania General Meeting Motions. 12

7          Motions of which Notice has been Given. 13

7.1     Tax for Vacant or Unused Residential/Housing Accommodation. 13

8          Committee Action Status Report. 14

8.1     Committee Actions - Status Report 14

9.        Responses to Questions without Notice. 14

10.     Questions without Notice. 15

11.     Closed Portion of the Meeting.. 16

Supplementary Items. 17

12       Anonymous Information Requests - Policy Position. 17

13       Town and City Halls and Waterside Pavilion - Council Policy on Usage. 17

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

 

17/04/2018

 

 

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 17 April 2018 at 5.00 pm in the Lady Osborne Room, Town Hall.

 

COMMITTEE MEMBERS

Ruzicka (Chairman)

Thomas (Chairman)

Lord Mayor Christie

Deputy Lord Mayor Sexton

Zucco

Cocker

Reynolds

 

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

 

APOLOGIES: Nil.

 

LEAVE OF ABSENCE: Nil.

ALDERMEN

Briscoe

Burnet

Denison

Harvey

 

 

 

 

Lord Mayor Christie left the meeting at 5:05pm and returned at 5:17 pm.

 

Alderman Zucco left the meeting at 5:15 pm and returned at 5:17pm, was present for items 1 to 6.6 and item 7 and retired from the meeting at 5:24 pm.

 

 

 

 

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

 

No Aldermen were co-opted to the 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 March 2018, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

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.

LORD MAYOR

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

 

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

 

 

 

 

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.

 

 

 

LORD MAYOR

That agenda item 7 be taken next.

 

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

 

 

Item 7 was then taken.

 


 

6        Reports

 

Finance

6.1      Procurement Strategy

            File Ref: F18/26789

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Rates and Procurement and  Director Financial Services of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That the City of Hobart Procurement Strategy 2018 – 2022 be approved and made available from Council’s website.

Delegation:     Council

 

 

6.2      Outstanding Long Term Permit Parking Debts as at 28 February 2018

            File Ref: F18/20455

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Finance and  Director Financial Services of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That the information contained in the memorandum of the Manager Finance and Director Financial Services of 6 March 2018 titled “Outstanding Long Term Parking Debts as at 28 February 2018” be received and noted.

Delegation:     Committee

 

 

 

6.3      3 Morrison Street - Australian Antarctic Festival 2018

            File Ref: F18/31471; 15/153-127

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Legal and Governance of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    The Council grant the Hobart Antarctic Festival Pty Ltd use of the property at 3 Morrison Street under licence until 31 August 2018 at no charge.

2.    The Council’s contribution will be noted in the Council’s annual report in accordance with Council policy.

Delegation:     Committee

 

 

 


 

Governance

6.4      Council and Committee Meetings - Publication of Arrival and Departure Times

            File Ref: F16/100138; 13-1-2

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager City Government & Customer Relations of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    The Council note that it is complying with the requirements of the Local Government (Meeting Procedures) Regulations 2015 in that the minutes of meetings of all Council and Council committee meetings record the attendance of Aldermen, including the times of all arrivals and departures which occur during a meeting.

2.    The minutes of all open Council and Council committee meetings are made available on the Council’s website.

 

Delegation:     Council

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6.5      Facilitating Deputations as Supplementary Items on Council Committee Agendas

            File Ref: F18/20116

COCKER

That the Council policy titled “Meetings: Procedures and Guidelines”, as marked in Attachment A to the memorandum of the Acting General Manager of 11 April 2018, Item 6.5 of the Open Finance and Governance Committee agenda of 17 April 2018, be approved with the following amendments:

1.      That the following clause (b) be added to section (iii):

“Where the chairman decides the deputation not be received, the Committee will be advised.”

2.    That section (iv) (b) be amended to read as follows:

“is limited to a duration of 5 minutes in total.”

3.    That a clause (c) be added to section (iv) to read as follows:

“time may be extended at the discretion of the Committee.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That the Council policy titled “Meetings: Procedures and Guidelines”, as marked in Attachment A to the memorandum of the Acting General Manager of 11 April 2018, Item 6.5 of the Open Finance and Governance Committee agenda of 17 April 2018, be approved with the following amendments:

1.      That the following clause (b) be added to section (iii):

“Where the chairman decides the deputation not be received, the Committee will be advised.”

2.    That section (iv) (b) be amended to read as follows:

“is limited to a duration of 5 minutes in total.”

3.    That a clause (c) be added to section (iv) to read as follows:

“time may be extended at the discretion of the Committee.

Delegation:     Council

 

 

6.6      Solar Panels - Additional Installations on City of Hobart Buildings

            File Ref: F18/21714; 2016-0018-003

THOMAS

That the recommendation contained in the report of the Group Manager Infrastructure Planning and  Director City Infrastructure of 12 April 2018, be adopted with an additional clause to read as follows:

“An appropriate media release be prepared and forwarded to relevant media organisations.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    Solar photovoltaic systems to a total capacity of about 175 kilowatts be installed at the following sites in the 2018-2019 year:

(i)      Town Hall Annex;

(ii)     Clearys Gates Depot;

(iii)    McRobies Gully Waste Management Centre;

(iv)    North Hobart Oval

(v)     Bushland Operations Depot

(vi)    City Hall;

(vii)   Mathers House; and

(viii)  Mornington Nursery.

2.      A sum of $187,000 be allocated to this project, with $100,000 to be transferred from the Energy Savings Action Plan works funding allocation in 2018-2019 year and $87,000 be transferred and brought forward from the Energy Savings Action Plan works funding allocation in 2019-2020 year, subject to final approval of the 2018-2019 budget.

3.      An appropriate media release be prepared and forwarded to relevant media organisations.

Delegation:     Council

 

6.7      Local Government Association of Tasmania General Meeting Motions

            File Ref: F18/30498

LORD MAYOR

That the recommendation contained in the report of the Acting General Manager of 12 April 2018, be adopted with the inclusion of the addition of two motions to read as follows:

·         “The LGAT urgently consider through its appropriate body a response to the recent increase in costs of recycling to local government as a consequence of changes to the Chinese government’s policies and consider development of a range of responses, including collective negotiations between the Federal and State Governments and other stakeholders, to prompt a market response for recycling opportunities in Tasmania.

·         The LGAT lobby all councils to adopt the use of reusable and compostable items for use in council sponsored events.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    The Council submit the following motions to the Local Government Association of Tasmania’s (LGAT) July General Meeting:

·                The LGAT lobby the State Government for the introduction of legislation to ban the provision of petroleum-based single-use take-away food packaging currently used to enable prepared food or beverages to be carried from the retailer’s premises.

·                The LGAT lobby the State Government to remove the ‘materiality’ test as it relates to conflict of interest set out in Part 2 of the Model Code of Conduct.

·                The LGAT urgently consider through its appropriate body a response to the recent increase in costs of recycling to local government as a consequence of changes to the Chinese government’s policies and consider development of a range of responses, including collective negotiations between the Federal and State Governments and other stakeholders, to prompt a market response for recycling opportunities in Tasmania.

·                The LGAT lobby all councils to adopt the use of reusable and compostable items for use in council sponsored events.

2.    The Council determine whether it wishes to submit any other motions to the Local Government Association of Tasmania’s (LGAT) July General Meeting.

Delegation:     Council

 

 

Item 8 was then taken.

 

 

7        Motions of which Notice has been Given

 

7.1      Tax for Vacant or Unused Residential/Housing Accommodation

            File Ref: F18/25180; 13-1-9

ZUCCO

That in accordance with Council’s policy, the following Notice of Motion which was adopted by the Finance and Governance Committee , be considered by the Council.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Deputy Lord Mayor Sexton

 

Zucco

 

Cocker

 

Reynolds

 

Motion

“That an urgent report be prepared that considers a rate or tax that maybe implemented for approved but vacant and unused residential/housing accommodation in the city of Hobart, and that the report will include the findings from any previous reports prepared by Council officers on the matter.

 

That the report also consider writing to the State Government to also consider a vacant land tax similar to the Victorian model and raising the issue with the Local Government Association of Tasmania.”

Delegation:     Council

 

 

Item 6.1 was then taken.

8        Committee Action Status Report

 

8.1      Committee Actions - Status Report

            File Ref: F18/32186; 18/17

LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

Delegation:     Committee

  

 

9.       Responses to Questions without Notice

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

 

9.1    Annual Meeting with TasWater

          File Ref: F18/14406; 13-1-10

 

9.2    Representatives of Internal and External Organisations - Annual Reporting

          File Ref: F18/14415; 13-1-10

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

 

Delegation:     Committee

10.     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.

 

11.     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       Property Debts

LG(MP)R 15(2)(j)

Item No. 4.2       Outstanding Sundry Debts as at 28 February 2018

LG(MP)R 15(2)(g)

Item No. 4.3       Remissions of Rates and Charges Granted

LG(MP)R 15(2)(g)

Item No. 4.4       Contract Extension - Contract No. 5575 - Provision of Secure Interactive Voice Recognition (IVR) and Internet Account Payment Services

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

Item No. 4.5       Hobart Rivulet Air Rights - National Australia Bank - 76 Liverpool Street, Hobart

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

Item No. 4.6       Southern Cross Care (Tas) Inc v Hobart City Council - Rates Objection

LG(MP)R 15(2)(i)

Item No. 5          Committee Action Status Report

Item No. 5.1       Committee Actions - Status Report

LG(MP)R 15(2)(d) and  (f)

Item No. 6          Questions without notice – File Ref: 13-1-10

Item No. 7          Town Hall Entry Foyer - Security Arrangements

LG(MP)R 15(2)e(ii)

 

RUZICKA                                                                               That the items be noted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

 

Supplementary Items

12       Anonymous Information Requests - Policy Position

            File Ref: F18/32136

COCKER

That the Council adopt a policy position of not responding to anonymous requests for information.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That the Council adopt a policy position of not responding to anonymous requests for information.

Delegation:       Council

 

 

 

 

 

13       Town and City Halls and Waterside Pavilion - Council Policy on Usage

            File Ref: F18/31659

COCKER

That the recommendation contained in the report of the Acting General Manager and  Group Manager City Government & Customer Relations of 16 April 2018, be adopted with an additional clause to read as follows:

“A review of the guidelines relating to the use of the Town Hall be undertaken to ensure the appropriate use of the building and its facilities.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Ruzicka

 

Thomas

 

Lord Mayor Christie

 

Deputy Lord Mayor Sexton

 

Cocker

 

Reynolds

 

COMMITTEE RESOLUTION:

That    1.    Council’s policy titled Use of Town Hall, City Hall and Waterside Pavilion which outlines restrictions on the use of these venues, be rescinded on the basis that it is no longer relevant.

2.    In line with the desire of the Council to encourage the use of City of Hobart venues for activities which specifically align with and support the organisation’s strategies, this occur through relevant promotion on Council’s website, in advertising and associated materials which support the City’s grants and assistance policies and programs.

3.    In accordance with usual practice, where an application is received for use of these venues, which in the opinion of the General Manager is contentious or of concern, details be provided to the Finance and Governance Committee to enable consideration of the application, and subsequent determination by the Council.

4.    A review of the guidelines relating to the use of the Town Hall be undertaken to ensure the appropriate use of the building and its facilities.

Delegation:       Council

  

 

 

The Chairman adjourned the meeting at 6:04 pm to conduct the closed portion of the meeting.

 

The meeting was reconvened at 6:45 pm.

 

Item 11 was then taken.

 

There being no further business the meeting closed at 6:46 pm.

 

 

 

 

 

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
15th DAY OF MAY 2018.

CHAIRMAN