Agenda of Special Council Meeting

Agenda (Open Portion)

Special Council Meeting

Page 4

12/11/2018

A SPECIAL meeting of the Open Portion of the Council will be held in the Council Chamber, Town Hall on Monday, 12 November 2018 at 5:00 pm.

N D Heath

General Manager

ALDERMEN:

Lord Mayor A M Reynolds

Deputy Lord Mayor H Burnet

Alderman M Zucco

Alderman J R Briscoe

Alderman Dr P T Sexton

Alderman D C Thomas

Alderman T M Denison

Alderman W F Harvey

Alderman S Behrakis

Alderman M Dutta

Alderman H Ewin

Alderman Z Sherlock

APOLOGIES: Alderman T M Denison.

LEAVE OF ABSENCE: Nil.

1. 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.

Item No. 3

Agenda (Open Portion)

Special Council Meeting

Page 21

12/11/2018

Memorandum: Council

Council Committees - Appointment of Members
and Chairmen

This memorandum outlines the process undertaken and recommendations for the composition of the Council’s committees.

The Council currently has six standing committees, each comprising five Aldermen.

The current Committees are:

· City Planning Committee

· City Infrastructure Committee

· Community, Culture and Events Committee

· Economic Development and Communications Committee

· Finance and Governance Committee

· Parks and Recreation Committee

Historically the average load for each Alderman has been three committees, with City Planning equating to two committees, as it meets twice as often.

Recommendations for membership of the committees have been determined in accordance with individual Aldermen’s personal preferences and the Aldermanic order of precedence. A summary of Aldermanic preferences is at Attachment A.

It has been possible to accommodate the first and second or first and third preferences of most Aldermen, other than in a small number of cases where Aldermen have been consulted and opted to take a lower preference to achieve an enhanced balance of skills and experience on each committee.

On this basis, most Aldermen were allocated three committees, or in the case of those Aldermen on City Planning Committee, that committee plus one other.

Given the number or committees and the number of Aldermen, however, there are some vacancies. I have opted to fill a position on City Infrastructure Committee and the DLM has currently an allocation of four committees. Even so, there remains two vacant positions on City Infrastructure Committee and I would ask that Aldermen consider whether they would be interested in taking those up.

Based on the above, I recommend the committee composition, as outlined in the table below, to the Council.

As per part 3 of the Recommendation below, the selection of a Chairman for each committee from amongst the committee membership will then be determined by the Council.

It should be noted that in order to get business underway, the committees will be established as they existed for the previous Council. This does not mean however that the committee structure would remain unchanged for the life of the new Council. In fact, there is a current resolution of Council to review the committees with a view to aligning them with the Council’s strategic plan. This will be a matter for consideration by the new Council. I propose that this occur in July 2019 following the development of the new strategic plan.

I also draw Aldermen’s attention to the revised Terms of Reference for the Finance and Governance Committee (Attachment B). During the life of the previous Council this operated as two separate committees and was combined on the 22 January 2018. Interim terms of reference were put in place for the combined committee for the period until the election. These interim arrangements now need to be removed from the terms of reference for the Finance and Governance Committee.

REcommendation

That:

1. The committees of the Hobart City Council comprise the following membership:

CITY PLANNING COMMITTEE	CITY INFRASTRUCTURE COMMITTEE	COMMUNITY, CULTURE AND EVENTS COMMITTEE	FINANCE & GOVERNANCE COMMITTEE	ECONOMIC DEVELOPMENT AND COMMUNICATIONS COMMITTEE	PARKS & RECREATION COMMITTEE
DLM (1)*	LM	Sexton (2)	DLM (2)	Zucco (2)	DLM (3)
Briscoe (2)	Dension (4)	Harvey (1)	Zucco (1)	Sexton (3)	Briscoe (3)
Dension (1)	Behrakis (2)	Dutta (1)	Sexton (1)	Thomas (1)	Thomas (3)
Harvey (2)		Ewin (1)	Thomas (2)	Dutta (3)	Ewin (2)
Behrakis (1)		Sherlock (1)	Dutta (4)	Ewin (3)	Sherlock (3)

*number in brackets indicate Aldermen’s preference order

2. Aldermanic nominations be sought to fill the two vacant member positions on the City Infrastructure Committee.

3. Following establishment of the committees, the Council determine the Chairmanship of each committee.

4. The committee structure and terms of reference be reviewed in July 2019 following the development of the Council’s new Strategic Plan.

5. The terms of Reference for the Finance and Governance Committee as contained in Attachment B to this memorandum be approved.

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.

Alderman A M Reynolds

Lord Mayor

Date: 9 November 2018

File Reference: F18/128660

Attachment a: Appointment to Committees 2018 ⇩

Attachment b: Draft Finance and Governance Committee - Terms of Reference ⇩

Item No. 4

Agenda (Open Portion)

Special Council Meeting

Page 33

12/11/2018

Memorandum: Council

Risk and Audit Panel - Appointment of Aldermanic Members

The Risk and Audit Panel (the Panel) was established under Section 85 of the Local Government Act 1993. The Panel is responsible for the effective application of its responsibilities in accordance with the Local Government Act 1993 and the Local Government (Audit Panels) Order 2014 (S.R. 2014, No.34) which sets out the compliance requirements for the operation of the Panel.

The Panel consists of a membership of five (5), including two (2) Aldermen, two (2) independent members and an independent Chairman. Due to the recent Local Government elections, the two Aldermanic member positions on the Panel are now vacant and as such Aldermanic nominations are now sought for these two vacancies.

Initially, the tenure would be for a period of two years, at which time the Council will conduct a mid-term review of Council Committee membership and further Aldermanic nominations will be sought at this time.

At the time Aldermanic nominations were sought for the Council’s standing Committees, nominations were also sought for the Risk and Audit Panel.

Three Aldermen expressed interest – the Deputy Lord Mayor, Alderman Denison and Alderman Dutta, with Alderman Zucco indicating tentative interest. Given the Deputy Lord Mayor’s Committee load, she has subsequently withdrawn her interest.

This matter is delegated to the Council for determination.

REcommendation

The Council determine two Aldermanic representations for the Risk and Audit Panel, for a period of two years.

N.D Heath

General Manager

Date: 9 November 2018

File Reference: F18/125370; 13-1-2

Item No. 5

Agenda (Open Portion)

Special Council Meeting

Page 36

12/11/2018

Memorandum: Council

Katowice Poland, United Nations Conference of Party 24 (Climate Change)

The City Planning Committee at its meeting of 15 October 2018, considered a report on the European Union World Cities Hobart Katowice as marked as Attachment A to this memorandum.

The report included an invitation from the City of Katowice Poland to the Lord Mayor of Hobart for the Lord Mayor, or their nominee, and the Climate Change Officer to attend the United Nations Framework Convention on Climate Change (UNFCCC) Conference of Parties meeting 24 (COP24) and participate in a panel discussion from 8 to 12 December 2018 (please refer to Attachment B together with the outline of the Panel discussion details on the topic of Climate change - the municipal and regional policy marked as Attachment C to this memorandum).

At its meeting of the 22 October 2018, the Council endorsed clauses 1, 2 and 4 of the recommendation of the City Planning Committee, with clause 3 being deferred for the new Council to determine the following:

3. Following the upcoming local government election and the Tasmanian Electoral Commission issuing the Certificates of Election, consideration be given for the Lord Mayor (or their nominee), to attend the United Nations Framework Convention on Climate Change (UNFCCC) Conference of Parties meeting 24 (COP24) to be held in Katowice, Poland from 8 to 12 December 2018. The estimated costs of $5,500 be attributed to the Aldermanic conferences attendance allocation within the City Government function of the 2018/19 Annual Plan.

Therefore, the attached documentation is provided to enable the Lord Mayor (or their nominee) to consider attendance at the United Nations Framework Convention on Climate Change (UNFCCC) Conference of Parties meeting 24 (COP24) and participate as a speaker in a panel discussion from 8 to 12 December 2018.

Clause D of the Council’s policy titled Aldermanic Development and Support with regard to representing Council as a conference speaker (or as a participant in a panel discussion), provides that:

The Council may resolve to send an Alderman as a representative of the City to a conference, in the capacity of speaker, presenter, or to accept an award.

Aldermen who may represent the Council as a conference speaker or presenter will be required to provide a report to the Council on their conference attendance, in accordance with the policy.

The total cost of Aldermanic participation in activities under the Policy as a conference speaker will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

The content of the conference is relevant to local government and the Capital City Strategic Plan 2015-2025 as it relates to building national and international relationships, supports existing sister city relationship and responding to new opportunities and increased resilience to climate change.

The estimated cost of attendance is $4,000 per person, which is inclusive of economy class airfares and other incidental expenditure; accommodation will be provided by the host City of Katowice. There are currently funds available to the value of $59,147 within the Aldermanic conferences allocation within the City Government function of the 2018-19 Annual Plan.

In the event that the Council approves attendance, the estimated cost will be attributed to general Aldermanic conferences allocation within the City Government function of the 2018-19 Annual Plan.

The information is submitted for consideration.

REcommendation

That: 1. The Council consider the attendance of the Lord Mayor (or her nominee), at the United Nations Framework Convention on Climate Change (UNFCCC) Conference of Parties meeting 24 (COP24) to be held in Katowice, Poland from 8 to 12 December 2018.

2. As the Lord Mayor (or her nominee) will be a speaker in a panel discussion, the estimated costs of $4,000 be attributed to the Aldermanic conferences attendance allocation within the City Government function of the 2018-19 Annual Plan.

Nick heath

N.D Heath

General Manager

Date: 7 November 2018

File Reference: F18/126874

Attachment a: Original Report of the City Planning Comittee of 15 October 2018 - EU World Cities Hobart Katowice ⇩