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City of hobart

 

 

 

 

AGENDA

Finance and Governance Committee Meeting

 

Open Portion

 

Tuesday, 11 December 2018

 

at 5.00 pm

Lady Osborne Room, Town Hall


 

 

 

 

THE MISSION

Our mission is to ensure good governance of our capital City.

THE VALUES

The Council is:

 

about people

We value people – our community, our customers and colleagues.

professional

We take pride in our work.

enterprising

We look for ways to create value.

responsive

We’re accessible and focused on service.

inclusive

We respect diversity in people and ideas.

making a difference

We recognise that everything we do shapes Hobart’s future.

 

 


 

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 3

 

11/12/2018

 

 

ORDER OF BUSINESS

 

Business listed on the agenda is to be conducted in the order in which it is set out, unless the committee by simple majority determines otherwise.

 

APOLOGIES AND LEAVE OF ABSENCE

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

2.        Confirmation of Minutes. 4

3.        Consideration of Supplementary Items. 4

4.        Indications of Pecuniary and Conflicts of Interest. 4

5.        Transfer of Agenda Items. 5

6.        Reports. 6

6.1     Financial Report as at 30 September 2018. 6

6.2     Grants and Benefits Listing as at 30 September 2018. 34

6.3     Procurement - Quotation Exemption Report 46

6.4     Outstanding Long Term Parking Permit Debts as at 30 November 2018. 58

6.5     Draft Greater Hobart Bill 2018. 62

6.6     2018-19 Annual Plan - Progress Report   Period Ended 31 October 2018  94

6.7     Risk and Audit Panel Chairman Tenure. 143

6.8     Local Government (Meeting Procedures) Regulations 2015 - Review of Meeting Times. 146

7.        Committee Action Status Report. 148

7.1     Committee Actions - Status Report 148

8.        Questions Without Notice. 158

9.        Closed Portion Of The Meeting.. 159

 


 

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 5

 

11/12/2018

 

 

Finance and Governance Committee Meeting (Open Portion) held Tuesday, 11 December 2018 at 5.00 pm in the Lady Osborne Room, Town Hall.

 

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor  Burnet

Sexton

Thomas

Dutta

 

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Denison

Harvey

Behrakis

Ewin

Sherlock

Apologies:

 

 

Leave of Absence: Nil.

 

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

 

2.       Confirmation of Minutes

 

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 16 October 2018 and the Special Finance and Governance Committee meeting held on Monday, 19 November 2018, are submitted for confirming as an accurate record.

 

 

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.

 

 

4.       Indications of Pecuniary and Conflicts of Interest

Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.

 

Members of the Committee 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.

 

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?

 


Item No. 6.1

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 6

 

11/12/2018

 

 

6.       Reports

 

6.1    Financial Report as at 30 September 2018

          File Ref: F18/124409; 21-1-1

Report of the Budget and Reporting Manager and the Director Financial Services of 6 December 2018 and attachment.

Delegation:     Council


Item No. 6.1

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 8

 

11/12/2018

 

 

REPORT TITLE:                  Financial Report as at 30 September 2018

REPORT PROVIDED BY:  Budget and Reporting Manager

Director Financial Services

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to present Council’s Financial Report for the period ending 30 September 2018 and to seek approval for changes to the 2018/2019 Estimates (budget).

2.         Report Summary

2.1.     The Financial Report for the period ending 30 September 2018 is presented for consideration. It shows that expenses are currently favourable when compared to budget, and forecasts the following financial outcomes for 2018/2019:

2.1.1.     An underlying surplus of $0.93M;

2.1.2.     A closing cash balance of around $32M; and

2.1.3.     The achievement of targets set for most of the Council’s eight financial sustainability indicators.

2.2.     The Council remains in a strong, sustainable financial position.

2.3.     It is proposed the 2017/2018 operating surplus in excess of the original budget surplus, be allocated to the costs associated with the significant weather event detailed in Section 5.5 below.

3.         Recommendation

That:

1.      The Council approve the changes to the 2018/2019 Estimates listed in tables 4, 5, 7 and 9 of Attachment A, the financial impacts of which are to decrease the underlying surplus by $0.12M, and to decrease the cash balance by $0.31M.

2.      That Council approve the allocation of the $2.26M 2017/2018 operating surplus in excess of original budget to costs associated with the significant weather event in May 2018.

 

4.         Background

4.1.     The Financial Report as at 30 September 2018 is provided at Attachment A.  The Financial Report provides details of:

4.1.1.     The Council’s financial position as at 30 September 2018;

4.1.2.     The result of operations for the first three months of the 2018/2019 financial year;

4.1.3.     Forecasts for 30 June 2019; and

4.1.4.     Progress towards the achievement of the Council’s financial sustainability outcomes.

4.2.     In accordance with the Council’s decision on Agenda item 6.1 of its meeting on 18 June 2018 unspent 2017/2018 capital funding has been carried forward to the 2018/2019 year.

4.3.     Council approved further changes to the Estimates as part of its meeting on 18 June 2018 to adjust the Taste of Tasmania budget.  This resulted in the underlying surplus for 2018/19 decreasing by $0.40M, from $1.45M to $1.05M.

4.4.     Operating carry forwards from 2017/2018 have not been approved by Council and are included in table 4 of Attachment A. These total $0.31M and will result in the forecast underlying surplus for 2018/2019 reducing from $1.05M to $0.74M.

4.5.     At its meeting on 7 August 2018 the Risk and Audit Panel resolved that it considers that, based on the recommendation provided by the General Manager, it would be prudent for Council, subject to audit, that the amount of the 2017-18 operating surplus, in excess of budget, be retained and allocated toward the May 2018 flood event remediation costs.  At its meeting of 15 October 2018, the Risk and Audit Panel considered a further report regarding the event. That report repeated the recommendation that that the 2017-18 surplus, in excess of budget, be applied to the event.  The Risk and Audit Panel resolved to receive and note that report. 

5.         Proposal and Implementation

5.1.     The Financial Report seeks to have the 2018/2019 estimates (budget) amended to take account of expected differences from budget at 30 June 2019 (permanent variances).

5.2.     It is proposed that the Council approve changes to the 2018/2019 Estimates as set out in tables 4, 5, 7 and 9 of Attachment A.

5.3.     The 2017/2018 underlying operating result was $3.69M, being $2.26M better than original budget.  As the original budgeted surplus is inherent within the long term financial plan, it is only the excess over that figure that represents a ‘windfall’. 

5.4.     At its meeting of 21 September 2015, Council resolved that annually, as part of its review of the September quarter financial report, the Council consider the prior year’s operating result, its size, and what, if anything, to allocate it to.  In prior years a preference has been given to infrastructure projects. 

5.5.     While it remains too early to quantify the full financial impacts from the significant weather event, the estimated net shortfall from insured assets, essential assets and non-essential assets is $3.08M.


 

5.6.     A breakout of this estimate is as follows:

Item

Approximate Cost of Damage

Assistance

Short Fall

Essential Assets (as defined by NDRRA)

$13.1 million

(75% recoverable through NDRRA)

$3.275 million

Non Essential Assets

$3.2 million

($2.4 million recoverable through Community Recovery Fund)

$800,000

Insured Assets

$50,000 excess

(75% claimed back through NDRRA)

$12,500

TOTAL

$16.350 million

$4.0875*million

                                      NDRRA = National Disaster Relief and Recovery Arrangements

* Insurance proceeds of approximately $1M are expected reducing this figure to $3.0875 million. 

5.7.     It is thus recommended the Council apply this surplus of $2.26M to the costs associated with the significant weather event. 

5.8.     This will still leave a shortfall, so it is also proposed that the capital works program be reviewed for the potential to re-prioritise some projects and this will be done shortly as part of the normal review of the program in advance of next year’s budget preparation. 

6.         Strategic Planning and Policy Considerations

6.1.     Goal 5 – Governance is applicable in considering this report, particularly Strategic 5.1 objective:

“The organisation is relevant to the community and provides good governance and transparent decision-making”.

7.         Financial Implications

7.1.     Funding Source

7.1.1.     The proposed changes to the Estimates will result in net expenditure increasing (and the forecast cash balance decreasing) by $0.31M.

7.1.2.     The decrease in the forecast cash balance results from a number of factors, but is primarily due to increased capital expenditure and increased operating costs.

7.1.3.     The final cash balance may differ from the current forecast for the following reasons:

7.1.3.1.      Current budget variances which are assumed to be timing variances (and therefore forecasts have not been amended) may prove to be permanent variances,

7.1.3.2.      Further variances could arise during the remainder of the year, and

7.1.3.3.      Capital expenditure could be higher or lower than forecast.

7.2.     Impact on Current Year Operating Result

7.2.1.     The impact of the proposed changes to the Estimates is to decrease the forecast underlying surplus by $0.12M (from $1.05M to $0.93M).

7.2.2.     The decline in the forecast underlying surplus is mainly due to the inclusion of the 2017-18 operating carry forward, partially offset by a net decrease in interest and other operating costs.

7.2.3.     Whilst an underlying surplus of $0.93M is currently forecast for 2018/2019, expenses and revenue are both currently unfavourable when compared to budget. If this position continues, the final result may vary from the current forecast.

7.2.4.     The final operating result may differ from the current forecast for the following reasons:

7.2.4.1.      Current budget variances which are assumed to be timing variances (and therefore forecasts have not been amended) may prove to be permanent variances; and

7.2.4.2.      Further variances could arise during the remainder of the year.

7.3.     Impact on Future Years’ Financial Result

7.3.1.     The impact on future years’ underlying surpluses is difficult to estimate reliably because some changes may be ongoing, whilst others may not.

7.4.     Asset Related Implications

7.4.1.     No significant asset related implications are anticipated.


 

7.5.     Financial Sustainability Indicators

7.5.1.     Budget targets for six of Council’s eight financial sustainability indicators are expected to be achieved in 2018/2019.      

7.5.1.1.      Budget targets for both the ‘underlying surplus’ and ‘underlying surplus ratio’ are not expected to be achieved mainly due to the deterioration in the forecast underlying surplus which results mainly from higher than expected operating costs and operating carry forwards from 2017/2018.

7.5.1.2.      Benchmarks are expected to be achieved for all financial sustainability indicators.

 

8.         Legal, Risk and Legislative Considerations

8.1.     Not Applicable.

9.         Delegation

9.1.     This matter is delegated to the Council.

 

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.

 

Karelyn Stephens

Budget and Reporting Manager

David Spinks

Director Financial Services

 

Date:                            6 December 2018

File Reference:          F18/124409; 21-1-1

 

 

Attachment a:             Financial Report ending September 2018   


Item No. 6.1

Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/12/2018

Page 13

ATTACHMENT a

 

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Item No. 6.2

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 34

 

11/12/2018

 

 

6.2    Grants and Benefits Listing as at 30 September 2018

          File Ref: F18/119592; 25-2-1

Report of the Group Manager Rates and Procurement and the Director Financial Services of 2 November 2018 and attachments.

Delegation:     Committee


Item No. 6.2

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 36

 

11/12/2018

 

 

REPORT TITLE:                  Grants and Benefits Listing as at 30 September 2018

REPORT PROVIDED BY:  Group Manager Rates and Procurement

Director Financial Services

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to provide a listing of the grants and benefits provided by the Council for the period 1 July 2018 to 30 September 2018 as requested by the then Parks and Customer Services Committee.

2.         Report Summary

2.1.     At its meeting on 12 February 2015, the then Parks and Customer Services Committee requested that a quarterly report be provided for the information of the then Finance and Corporate Services Committee outlining all grants and benefits provided by Council Committees and Council.

2.2.     A report is attached being for the period 1 July 2018 to 30 September 2018.

2.3.     It is proposed that the Committee note the listing of grants and benefits provided for the period 1 July 2018 to 30 September 2018 and that these are required, pursuant to Section 77 of the Local Government Act 1993 (LG Act), to be included in the annual report of Council.  

3.         Recommendation

That the Finance and Governance Committee receive and note the information contained in the report titled “Grants and Benefits Listing as at 30 September 2018”.

 

4.         Background

4.1.     At its meeting on 12 February 2015, the then Parks and Customer Services Committee resolved that:

4.1.1.     A quarterly report be provided for the information of the [then] Finance and Corporate Services Committee outlining all grants and benefits approved by Council Committees and Council.

4.2.     At its meeting on 19 May 2015, the then Finance Committee resolved that:

4.2.1.     Details of all grants and benefits provided under Section 77 of the Local Government Act 1993 be listed on the City of Hobart’s website.

4.3.     A report outlining the grants and benefits provided for the period 1 July 2018 to 30 September 2018 is attached – refer Attachment A.

4.4.     Pursuant to Section 77 of the LG Act, the details of any grant made or benefit provided will be included in the annual report of the Council.

4.5.     The listing of grants and benefits marked as Attachment A, has been prepared in accordance with the Council policy titled Grants and Benefits Disclosurerefer Attachment B.

5.         Proposal and Implementation

5.1.     It is proposed that the Committee note the grants and benefits listing as at 30 September 2018.

5.2.     It is also proposed that the Committee note that the grants and benefits listed are required to be included in the annual report of the Council and will be listed on the City of Hobart’s website.

6.         Strategic Planning and Policy Considerations

6.1.     Grants and benefits are provided to organisations which undertake activities and programs that strongly align with the Council’s Strategic Framework – Hobart 2025, the City of Hobart Capital City Strategic Plan 2015-2025 as well as other relevant City of Hobart strategies.

6.2.     The linkage between the City’s grants and benefits provided and the City of Hobart Capital City Strategic Plan 2015-2025 is referenced in Attachment A.

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     All grants and benefits provided as at 30 September 2018 have been funded from the 2018/19 budget estimates.

8.         Legal, Risk and Legislative Considerations

8.1.     The Council provides grants and benefits within the requirements of Section 77 of the LG Act as follows:

Grants and benefits

(1)       A council may make a grant or provide a pecuniary benefit or a non-pecuniary benefit that is not a legal entitlement to any person, other than a councillor, for any purpose it considers appropriate.

(1A)    A benefit provided under subsection (1) may include –
(a)       in-kind assistance; and
(b)       fully or partially reduced fees, rates or charges; and
(c)        remission of rates or charges under Part 9 (rates and                     charges)

(2)       The details of any grant made or benefit provided are to be included in the annual report of the Council.

8.2.     Section 72 of the LG Act requires the Council to produce an Annual Report with Section 77 of the LG Act providing an additional requirement where individual particulars of each grant or benefit given b the Council must be recorded in the Annual Report.

8.3.     Section 207 of the LG Act provides for the remitting of all or part of any fee or charge paid or payable.

8.4.     Section 129 of the LG Act provides for the remitting of rates.

9.         Delegation

9.1.     This report is provided to the Finance and Governance Committee for information.

 

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.

 

Lara MacDonell

Lara MacDonell

Group Manager Rates and Procurement

David Spinks

David Spinks

Director Financial Services

 

Date:                            2 November 2018

File Reference:          F18/119592; 25-2-1

 

 

Attachment a:             Grants and Benefits Listing as at 30 September 2018

Attachment b:             Council Policy Grants and Benefits Disclosure   


Item No. 6.2

Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/12/2018

Page 39

ATTACHMENT a

 

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Item No. 6.2

Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/12/2018

Page 41

ATTACHMENT b

 

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Item No. 6.3

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 46

 

11/12/2018

 

 

6.3    Procurement - Quotation Exemption Report

          File Ref: F18/121050

Report of the Group Manager Rates and Procurement and the Director Financial Services of 2 November 2018 and attachment.

Delegation:     Committee


Item No. 6.3

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 48

 

11/12/2018

 

 

REPORT TITLE:                  Procurement - Quotation Exemption Report

REPORT PROVIDED BY:  Group Manager Rates and Procurement

Director Financial Services

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this report is to provide a listing of exemptions from the requirement to seek 3 written quotations granted for the period 1 July to 30 September 2018 for the information of Aldermen as requested by the Finance and Governance Committee.

1.2.     The community benefit is providing transparency and delivering best value for money through strategic procurement decision-making. 

2.         Report Summary

2.1.     At its meeting on 19 March 2018, the Council resolved that a report of exemptions granted from the requirement to seek 3 written quotes be presented to the Finance and Governance Committee quarterly as at 31 March, 30 June, 30 September and 31 December each year.

2.2.     A report is attached for the period 1 July to 30 September 2018.

2.3.     It is proposed that the Committee note the exemptions from the requirement to seek 3 written quotes granted for the period 1 July to 30 September 2018.

3.         Recommendation

That:

1.      The Finance and Governance Committee receive and note the report titled ‘Procurement – Quotation Exemptions Report’.

2.      The Committee note the exemptions granted from the requirement to seek 3 written quotations for the period 1 July to 30 September 2018. 

 

 

4.         Background

4.1.     At its meeting on 19 March 2018, the Council resolved inter alia that:

4.1.1.     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.

4.2.     A report outlining the quotation exemptions from the requirement to seek 3 written quotes granted during the period 1 July to 30 September 2018 is attached – refer Attachment A.

4.3.     As outlined in the City’s Code for Tenders and Contracts (the Code) where a Council Contract does not exist the City has four procurement thresholds at which a certain number of written quotations shall be sought, being (GST exclusive):

4.3.1.     Up to $10,000 – 1 written quote shall be sought.

4.3.2.     $10,000.01 to $50,000 – 2 written quotes shall be sought.

4.3.3.     $50,000.01 to $249,999.99 – 3 written quotes shall be sought.

4.3.4.     $250,000 and over – Public Tender.

4.4.     There may be occasions where, for a number of reasons, quotation(s) cannot be obtained / sought from the market or where doing so would have no additional benefit to the City or the market.

4.5.     Therefore, exemptions from the requirement to seek written quotes under the thresholds (4.3.1, 4.3.2 and 4.3.3) above can be sought from the Divisional Director but only if an acceptable reason exists as outlined in the City’s Purchasing Policy and Guidelines, as follows:

(a)     where, in response to a prior notice, invitation to participate or invitation to tender:

-    no tenders were submitted; or

-    no tenders were submitted that conform to the essential requirements in the tender documentation;

(b)     where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for the following reasons:

-    the requirement is for works of art;

-    the protection of patents, copyrights or other exclusive rights or proprietary information; or

-    due to an absence of market competition for technical reasons.

(c)     for additional deliveries of goods or services by the original supplier that are intended either as replacement parts, extensions or continuing services for existing equipment, software or installations, where a change of supplier would result in the purchase of goods or services that do not meet requirements of interchangeability with existing equipment;

(d) for goods purchased on a commodity market;

(e) where there is an emergency and insufficient time to seek quotes for goods, services or works required in that emergency;

(f)      for purchases made under exceptionally advantageous conditions that only arise in the very short term, such as from unusual disposals, liquidation, bankruptcy or receivership and not for routine purchases from regular suppliers; or

(g) for a joint purchase of goods or services purchased with funds contributed by multiple entities, where Council is one of those entities and does not have express control of the purchasing decision.

4.6.     For the period 1 July to 30 September 2018 there were 9 exemptions granted, where expenditure was between $50,000.01 and $249,999.99 and therefore 3 written quotations were required to be sought in line with the City’s Procurement Policy and Code.

4.7.     Five of the exemptions granted were on the grounds that only one supplier could provide the goods/services/works; one exemption was granted under exceptionally advantageous conditions for the City; and three exemptions were granted on the grounds of continuing services on technical grounds. 

5.         Proposal and Implementation

5.1.     It is proposed that the Committee note the exemptions granted from the requirement to seek 3 written quotes as at 30 September 2018.

5.2.     As outlined in the City’s Code for Tenders and Contracts, quotation exemptions for a value under $50,000, that is where 1 or 2 written quotations are required to be sought but an exemption from that requirement has been granted by the relevant Divisional Director, have been reported to the General Manager.

5.3.     All approvals for the exemptions from the requirement to Tender under section 4.5 (i) above are sought and reported through the formal Committee / Council approval processes.

6.         Strategic Planning and Policy Considerations

6.1.     The City’s Code for Tenders and Contracts and the Purchasing Policy and Guidelines are referenced in this report. 

6.2.     This report is consistent with strategic objective 5.1 in the City of Hobart Capital City Strategic Plan 2015-25, being to deliver best value for money through strategic procurement decision-making.

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     All expenditure noted in the attached listing of quotation exemptions granted was funded from the 2018/19 budget estimates.

7.2.     Impact on Future Years’ Financial Result

7.2.1.     Not applicable.

7.3.     Asset Related Implications

7.3.1.     Not applicable.

8.         Legal, Risk and Legislative Considerations

8.1.     Regulation 28 of the Local Government (General) Regulations 2015 states that the Council’s Code for Tenders and Contracts must (j) establish and maintain procedures for reporting by the general manager to the council in relation to the purchase of goods or services in circumstances where a public tender or quotation process is not used.

8.2.     As outlined elsewhere in this report, all approvals for the exemptions from the requirement to Tender under section 4.3.4 above are sought and reported through the formal Committee / Council approval processes.

8.3.     As outlined in the City’s Code for Tenders and Contracts, quotation exemptions for a value under $50,000, that is where 1 or 2 written quotations are required to be sought but an exemption from that requirement has been granted by the relevant Divisional Director, have been reported to the General Manager.

8.4.     Quotation exemptions from the requirement to seek 3 written quotes i.e.: for expenditure over $50,000 is the subject of this report. 

9.         Delegation

9.1.     This report is provided to the Finance and Governance Committee for information.

 

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.

 

Lara MacDonell

Lara MacDonell

Group Manager Rates and Procurement

David Spinks

David Spinks

Director Financial Services

 

Date:                            2 November 2018

File Reference:          F18/121050

 

 

Attachment a:             Report - Quotation Exemptions Granted (3 Quotes) 1 July to 30 September 2018   


Item No. 6.3

Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/12/2018

Page 52

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Item No. 6.4

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 57

 

11/12/2018

 

 

6.4    Outstanding Long Term Parking Permit Debts as at 30 November 2018

          File Ref: F18/143625

Memorandum of the Manager Finance and the Director Financial Services of 4 December 2018 and attachment.

Delegation:     Committee


Item No. 6.4

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 59

 

11/12/2018

 

 

 

 

 

Memorandum:      Finance and Governance Committee

 

Outstanding Long Term Parking Permit Debts as at 30 November 2018

Information on sundry and long term parking permit debts is provided to the Finance and Governance Committee on a quarterly basis.  At the Finance Committee meeting of 15 June 2016, it was resolved that the debts be reported separately to allow the reporting of long term parking debts to appear on the Open portion of the Finance and Governance Committee agenda.

This memorandum provides information on long term parking permit debts only.  Debts relating to rates, sundry debts and parking fines are reported separately to the Finance and Governance Committee and animal debts are managed by City Planning Division. 

The table below, in comparison to the same period last year, shows:

·    a decrease ($6,548) in total debts outstanding; 

·    a decrease ($836) in the 90 days and over category; and

·    a decrease ($17,071) in debts 30 days and older;

 

30-Nov-17

 % of total O/S

31-Oct-18

 % of total O/S

30-Nov-18

 % of total O/S

 

 $

 

 $

 

 $

 

Current

67,436

77%

11,193

15%

77,959

97%

30 days

19,788

23%

63,253

86%

-419

-1%

60 days

-635

-1%

-713

-1%

3,337

4%

90 days

905

1%

-94

0%

69

0%

Total

87,494

 

73,639

 

80,946

 

 

 

 

 

 

 

 

* 30 days+(all)

20,058

23%

62,446

85%

2,987

3%

 

Attachment A shows a three year comparison of outstanding long term parking permit debts.

 

 

REcommendation

That the information contained in the memorandum of the Manager Finance and Director Financial Services of 3 December 2018 titled “Outstanding Long Term Parking Permit Debts as at 30 November 2018” be received and noted.

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.

 

Michael Greatbatch

Manager Finance

David Spinks

Director Financial Services

 

Date:                            4 December 2018

File Reference:          F18/143625

 

 

Attachment a:             Three year comparison of outstanding long term parking permit debts   


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ATTACHMENT a

 

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6.5    Draft Greater Hobart Bill 2018

          File Ref: F18/137313

Memorandum of the General Manager of 5 December 2018 and attachments.

Delegation:     Council


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Memorandum: Finance and Governance Committee

 

Draft Greater Hobart Bill 2018

 

Introduction
The purpose of this memorandum is to allow the Council to consider the draft Greater Hobart Bill 2018.

 

Background
On 16 January this year, the Prime Minister and Premier signed a Heads of Agreement for a Hobart City Deal.  The Heads of Agreement provided an undertaking by the Commonwealth and Tasmanian Governments to work together to progress a Hobart City Deal.

 

The Heads of Agreement calls for all parties to work collaboratively and cooperatively to progress a City Deal for Hobart and includes the establishment of a Greater Hobart Act. 

 

The Greater Hobart Act will provide a strategic framework for local councils in the region and the State Government to better coordinate, across the Greater Hobart area the efficient use of infrastructure and strategic planning and other actions for the future land use and development in the Greater Hobart area so as to enable the objectives of the Act to be achieved.

 

The draft Greater Hobart Bill 2018 has been developed by a working group with representatives from the Australian and Tasmanian Governments and Hobart City, Glenorchy City, Clarence City and Kingbrough Councils.  The working group has met on several occasions to refine the Bill which is presented to the Council for its consideration.

 

The Minister for Local Government, the Hon. Peter Gutwein MP has now written to the twelve councils is Southern Tasmania seeking comment on the draft Bill. This feedback will be considered in early 2019 and allow for the development of the Greater Hobart Act to progress.

 

Discussion

As outlined above, the Greater Hobart Act provides a legislative framework to drive collaboration in collective decision making across the four municipal areas. 


 

The objectives of the Act are:

 

·    To encourage and promote strategic planning decisions and decisions around land use, that consider potential benefits and implications across the Greater Hobart area; and

·    To facilitate the efficient flow of transport in the Greater Hobart area; and

·    To further the maintenance and accessibility of existing, and the development of new, cultural, sporting, recreational and community facilities that compliment, link to, and contribute to, the cultural experiences able to be provided in, the Greater Hobart area; and

·    To encourage, promote and provide for urban renewal and affordable housing and the creation, through higher density housing, of community clusters that enhance amenity, liveability, ease of access to places and facilities and the provision of passenger transport; and

·    To encourage, promote and provide for the development of hubs for specialised purposes such as science, sport, recreation, social activity, economic activity, technology, industry, education or the arts; and

·    To encourage, promote and provide for, where suitable, the efficient and effective and co-location of the transport infrastructure, cultural, sporting, recreational and community facilities, community clusters, and hubs for specialised purposes, referred to in the other paragraphs of these objectives; and

·    Any other prescribed objectives.

 

The Governance arrangements proposed through the Bill include:

 

·    The establishment of a Greater Hobart Committee to be chaired by the Minister responsible for  economic development (under the current portfolio arrangements, this will be the Minister for State Growth);

·    The establishment of a Greater Hobart Advisory Group to be chaired by the Secretary of the Department of State Growth.

 

A work program is to be developed which will identify actions to implement the objectives prescribed in the Act.  This work program will sit outside the legislation.  The Greater Hobart Advisory Group is to prepare the draft work program as soon as practicable after the Bill comes into effect.  Once prepared, the work program is to be referred to the Greater Hobart Committee.

 

The Greater Hobart Committee will consider the draft work program and either approve, engage with the Advisory Group to make modifications before approving, or the Committee may resolve the work program is not in a suitable form and not support the draft presented to it.  The work program will be reviewed on at least a three yearly basis.

 

The Greater Hobart area is defined as capturing the municipal areas of the Clarence, Glenorchy, Hobart and Kingborough councils, however, the Bill also captures adjunct councils, which provides an opt-in mechanism for any council in the southern region to be invited to be part of the implementation of specific actions in the agreed work program.

 

Regulations may be made for the purposes of the Act and may be made in relation to the procedures to be followed by the Greater Hobart Advisory Group of the Greater Hobart Committee or matters that may be required to be included in work programs.

 

Proposal
In reviewing the draft Bill, it is important to note that it provides a framework for the councils to work with the Tasmanian Government collaboratively on key strategic matters.

 

In general, the Bill appears acceptable and Council officers have suggested some minor amendments which have been made on the attached draft Bill and clause notes.  It is suggested that an amendment be made to the Bill description which names up the requirement that the State Government and councils better collaborate with each other.  It is felt that this change places the emphasis on the councils and State Government working together. The other suggested change includes the addition of the words ‘land use planning’ and ‘physical’ in the Bill description. 

 

Conclusion
The Greater Hobart Act will provide a strategic framework for local councils in the region and the State Government to better coordinate, across the Greater Hobart area the efficient use of infrastructure and strategic planning and other actions for the future land use and development in the Greater Hobart area so as to enable the objectives of the Act to be achieved.

 

The Greater Hobart Bill 2018 is provided to the Council for its consideration.

 

In general, the Bill appears acceptable and Council officers have suggested some minor amendments which, if approved, by the Council will be forwarded to the Department of State Growth.

 

REcommendation

That:

1.      That the Council support the draft Greater Hobart Bill 2018 as amended.

2.      The Department of State Growth be advised of the Council’s decision.

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.

 

N.D Heath

General Manager

 

 

Date:                            5 December 2018

File Reference:          F18/137313

 

 

Attachment a:             Draft Greater Hobart Bill - amended

Attachment b:             Draft Greater Hobart Bill - Clause Notes - Amended   


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6.6    2018-19 Annual Plan - Progress Report
Period Ended 31 October 2018

          File Ref: F18/141030

Report of the Manager Future, Engaged and Active Communities and the Acting Associate Director Community and Culture of 6 December 2018 and attachment.

Delegation:     Council


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REPORT TITLE:                  2018-19 Annual Plan - Progress Report
Period Ended 31 October 2018

REPORT PROVIDED BY:  Manager Future, Engaged and Active Communities

Acting Associate Director Community and Culture

 

1.         Report Purpose and Community Benefit

1.1.     The purpose of this is to present the 2018-19 Annual Plan progress report for the period ended 31 October 2018 (refer Attachment A)

1.2.     The Annual Plan sets out major actions and initiatives for the fourth year of the Capital City Strategic Plan 2015–2025.

2.         Report Summary

2.1.     The Annual Plan is required pursuant to S71 of the Local Government Act 1993.

2.2.     Three reports are prepared throughout the financial year providing an account on progress against each of the major actions and initiatives in the Annual Plan. The reporting periods for the 2018–19 Annual Plan are as follows:

Progress Report – period ending 31 October 2018

Progress Report – period ending 28 February 2019

Final Report (Annual Report) – period ending 30 June 2019

2.3.     The 2018-19 Annual Plan has 128 initiatives listed with 113 initiatives commencing in the first four months of 2018 -19, with 11 (8.6 per cent) major actions and initiatives completed, 102 ( 79.7 per cent) underway and 15 (11.7 per cent) yet to commence. 

2.4.     In 2018-19 the City will continue to progress a number of its major medium-term projects which include the capital works program Transforming Hobart, the implementation of new business systems (Project Phoenix), the review of the Strategic Plan following endorsement of the community vision and leading discussions in relation to a Capital City Act and a City Deal for Hobart.

2.5.     This report provides a summary of those that have been completed or have substantially undertaken for the period of 1 July to 31 October 2018.

 

 

3.         Recommendation

That the Council endorse the Annual Plan Progress Report for the period ended 31 October 2018, marked as attachment A to this report.

 

4.         Background

4.1.     The Annual Plan is required pursuant to S71 of the Local Government Act 1993 that describes the actions to be undertaken to achieve the objectives of the Strategic Plan.

4.2.     The Strategic Plan is a requirement pursuant to S66 of the Local Government Act 1993 and the Local Government (Miscellaneous Amendments) Act 2013. The Council is required to develop a strategic plan every ten years and review at least every four years.

4.3.     The Council at its meeting on 9 November 2015 endorsed the ten year strategic plan titled Capital City Strategic Plan 2015-2025.

4.3.1.     A review of the current Strategic Plan has commenced. The review is being undertaken to ensure that the strategic plan reflects the new vision, identity statements and pillars in
Hobart: A community vision for our island capital.

4.4.     The Council at its meeting on 18 June 2018 adopted the City of Hobart Annual Plan for the 2018-19 year which sets out how the Strategic Objectives of the ten year strategic plan will be met.

4.5.     Three reports are prepared throughout the financial year providing an account on progress against each of the major actions and initiatives in the Annual Plan. The reporting periods for the 2018-19 Annual Plan are as follows:

Progress Report – period ending 31 October 2018

Progress Report – period ending 28 February 2019

Final Report (Annual Report) – period ending 30 June 2019

4.6.     Accordingly, this report is the first report and it details the status of all major actions and initiatives for the period ending 31 October 2018.

Progress

4.7.     The first four months of 2018-19 has seen the commencement of 88.3 per cent of major actions and initiatives. As illustrated in the following graphs, 79.7 per cent are underway, 8.6 per cent completed and 11.7 percent yet to commence.  

 

Overview of progress of implementation of major actions and initiative by goal.

Overview of progress of implementation of major actions
and initiatives.

 

 

 


 

 

Major actions, initiatives and achievements

4.8.     Through the major actions and initiatives within the Annual Plan the City of Hobart continues to progress its major medium-term projects during 2018-19 including Transforming Hobart (the City’s most ambitious capital works plan to date), the implementation of new business systems (Project Phoenix), the review of the Strategic Plan and leading discussions in relation to a Capital City Act and a City Deal for Hobart.

4.8.1.     Transforming Hobart projects underway for 2018-19 include the shared-use pedestrian bridge over the Tasman Highway joining the Cenotaph to Soldiers’ Memorial Avenue; the all abilities shared access bridge, Brooker Highway; the upgrade of Kemp Street (including a commercial waste and recycling receiving facility); and public toilet upgrades. 

4.8.2.     In addition to the Transforming Hobart projects the City’s asset renewal program is a substantial undertaking with enhanced project management systems that will increase the city’s capacity to deliver projects.

The implementation of new business systems in Project Phoenix continues as the City focuses on putting the customer at the centre of everything it does. The booking system and hazard management systems have gone live and the animal management system is currently in the testing phase. 

Work continues on the configuration of Finance, Property and Rating, Customer Request Management, Licences and Permits, and Infringements and are on track for implementation in 2018.

Work is also progressing on implementing contemporary asset management principles and outputs along with how the City can better manage information going forward.

4.8.3.     Following the endorsement of the community vision - Hobart: A community vision for our island capital; work has commenced on the review of the Strategic Plan to ensure it reflects the community vision, identity statements and pillars included in the vision.

4.8.4.     Representatives from the City attended the Council of Capital City Lord Mayors (CCCLM) meeting in September at which representatives from the Government, the Opposition and the Greens provided a briefing on their vision for Australia’s cities.

A working group involving representatives from Federal and State Government and urban councils continue to progress the development of the Hobart City Deal and the Greater Hobart Act.

4.8.5.     Salamanca Market was nominated as a finalist in the Major Festivals and Events and the Major Tourist Attractions categories of the Tasmanian Tourism Awards and was subsequently awarded silver medals in both categories.

4.8.6.     The Tasmanian Travel and Information Centre (TTIC) was nominated as finalist in the Visitor Information Services category of the Tasmanian Tourism Awards and was awarded a silver medal.

4.8.7.     The kunanyi/Mt Wellington all-weather bus service was launched on 3 October, with the summer service now underway with six daily trips up the mountain.

Major achievements from the Annual Plan that have been completed or substantially undertaken from July to October 2018 include:

 

Goal one-economic development, vibrancy and culture

4.9.     The City hosted a delegation from Yaizu of 30 people which included the Mayor of Yaizu and a children’s choir. The highlights of the visit included two free performances by the choir, one of which was a collaboration with two local schools.

4.10.   Strategic relationships have been developed in support of future smart city initiatives with the City of Perth, Whitsunday Regional Council, City of Melbourne and City of Geelong.

4.11.   Support continued to be provided for events, festivals and activities. Two grant rounds were completed over five grant streams and venue and event support is ongoing through quick response grants.  

4.12.   The Tasmanian Travel and Information Centre has been working in collaboration with the Aboriginal community to create a visitor experience that will provide for the roll out of several indigenous interpretations at the TTIC.

4.13.   As part of the City of Hobart’s Local Retail Precincts Plan initiative, the revitalisation of the precinct areas is well underway. The Lenah Valley retail precinct upgrade has been completed and has resulted in a wider footpath, new paving, new street lighting, improved pedestrian crossing points, new seats, public art, bike racks and an uphill bike lane. An event to celebrate the completion of the new streetscape will be held on 1st December.  

Community engagement has been undertaken for the New Town retail precinct upgrade and detailed designs are in progress. Community engagement will commence in the next quarter for the Elizabeth Street (Midtown) retail precinct.


 

Goal two – Urban management

4.14.   Community engagement was undertaken on the draft City of Hobart Transport Strategy 2018–30 in July and August 2018 and a report detailing the results presented to the Council in October 2018. The actions in the draft strategy are currently being reviewed in light of the feedback received during the engagement. 

4.15.   The Parking Strategy will commence following an operational review of city parking in late 2018 on completion of the installation of new parking meters.  Principles in the draft City of Hobart Transport Strategy will inform this strategy.

4.16.   Implementation of the public toilet strategy is progressing. Refurbishment of the facilities located at 6 Washington Street, South Hobart and Argyle Street car park have been completed.

4.17.   The review of the Dog Management Strategy is underway with the first round of consultation completed.

4.18.   Stage two works at City Hall are well advanced including the installation of the new floor in the main auditorium. Engagement on the City Hall business plan is significantly underway.

4.19.   The main span lift for the Tasman Highway shared bridge is planned for November and abutment and ramp works are nearing completion for the Brooker Avenue shared bridge.

4.20.   Community engagement for the City of Hobart Smart City Strategy is continuing and closes on 30 November 2018.

Goal three – Environment and natural resources

4.21.   Seventy per cent of the City’s fuel break network (covering 35 hectares) now meets the Tasmania Fire Service Fuel Break Guidelines. Engagement with stakeholders for the enhancement of remaining 30 per cent (15 hectares) is currently underway.  The annual fire hazard reduction program is well underway with the majority assessed and works on priority areas complete.

4.22.   Upgrade works at the Maypole Rivulet stormwater culvert near Main Road, New Town have been completed.

4.23.   New solar panels have been installed at Clearys Gates Depot, McRobies Gully WMC, Bushland Depot, North Hobart Oval, Mathers House and Mornington Nursery.


 

4.24.   Waste Strategy Actions for 2017-2018 continue to be delivered. Key actions include:

·     The commencement of detailed planning for the Food Organics and Garden Organics service

·     Provision of reusable coffee cups and tubs to staff as part of Plastic Free July

·     Several events organised for National Recycling week in November

·     Schools War on Waste event organised for November

·     The ongoing introduction of red lids for general rubbish bins.

 

 

Goal four – Strong, safe and healthy communities

4.25.   A range of successful community events were held during this period as part of the Social Inclusion Strategy. Events included: 

·     Homelessness Week

·     Adult Leaners Week

·     Anti-Poverty Week

·     Seniors Week

·     Mental Health Week.

4.26.   Five grant streams has been completed in the Community Grants Program this period. A total of 83 applications were received with 46 (56 per cent) funded. 

4.27.   The desktop text messaging system for emergency response has been implemented and grants have been received for all City of Hobart evacuation centres to be powered by portable generators.

4.28.   Six Grant applications have been submitted to DPAC for the Community Recovery and Resilience Grant Program totalling $232,442. At the time of writing this report notification has been received that all applications were successful.

Goal five - Governance

4.29.   The Community Engagement Framework was endorsed by the Council following community engagement.

4.30.   The community vision; Hobart: a community vision for our island capital was endorsed by the Council in July with the official launch held in August. A review of the Capital City Strategic Plan 2015-2025 has commenced and will reflect the aspirations of the community as provided by the vision.

5.         Proposal and Implementation

5.1.     It is proposed that the Council endorse the Annual Plan Progress Report for 2018-19.

6.         Strategic Planning and Policy Considerations

6.1.     The preparation of the report provides an account of the major actions and initiatives identified for the 2018–19 financial year as set out in the Annual Plan.

6.2.     The major actions and initiatives progress the City of Hobart in achieving the goals and objectives of the ten year Capital City Strategic Plan 2015-2025.

6.3.     The Annual Plan Progress Report aligns with the following identity statements and pillars of Hobart: A community vision for our island capital:

“Identity Statement 7 – how we engage in civic life.

Pillar 8 - Governance and Civic Involvement

8.1 – We are strong in our ethics…….. we are transparent, accountable and responsible to each other. We are trusting and trustworthy. We reflect on and evaluate our performance. And we expect this of our government.

8.6 – We are involved in civic life…….we participate in decision making and hold our leaders and each other accountable.”

6.4.     The Annual Plan Progress Report aligns with the following goals and objectives in the Strategic Plan:

“Goal 5 – Governance

 

Strategic Objective 5.1 – The organisation is relevant to the community and provides good governance and transparent decision making.

 

5.1.4      Measure performance and outcomes of Council activities.”

7.         Financial Implications

7.1.     Funding Source and Impact on Current Year Operating Result

7.1.1.     The Annual Plan is a companion document to the annual budget estimates.  All major actions and initiatives identified within the Plan have budget allocations.

8.         Legal, Risk and Legislative Considerations

8.1.     The City of Hobart’s Strategic Risk and Resilience Register addresses the strategic risks associated with the implementation of the Capital City Strategic Plan 2015-2025.

8.2.     The successful implementation of the Annual Plan contributes to mitigating these risks.

8.3.     The Annual Plan is required pursuant to S71 of the Local Government Act 1993 and sets out how the strategic objectives of the ten year strategic plan will be met during 2018–19.  This report provides detail on the progress of the implementation of the major actions and initiatives in 2018-19 for the period 1 July to 31 October 2018.

9.         Social and Customer Considerations

9.1.     The preparation of the Annual Plan progress reports along with the Annual Report is an important activity in communicating to the community the many achievements of the Council as well as fulfilling a number of statutory requirements.

10.      Community and Stakeholder Engagement

10.1.   Directors, Executive Officers and responsible officers were consulted in the preparation of this report.

11.      Delegation

11.1.   This matter is delegated to the Council.

 

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.

 

Luke Doyle

Manager Future, Engaged and Active Communities

Kimbra Parker

Acting Associate Director Community and Culture

 

Date:                            6 December 2018

File Reference:          F18/141030

 

 

Attachment a:             Annual Plan Progress Report 1 July to 31 October 2018   


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ATTACHMENT a

 

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6.7    Risk and Audit Panel Chairman Tenure

          File Ref: F18/144913

Memorandum of the General Manager of 6 December 2018.

Delegation:     Council


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Memorandum: Finance and Governance Committee

 

 

Risk and Audit Panel Chairman Tenure

 

Council approved Terms of Reference for the Risk and Audit Panel provide for the Independent Chairman of the Panel to be appointed by the Council for a term of two years with an option for a further two years. 

 

Council appointed David Hudson as Chairman of the Panel at its meeting held on Monday 15 December 2014.  At its meeting held on Monday 19 December 2016, Council resolved to extend his appointment for a further two years, expiring 1 January 2019.

 

While Mr Hudson’s term would normally conclude now, it is proposed that Council consider extending his term for a further two years.  The Terms of Reference do not specifically exclude him from serving an additional term.  The Independent Members are appointed for a four year term with an option for an additional four years, with a specifically defined maximum term of eight years.

 

There is value in continuing the Chairmanship in this instance. One of the Independent Members’ four year terms expires in December 2018 and she has chosen not to take up the additional four year option.  We will therefore have a new Independent Member on the Panel in 2019.  Additionally, there are 2 new Aldermanic Representatives commencing their term on the Panel in December 2018. 

 

Mr Hudson has indicated he is willing to continue in the role for a further two years.

 

 

REcommendation

That:

1.      David Hudson is extended as Chairman of the City of Hobart Risk and Audit Panel for a further two years, commencing 1 January 2019.

 

 

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.

 

N.D Heath

General Manager

 

 

Date:                            6 December 2018

File Reference:          F18/144913

 

 

 


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6.8    Local Government (Meeting Procedures) Regulations 2015 - Review of Meeting Times

          File Ref: F18/145306; 13-1-2

Memorandum of the General Manager of 6 December 2018.

Delegation:     Committee


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Memorandum: Finance and Governance Committee

 

Local Government (Meeting Procedures) Regulations 2015 - Review of Meeting Times

 

Regulation 6(2) of the Local Government (Meeting Procedures) Regulations 2015 require that after each ordinary election, a council and council committee are to review the times of commencement of their meetings.

 

Regulation 6(1) states that a meeting is not to start before 5:00 pm unless otherwise determined by the council committee by simple majority.

 

Accordingly, the commencement time for ordinary meetings of the Finance and Governance Committee is submitted for consideration.

 

REcommendation

That in accordance with Regulation 6(2) of the Local Government (Meeting Procedures) Regulations 2015, the Committee determine the commencement time for ordinary meetings of the Finance and Governance Committee.

 

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.

 

N.D Heath

General Manager

 

 

Date:                            6 December 2018

File Reference:          F18/145306; 13-1-2

 

 

   


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7.       Committee Action Status Report

 

7.1      Committee Actions - Status Report

A report indicating the status of current decisions is attached for the information of Members.

REcommendation

That the information be received and noted.

Delegation:      Committee

 

 

Attachment a:             Status Report    


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8.       Questions Without Notice

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

File Ref: 13-1-10

 

An Alderman or Councillor may ask a question without notice of the Chairman, another Alderman, Councillor the General Manager or the General Manager’s representative, in line with the following procedures:

1.         The Chairman will refuse to accept a question without notice if it does not relate to the Terms of Reference of the Council committee at which it is asked.

2.         In putting a question without notice, an Alderman or Councillor must not:

(i)    offer an argument or opinion; or

(ii)   draw any inferences or make any imputations – except so far as may be necessary to explain the question.

3.         The Chairman must not permit any debate of a question without notice or its answer.

4.         The Chairman, Aldermen, Councillor General Manager or General Manager’s representative who is asked a question may decline to answer the question, if in the opinion of the respondent it is considered inappropriate due to its being unclear, insulting or improper.

5.         The Chairman may require a question to be put in writing.

6.         Where a question without notice is asked and answered at a meeting, both the question and the response will be recorded in the minutes of that meeting.

7.         Where a response is not able to be provided at the meeting, the question will be taken on notice and

(i)    the minutes of the meeting at which the question is asked will record the question and the fact that it has been taken on notice.

(ii)   a written response will be provided to all Aldermen, Councillors at the appropriate time.

(iii)  upon the answer to the question being circulated to Aldermen, Councillors both the question and the answer will be listed on the agenda for the next available ordinary meeting of the committee at which it was asked, where it will be listed for noting purposes only.

 


 

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9.       Closed Portion Of The Meeting

 

 

 

RECOMMENDATION

 

That the Committee resolve by majority that the meeting be closed to the public pursuant to regulation 15(1) of the Local Government (Meeting Procedures) Regulations 2015 because the items included on the closed agenda contain the following matters:  

 

·         proposals for the council to acquire land or an interest in land or for the disposal of land the sale of land

·         commercial information of a confidential nature that, if disclosed, is likely to prejudice the commercial position of the person who supplied it

·         contracts, and tenders, for the supply of goods and services and their terms, conditions, approval and renewal

·         information of a personal and confidential nature or information provided to the council on the condition it is kept confidential

 

The following items are listed for discussion:-

 

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       Civic Square - Expression of Interest Process

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

Item No. 4.2       Proposed Lease - Rear of 321 - 323 Elizabeth Street

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

Item No. 4.3       Request to Waive Requirement to Tender - The Mercury Newspaper Advertising

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

Item No. 4.4       Outstanding Sundry Debts as at 30 November 2018

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

Item No. 5          Committee Action Status Report

Item No. 5.1       Committee Actions - Status Report

LG(MP)R 15(2)(a), (c)(i), (d), (f) and  e(i)

Item No. 6          Questions Without Notice