Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 3

11/12/2018

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 11 December 2018 at 5.01 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor Burnet

Sexton

Thomas

Dutta

PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Aldermen Dr P T Sexton, D C Thomas, Councillor M Dutta, the Lord Mayor Councillor A M Reynolds, Alderman T M Denison and S Behrakis.

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Denison

Harvey

Behrakis

Ewin

Sherlock

The Lord Mayor was present for items 1 to 5 and 9 and for the closed portion of the meeting, retiring at 6.07 pm after item 5.

SEXTON

That item 9 be now taken.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

Item 9 was then taken.

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

No Alderman or Councillors were co-opted to the meeting.

2. Confirmation of Minutes

SEXTON

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, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

The minutes were signed.

3. Consideration of Supplementary Items

Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.

Recommendation

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

No supplementary items were received.

4. Indications of Pecuniary and Conflicts of Interest

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

Members of the committee are requested to indicate where they may have any pecuniary or conflicts of interest in respect to any matter appearing on the agenda, or any supplementary item to the agenda, which the committee has resolved to deal with.

No interest was indicated.

5. Transfer of Agenda Items

Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015.

A committee may close a part of a meeting to the public where a matter to be discussed falls within 15(2) of the above regulations.

In the event that the committee transfer an item to the closed portion, the reasons for doing so should be stated.

Are there any items which should be transferred from this agenda to the closed portion of the agenda, or from the closed to the open portion of the agenda?

No items were transferred.

6. Reports

6.1 Financial Report as at 30 September 2018

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

SEXTON

That the recommendation contained in the report of the Budget and Reporting Manager and the Director Financial Services of 6 December 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

That: 1. The Council approve the changes to the 2018/2019 Estimates listed in tables 4, 5, 7 and 9 as detailed in Attachment A to item 6.1 of the Open Finance and Governance Committee agenda of 11 December 2018, the financial impacts of which are to decrease the underlying surplus by $0.12M, and to decrease the cash balance by $0.31M.

2. The 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.

Delegation: Council

6.2 Grants and Benefits Listing as at 30 September 2018

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

THOMAS

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 2 November 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

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”.

Delegation: Committee

6.3 Procurement - Quotation Exemption Report

File Ref: F18/121050

THOMAS

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 2 November 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

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.

Delegation: Committee

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

File Ref: F18/143625

SEXTON

That the recommendation contained in the report of the Manager Finance and the Director Financial Services of 4 December 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

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

Delegation: Committee

6.5 Draft Greater Hobart Bill 2018

File Ref: F18/137313

DEPUTY LORD MAYOR

That the recommendation contained in the memorandum of the General Manager of 5 December 2018, be adopted, amended by the inclusion of the following clauses within part 1.

“(i) the inclusion of Health and Wellbeing within the Bill.

(ii) the role of chairperson for the Greater Hobart Committee be rotated.”

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

That: 1. That the Council support the draft Greater Hobart Bill 2018 included as Attachment A to item 6.5 of the Open Finance and Governance Committee agenda of 11 December 2018, with suggested amendments to include the following additional considerations:

(i) the inclusion of Health and Wellbeing within the Bill.

(ii) the role of chairperson for the Greater Hobart Committee be rotated.

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

Delegation: Council

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

File Ref: F18/141030

DUTTA

That the recommendation contained in the report of the Manager Future, Engaged and Active Communities and the Acting Associate Director Community and Culture of 6 December 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan Progress Report for the period ended 31 October 2018, marked as Attachment A to item 6.6 of the Open Finance and Governance Committee agenda of 11 December 2018.

Delegation: Council

6.7 Risk and Audit Panel Chairman Tenure

File Ref: F18/144913

THOMAS

That the recommendation contained in the memorandum of the General Manager of 6 December 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

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

Delegation: Council

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

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

THOMAS

That in accordance with Regulation 6(2) of the Local Government (Meeting Procedures) Regulations 2015, the commencement time of 4:30 pm for ordinary meeting of the Finance and Governance Committee be approved.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

COMMITTEE RESOLUTION:

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F18/125078; 18/17

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

Delegation: Committee

8. Questions without Notice

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

File Ref: 13-1-10

8.1 Deputy Lord Mayor Burnet - Audio Recording - Closed Council Meetings

File Ref: 13-1-10

Question: Further to the local government inquiry conducted into the Glenorchy City Council, there was a recommendation relating to record-keeping in closed meetings. Would it be possible for the Hobart City Council to implement the audio-recording of its Closed Council meetings?

Answer: The General Manager took the question on notice.

8.2 Deputy Lord Mayor Burnet - New Ratepayers - Welcome Pack

File Ref: 13-1-10

Question: Is there any information that is provided by the City of Hobart to new ratepayers, as a type of welcome pack, and to tell them of their rights and responsibilities?

Answer: The Group Manager Rates and Procurement advised that new ratepayers to the Hobart municipal area are sent a new residents pack that provides details on services and other general information about the City.

9. Closed Portion of the Meeting

SEXTON

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 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 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

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Dutta

Delegation: Committee

The Chairman adjourned the meeting at 5.01 pm to conduct the closed portion of the meeting.

The meeting reconvened at 6.06 pm.

Item 1 was then taken.

There being no further business the meeting closed at 6:25 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
15^th DAY OF JANUARY 2019.

CHAIRMAN