Agenda of Finance and Governance Committee Meeting

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 5

15/1/2019

Finance and Governance Committee Meeting (Open Portion) held Tuesday,
15 January 2019 at 4:30 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:

Alderman D C Thomas.

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, 11 December 2018 and the Special Finance and Governance Committee meeting held on Monday, 17 December 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 8

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Memorandum: Finance and Governance Committee

Federal Election Submission

Introduction
The purpose of this memorandum is to seek the Council’s approval to develop a list of issues to lobby the major parties in the lead up to the next Federal election.

Discussion
As the Council would be aware a Federal Election is due to be held in 2019. This provides the Council with an opportunity to lobby the parties on projects which could have a significant benefit on the long term future of the City.

In considering the election, Council officers have compiled a list of projects for the Council’s consideration which include:

Doone Kennedy Hobart Aquatic Centre
The Doone Kennedy Hobart Aquatic Centre (DKHAC) is a very popular community facility but at almost 21 years old it is due for significant redevelopment.

The DKHAC Master Plan adopted by the Council in May 2017 proposes a total redevelopment cost of $22 million. The Council will fund $12 million of these works with the balance of the project being the subject of two unsuccessful funding applications to the Australian Government.

The unfunded elements of the Master Plan which includes a new external, enclosed waterslide and an accessible warm water pool along with other public amenity improvements could be included as part of the Council’s Federal Election submission.

Smart Cities
The Council provided a submission to round two of the Smart Cities and Suburbs Program. The submission, Connected Hobart: Innovation beyond 2020 - a model for equitable smart city development, proposed a smart city alliance innovation precinct that produces data to engage and unlock the potential of the whole community to interact with the city and each other. It was disappointing that the Council was unsuccessful in its grant application.

The City has made significant investments in setting the foundations for a successful smart city journey and this project which will demonstrate exactly how councils of any size can establish a platform of sustainable, long-term and incremental innovation is worthy of inclusion in the Council’s Federal Election submission.

Support for Refugees
In 2004, the Hobart City Council signed the Refugee Welcome Zone Declaration The Declaration is a commitment in spirit to welcoming refugees into our community; upholding the human rights or refugees; demonstrating compassion for refugees and enhancing cultural and religious diversity in our community. The Council’s Social Inclusion Strategy also recognises that diversity in the community is one of its greatest strengths.
Requests such as the one which the Council has received for Amnesty International which seeks support for expanding and improving the community sponsorship program. A fairer community sponsorship program would allow everyday Australians and their communities to support refugees in coming to Australia and settling into the community.

Major Visitor Infrastructure Projects for kunanyi / Mount Wellington
The “One Mountain, One Destination, Three New Experiences” prospectus was adopted by the Council in 2016 and formed the key focus of the City’s program of improving the visitor experience on iconic kunanyi/Mount Wellington.

The City has recognised that there is a need to provide powerful nature-based experiences on the mountain, targeted to the discerning local, national and international visitor market.

There are several projects within the prospectus which require external funding to complete, including completing a mountain bike track network on the lower slopes of the Mountain; renewal of Fern Tree Park and restoration and visitor improvements to the Pipeline Track.

Protecting Key Heritage Assets

Tasmania has some of Australia's oldest and best preserved heritage places and precincts. This legacy of previous generations and their stories are of interest and appeal to many visitors. It is a strong economic driver in Tasmania, boosting tourism and other industries. Local Government manages the largest portfolio of heritage places in Australia and with many significant heritage buildings in Hobart it is vitally important that they are maintained, preserved and protected. By protecting our heritage we conserve valuable community assets and ensure those places, tradition and stories can continue to be experienced and enjoyed by future generations. National leadership is required as well as the exploration of innovative funding, resource sharing and creative partnerships.

Affordable Housing Debt

Immediate, positive action on the housing crises Tasmanians are experiencing is required by the Australian Government. One action the Australian Government can implement is to retire the State’s housing debt. Tasmania’s housing debt means that for every $28 million the State receives, it gives $15 million back to the Australian Government. Relieving Tasmania of this debt would enable the construction of new public housing properties and maintenance on existing houses.

Improving Sporting Facilities for Female Participants
Historically sporting facilities have been designed primarily to meet the needs of male participants with many venues not providing the range of amenities to attract and sustain women and girls throughout their life.

Whilst female participation in sport is increasing significantly, their participation rates remain lower than male participation mainly due to inadequate facilities. Given this, functional and inclusive female change rooms and amenities that meet the current and future needs of sport and recreation participants are required.

The attention of the Council is also drawn to a question without notice which was asked in August 2018 in relation to the Australian Local Government Association’s (ALGA) Federal Election initiatives. Since this time, ALGA has released more information on their priorities which are:

· Repair federal funding to local government

· Realise the productive potential of Australia’s freight routes

· Boost safety on local roads

· Promote equitable access to community services

· Protect communities from the impacts of natural disasters

· Support communities with their climate change response

· Promote heathier communities

· Foster Indigenous well-being and prosperity

· Support communities on their digital transformation journeys

· Strengthen Australia’s circular economy

· Support local governments current work in addressing affordable housing and homelessness issues

· Address the South Australian road funding anomaly.

A number of the projects identified in the earlier part of this memorandum fall into ALGA’s priorities, such as healthier communities (DKHAC upgrade, visitor infrastructure on kunanyi, improved sporting facilities for female participants); digital transformation (smart cities) and affordable housing (retiring affordable housing debt). The Council may wish to consider supporting some of the other ALGA priorities in addition to the suggested projects.

It is intended that the projects/issues identified by the Council form the basis of its Federal Election document along with any other issues which elected members may also identify. Once the document has been compiled copies will be forwarded to representatives of the Australian Liberal, Labor and Green parties and the current member for Denison.

REcommendation

That:

1. The Council support the inclusion of the following issues in its Federal Election document:

Doone Kennedy Hobart Aquatic Centre

Smart Cities

Support for Refugees

Major Visitor Infrastructure Projects for kunanyi / Mount Wellington

Protecting Key Heritage Assets

Affordable Housing

Improving Sporting Facilities for Female Participants

2. The Council determine whether it wishes to include additional issues in its Federal Election document.

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: 9 January 2019

File Reference: F18/142272

Item No. 6.2

Agenda (Open Portion)

Finance and Governance Committee Meeting

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Memorandum: Finance and Governance Committee

Stakeholder Relations and Advocacy with Local, State and Federal Tiers of Government

Purpose
The purpose of this report is to provide the Council with an overview of activities involving key stakeholders including Federal, State and Local levels of government.

Discussion
The Council has established effective working relationships at a senior bureaucratic and political level with other councils as well as the Tasmanian and Australian Governments. It also actively contributed to peak bodies within the local government sector.

The Council last received an update in relation to stakeholder relations and advocacy in July 2018. The latest summary is listed below:

Australian Government
Progress continues on a City Deal with Hobart, Clarence, Glenorchy and Kingborough Councils agreeing in principle to the Greater Hobart City Deal.

Meetings have also been held with the Minister for Veterans’ Affairs, the Hon. Darren Chester MP; the Minister for Cities, Urban Infrastructure and Population, the Hon. Alan Tudge MP and Senator Eric Abetz.

Council of Capital City Lord Mayors
The Council of Capital City Lord Mayors (CCCLM) continue to meet on a regular basis with both the Lord Mayor and General Manager attending meetings.

The CCCLM has established a number of priority areas including, Infrastructure and Public Transport; Resilience; Climate Action; Homelessness and the Economy.

A meeting held in September in Canberra heard from the Hon. Alan Tudge MP; the Hon. Anthony Albanese MP and Senator Janet Rice on their parties’ vision for cities. Lord Mayors highlighted the need for Federal government support for strong city economies that are crucial to maintaining a strong national economy.

In addition to the above, the CCCLM have lodged a submission to the House of Representative Standing Committee Inquiry into automated mass transit. Correspondence was also forwarded to the Minister for Communications and the Arts in relation to the application of the Telecommunications Act 1997 (Cth) on public payphone installations incorporating commercial advertising and the Prime Minister calling for a National Homelessness Plan.

The City of Hobart is the CCCLM chair and host for 2019 with the first meeting being held in Hobart in March, followed by meetings in July in conjunction with the Asia Pacific Cities Forum and October.

The Local Government Safe Cities Network (LGSCN) a sub-committee of the CCCLM continues to meet and has a focus on Australia’s night time economy.

Tasmanian Government
A number of meetings have been held with Tasmanian Government Ministers, including the Minister for State Growth and the Minister for Veterans’ Affairs. These meetings have involved discussion on the City Deal, Bridge of Remembrance and legislation associated with Macquarie Point.

Council officers have held regular meetings with officers from the Department of State Growth, Infrastructure Tasmania and Tasports.

The General Manager has also participated in one meeting of the Tasmanian Museum and Art Gallery (TMAG) Strategic Stakeholder Committee. The meeting, held in July, discussed the group’s terms of reference and is scheduled to meet again in March 2019. A copy of the agenda from July is available on the HUB.

Local Government
Local Government Association of Tasmania (LGAT)
Two General Meetings of the LGAT have been held since the last update received by the Council. The July General Meeting considered a number of motions, including four motions from the City of Hobart around the topics of Code of Conduct conflict of interest ‘materiality’ test; recycling; reusable and compostable items for use at council sponsored events and legislation to ban single-use take-away food packaging. All motions were carried with the exception of the ‘materiality’ test. The December meeting heard from the Minister for Local Government and discussed issues around bike infrastructure; low cost and free public camping; Burials and Cremation Act 2002 and the review of the Local Government Legislative Framework. Copies of the agendas for the July and December meetings are available on the HUB.

Southern Tasmanian Councils Authority
The STCA has met twice since the last update provided to the Council. In August, the STCA Board heard from Mr Alex Tay, Director of Local Government; approved its 2018/19 Annual Plan and received updates on Waste Strategy South; the Regional Climate Change Initiative and the Regional Planning Initiative. At the November meeting, the Board agreed to provide a submission on the Climate Change (State Action) Act 2008 and to review its mode of operation. An STCA workshop is to be held on 18 February whereat the Board will discuss its future operation; a report on this matter will be provided to the Council after this time. Copies of the agendas for the August and November meetings are available on the HUB.

Glenorchy and Launceston City Councils
A meeting has been held with officers of Glenorchy City Council to explore shared service opportunities between the two councils whilst a skype teleconference was held with Launceston City Council to discuss topical issues, including the City Deal and Smart Cities.

Macquarie Point Development Corporation
Regular meetings continue to be held with the Macquarie Point Development Corporation. A number of items have been discussed, including the Intercity Cycleway; Red Square; Bridge of Remembrance and Smart Cities Strategy.

Other Key Stakeholders
Council officers continue to meet with other key stakeholders, including UTAS; the Hobart International Airport; Council of Hobart Community Associations; and RACT.

Conclusion
The Council continues to maintain effective working relationships with all levels of government as well as other key stakeholders.

REcommendation

That the information be received and noted.

N.D Heath

General Manager

Date: 10 January 2019

File Reference: F19/1466

Item No. 6.3

Agenda (Open Portion)

Finance and Governance Committee Meeting

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REPORT TITLE: Lease - Equality Tasmania - Part Level 4 Council Centre

REPORT PROVIDED BY: Acting Associate Director Community and Culture

1. Report Purpose and Community Benefit

1.1. The purpose of this report is for the Council to consider a proposal to lease office space on level 4 of the Council Centre building for a period of six months to Equality Tasmania (formerly Tasmanian Gay and Lesbian Rights Group) for sorting and archiving of records.

2. Report Summary

2.1. For thirty years, the Tasmanian Gay and Lesbian Rights Group (TGLRG) was Tasmania’s leading advocacy group for LGBTI people.

2.2. The State Archives is very keen to take custody of TGLRG’s archival material, however the material needs to be sorted and listed before it can be transferred. Once in State custody the archives will be made available to the public for both general and academic research.

2.3. The office space would be used by volunteers who will sort, list, and box archival material. These volunteers will be trained by Jennifer Jerome from the State Archives (Libraries Tasmania Tasmanian Archives and Heritage).

2.4 Equality Tasmania is seeking use of this space for a six month period at nominal rental.

RECOMMENDATION

That:

1. The Council grant a lease to Equality Tasmania for an office space located on level 4 of the Council Centre building for a period of six months at nominal rent.

2. The lease be recorded in the Council’s Annual Report in accordance with the Council’s Leases to Non-Profit Organisations Policy.

3. The General Manager be authorised to negotiate the terms and conditions of the lease.

4. Background

4.1. For thirty years, the Tasmanian Gay and Lesbian Rights Group (TGLRG) was Tasmania’s leading LGBTI advocacy group for LGBTI people. In that time the group advocated successfully for a range of reforms, including the decriminalisation of homosexuality, Tasmania’s strong Anti-Discrimination Act, Tasmania’s ground-breaking relationship laws (Relationships Act Tasmania), improved policies in schools, health and policing, and marriage equality.

4.2. Equality Tasmania has submitted a request to lease an office space on level 4 of the Council Centre building for six months at a nominal rent.

4.2.1. Attachment A to this report is a copy of the lease request and the proposed lease area.

4.3. The Council’s policy titled Leases to Non-Profit Organisations sets out a number of criteria against which lease proposals seeking reduced rental are to be assessed. The table below provides commentary regarding the proposal against the criteria in the policy.

Criteria	Comments
Use, or proposed use of the property	Proposing to use property as office space to sort and archive records from TGLRG for eventual public access.
Alignment with the Council Strategic Plan and other relevant Council strategic documents	Aligns well with Social Inclusion Strategy.
Level of community benefit – proposed or provided, which could include one or more of the following: · Health and wellbeing · Lifelong learning · Arts and culture · Social inclusion · Heritage and history · Economic · Environment / environment management · Welfare	This long standing advocacy group is very highly regarded and has worked tirelessly to end discrimination against the LGBTI community. This project will be guided by a staff member from State Archives and will involve the sorting and archiving of important historical documents. Staff from the State Archives will train a team of volunteers in archival practices. The archiving of 30 years of documentation will protect important information relating to the significant challenges faced to affect social changes for the LGBTI community.
Value of land and buildings	The value of the office space is approximately $200/m2. The value of the proposed lease space would be approximately $1,400 for the six month period.
Potential for alternative use	The space is currently vacant office space.
Viability and capability of the organisation	This organisation, with President Rodney Croome is a highly respected organisation who will be working with State Archives to provide guidance.
Capacity to pay, after all income and expenditure is taken into account	As this is an advocacy organisation with no income stream, there is no capacity to pay rental.
Capacity to invest in and maintain the asset, or degree of capital investment undertaken	This is not overly relevant given the proposed lease area is pre-existing office space and would be used as such.
Type of facility	Office space.
Capacity to invest in the community, or level of community investment provided, through disbursement of surplus funds to local community groups, organisations or activities	Not applicable.
Length of tenure sought	As a relatively short tenure is sought it is considered appropriate.
For lease renewals only, the level of compliance with existing lease terms and conditions	Not applicable.

4.4. The current proposal clearly satisfies the criteria in the policy.

5. Proposal and Implementation

5.1. It is proposed that the Council grant a lease over office space on level 4 of the Council Centre building to Equality Tasmania.

5.2. The lease be for a term of six months at a nominal rent.

5.3. The lease be recorded in the Council’s Annual Report in accordance with the Council’s Leases to Non-Profit Organisations Policy.

5.4. The General Manager be authorised to negotiate the terms and conditions of the lease.

6. Strategic Planning and Policy Considerations

6.1. As outlined above, the proposal aligns strongly with the Council’s Social Inclusion Strategy.

7. Financial Implications

7.1. Funding Source and Impact on Current Year Operating Result

7.1.1. No funding is required.

7.2. Impact on Future Years’ Financial Result

7.2.1. There is no impact on future years’ financial result.

8. Delegation

8.1. This matter is delegated to Committee.

Kimbra Parker

Acting Associate Director Community and Culture

Date: 10 January 2019

File Reference: F19/1518; 15/153-224

Attachment a: Request for office space and proposed lease map ⇩

Item No. 6.4

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 24

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REPORT TITLE: City of Hobart Mission Statement and Values

REPORT PROVIDED BY: Deputy General Manager

1. Report Purpose and Community Benefit

1.1. The purpose of this report is to seek Council endorsement of a revised Mission Statement and Values to support the City of Hobart business transformation.

2. Report Summary

2.1. The Mission and Values provide the overarching framework for the culture of the organisation.

2.2. The Mission represents ‘a call to action’ for staff. It provides employees with a clear understanding of their purpose and guiding principle for their work at the City of Hobart.

2.3. The Values provide the framework for behaviour that is expected of City of Hobart employees in the workplace. As a result the Employee Code of Conduct needs to be anchored off the Values.

2.4. Of course, elected representatives have a separate Code of Conduct specific to their role, which will be reviewed by the Council early in the new year.

2.5. The proposed Mission ‘Working together to make Hobart a better place for the community’ would replace the former Mission ‘To ensure Good Governance of Our Capital City’ which was developed some years ago.

2.6. The new Mission places the community at the heart of what we do and aligns solidly with essence of the newly developed Community Vision.

RECOMMENDATION

That the Council endorse the new Mission Statement ‘Working together to make Hobart a better place for the community’, together with amended Values as included in Attachment A to this report, to guide organisational culture at the City of Hobart.

4. Background

4.1. As Aldermen and Councillors would be aware the administration is currently engaged in a whole of organisation business transformation which includes new enterprise systems, work process redesign and cultural change.

4.2. A key element of the cultural change is putting the community at the centre of everything we do.

4.3. The Mission and Values provide the overarching framework for the culture of the organisation.

4.4. The Mission represents a ‘call to action’ for staff. It provides staff with a clear understanding of their purpose and guiding principle for their work at the City of Hobart.

4.5. Council did previously consider the proposed new Mission, but opted to defer consideration until after the Community Vision was finalised.

4.5.1. As the Council would be aware between September 2017 and June 2018, City of Hobart officers and a team of communications an engagement specialists undertook significant research and a community stakeholder engagement process to learn more about what Hobart’s community values and aspires to for their city.

4.6. ‘Hobart A Community Vision for Our island Capital’ was endorsed by the Council in July 2018 and now that the new Council is in place, this seems an appropriate time to revisit the Mission.

4.7. The proposed Mission ‘Working together to make Hobart a better place for the community’ would replace the former Mission ‘To ensure Good Governance of Our Capital City’ which was developed some years ago.

4.8. The new Mission places the community at the heart of what we do and aligns solidly with essence of the newly developed Community Vision.

4.9. The organisation’s existing Values have been ‘tweaked’ to provide a stronger framework for the new employee Code of Conduct which outlines how staff are expected to behave in the workplace.

4.10. Proposed amended Values are at Attachment A and have a strong focus on the community. They comprise a number of short, succinct statements under the headings of people, focus and direction, accountability, teamwork and creativity and innovation.

4.11. The Values also now align directly with the Leadership Charter created to guide leadership development programs across the organisation.

4.11.1. The Values and Employee Code of Conduct would also be used to guide selection of new staff, as well as performance management and performance review processes for existing staff.

4.11.2. Once finalised, it is proposed to workshop within each unit of the City’s operation, how the Values translate into behaviours in that workplace in order to maximise staff engagement and commitment.

4.12. Of course, elected representatives have their own Code of Conduct, based on the Model Code of Conduct provided under the Local government Act.

4.12.1. The Council is required to review its Code following the election and this will be scheduled for early in the new year.

5. Proposal and Implementation

5.1. It is proposed that the Council endorse the new Mission Statement and revised Values to guide organisational culture at the City of Hobart.

6. Strategic Planning and Policy / Social and Customer Considerations

6.1. Pillar 8 of the Vision, Governance and Civic Involvement reinforces the mission statement by articulating that, ‘we collaborate for the collective good, working together to create a successful Hobart.’

Heather Salisbury

Deputy General Manager

Date: 10 January 2019

File Reference: F18/137702

Item No. 6.5

Agenda (Open Portion)

Finance and Governance Committee Meeting

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Memorandum: Finance and Governance Committee

Elected Member Model Code of Conduct Review

In accordance with section 28T of the Local Government Act 1993, the Council must review its code of conduct within three months of an ordinary election or within three months of the Minister making available an amendment to the model code. Accordingly, this matter is presented to the Committee for consideration.

In April 2016, the Local Government Amendment (Code of Conduct) Act 2015 (Amendment Act) came into effect and provided a local government code of conduct framework for Tasmanian Councillors.

The key aspects of the code of conduct framework include:

· A Model Code of Conduct (made by order of the Minister for Planning and Local Government) which prescribes the standard of behaviour that all Tasmanian Councillors are required to meet when performing their role

· The Minister’s independent Local Government Code of Conduct Panel which is responsible for the investigation and determination of code of conduct complaints;

· The availability of sanctions to the panel in relation to breaches and an ability to dismiss frivolous and vexatious complaints.

On 26 December 2018, following review of the framework, some variations to the model code were made and an updated model code of conduct was issued by the Minister.

The purpose of this report is to present Council with the amended Model Code of Conduct and for the Council consider whether it wishes to adopt the new model with or without variation.

The Model Code of Conduct that Council adopted (without variation) in May 2016 is provided as Attachment A, track changes reflect the updated model code issued by the Minister in December 2018.

Should the Council wish to vary the attached model, a written request for approval would need to be made to the Minister. Once the Minister’s approval has been obtained, the Council would then need to formally adopt the Model Code of Conduct (with variations).

In accordance with section 28T of the Local Government Act 1993, within three months of the Minister making available an amendment to the model code, the Council must adopted the amendment, with or without variation, therefore the Council must adopt a code no later than 25 March 2019.

REcommendation

That:

1. The Council note the requirement to adopt the Model Code of Conduct, with or without variation, by 25 March 2019.

2. The Council consider whether it wishes to adopt the new Model Code of Conduct, as provided at Attachment A to this report, without variation, or;

3. The Council resolve to whether it wishes to identify any variations now or whether it wishes to hold a Council workshop to consider the issue further.

N.D Heath

General Manager

Date: 10 January 2019

File Reference: F19/225

Attachment a: Amended Elected Member Code of Conduct ⇩

Item No. 6.6

Agenda (Open Portion)

Finance and Governance Committee Meeting

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Memorandum: Finance and Governance Committee

Live Minute Taking, Recording of Closed Council Meetings and Lady Osborne Room Audio System

The purpose of this report is provide an update with respect to the taking of live minutes at Council meetings and the upgrade of the audio system in the Lady Osborne Room and to also seek the Council’s approval to record the closed portion of Council meetings.

Live Minute Taking

Taking and displaying the minutes of meetings ‘live’ during the meetings has been raised by a number of Aldermen/Councillors as an initiative which should be considered. Officers are currently progressing this initiative.

It had initially been thought that a committee meetings would be a good test however Council is where the most benefit can be obtained, especially for the public, and the formality of the meetings suits the implementation.

Before it is implemented it is important to ensure that whatever method or system is adopted works effectively given the public and media interest and the role of the City of Hobart as the capital city. This will also ensure the efficient conduct and operation of meetings.

To-date officers have visited Glenorchy City Council and spoken to Launceston City Council in relation to their arrangements.

It has been determined that the Council’s existing software for the creating of agendas and minutes, Info Council, can be used and officers are aware of a number of other councils using Info Council to display live minutes during meetings and will potentially visit these councils.

The solution will also require additional technology being purchased for the Council Chamber with screens required for viewing by the Lord Mayor and General Manager, all Aldermen and Councillors and the public. A plan for the location of infrastructure is being developed and it will also require consideration of the heritage limitations of the Council Chamber.

This initiative is being progressed with priority and the Council will be kept informed of progress, with a report once the solution is finalised.

Recording Closed Council Meetings

At the last Finance and Governance Committee, the Deputy Lord Mayor asked a question without notice (QWON) as to whether recording the closed portion of the Council meeting would be possible based on a recommendation in the board of enquiry report into Glenorchy City Council.

The implementation of this process is relatively easy and would simply mean that the recording of Council meetings would continue into the closed portion. The streaming of the closed portion would obviously need to cease in the current manner, however.

The contracted service provider would have access to the recording of the closed portion of the meeting as they undertake some minor editing of the recording before it is uploaded to the Council’s website. This would need to continue to ensure that only the recording of the open portion of the meeting was uploaded to the website, however appropriate contractual arrangements with the provider can be made to ensure the recording of the closed portion is kept confidential.

Lady Osborne Room Audio System

The audio system in the Lady Osborne Room is also in the progress of being replaced such that audio can be amplified into the Town Hall Ante Room. In order for this to occur a new meeting table is being procured which will accommodate the installation of the infrastructure for the new audio system. Quotes are being sought for the new meeting table and the audio system will then be replaced. In the interim for any committee meetings where larger public attendance is anticipated then audio equipment will be hired to ensure that audio from the meeting can be heard in the ante room. In addition, carpet has already been installed in the ante room to improve the sound quality.

REcommendation

That:

1. The update in relation to capturing and displaying live minutes at Council meetings and the replacement of the audio system in the Lady Osborne Room be received and noted.

2. The Council resolve to record the closed portion of Council meetings.

Paul Jackson

Manager Legal and Governance

Date: 8 January 2019

File Reference: F18/154291; 15/162-005 & 006

Item No. 7.1

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 46

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7 Motions of which Notice has been Given

7.1 Social Food Service Delivery

FILE REF: F19/2637

Alderman Zucco

Motion

“That the council urgently review what actions it can take to address the concern from some traders in North Hobart regarding the growth of social food delivery services (SFDS) and the fact that SFDS vehicles are occupying parking spaces to the detriment of other customers.”

Rationale:

“A number of North Hobart shop owners have raised concerns that drivers operating for a number of social food delivery services are using prime parking spaces to wait for customer orders and therefore restricting the ability of shop customers from utilising the available parking bays.

The Council has been proactive in helping to alleviate some of the issues and has implemented the following initiatives:

· A dedicated “food delivery providers” parking zone installed in Burnett Place specifically for the use of social food delivery vehicles.

· The Council has contacted social food delivery providers including Uber Eats to advise them of the parking zone and requested that they direct their registered operators to the location in Burnett Place when operating in the North Hobart area.

· Increased patrols from City of Hobart Parking and Information Officers.

· Negotiated with a private operator to lease land in Lefroy Street to increase parking options for customers.

· Rolling out new integrated parking system in North Hobart (ex. parking meters) early in the new calendar year.

· Worked closely with the North Hobart Traders Association on communicating Council initiatives to traders

· Council Parking and Information Officers being visible and visiting various traders in North Hobart

Despite the good work of the Council, some traders in North Hobart are still complaining about SFDS drivers.

One further initiative may be the State Government implementing a system, similar to Victoria, whereby local regulations require vehicles to be identified as a commercial passenger vehicles. This system, which requires a sticker to be displayed on the passenger side of a vehicle’s front windscreen means that the vehicle is easily identifiable as a social food delivery service vehicle. If the sticker is not displayed then local authorities will issue drivers with a fine.

The North Hobart area remains one of Hobart’s premier dining locations and the problems which are occurring here are unnecessarily causing issues and it is beholden on the Council and the State Government to explore all options to attempt to rectify the situation.”

The General Manager reports:

“In line with the Council’s policy in relation to Notices of Motion, I advise that the matter is considered to be within the jurisdiction of the Hobart City Council as relates to the provision of on street parking.”

Item No. 9.1

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 59

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Memorandum: Lord Mayor

Deputy Lord Mayor

Aldermen / Councillors

Response to Question Without Notice

Audio Recording - Closed Council Meetings

Meeting: Finance and Governance Committee

Meeting date: 11 December 2018

Raised by: Deputy Lord Mayor Burnet

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?

Response:

Regulation 33(1) of the Local Government (Meeting Procedures) Regulations 2015 provides that a Council may determine that an audio recording is to be made of any meeting or any part of a meeting.

The Council’s current practice is that the open portion of the Council meeting is recorded.

The only purpose of audio recording the closed portion of Council meetings would be to assist with the capturing of minutes and address any issue which may arise with respect to the accuracy of the minutes of the meeting. Regulation 33(3) provides a process to address any discrepancy between confirmed minutes and an audio recording.

A report in relation to this matter will be forthcoming.

Heather Salisbury

Deputy General Manager

Date: 27 December 2018

File Reference: F18/153610; s13-1-10

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 60

15/1/2019

10. 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, Councillors, 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 and Councillors, at the appropriate time.

(iii) upon the answer to the question being circulated to Aldermen and 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.

Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 61

15/1/2019

11. 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:

· Information of commercial nature

· Proposal relating to Council property

· A matter concerning a contract

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 Battery Point Slipyards Masterplan

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

Item No. 4.2 Lease - Dress for Success - Part Level 4 Councl Centre

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

Item No. 4.3 Risk and Audit Panel Remuneration

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

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

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.