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City of hobart

MINUTES

Finance and Governance Committee Meeting

 

Open Portion

 

Tuesday, 14 May 2019 at 5:10 pm

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

 

14/5/2019

 

 

 ORDER OF BUSINESS

 

APOLOGIES AND LEAVE OF ABSENCE

1.        Co-Option of a Committee Member in the event of a vacancy  3

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. 5

6.1     Local Government Association of Tasmania - Membership. 5

6.2     National Redress Scheme - LGAT. 6

6.3     Insurance Policy. 7

6.4     Social Food Service Delivery. 8

6.5     Property Valuation Adjustments (Indexation) 9

6.6     2019-20 Fees and Charges - Financial Services. 9

6.7     2019-20 Fees and Charges - City Governance. 10

6.8     2019-20 Fees and Charges - Parking Operations. 11

6.9     2018-19 Annual Plan - Progress Report  Period Ended 28 February 2019  13

6.10  Procurement - Quotation Exemption Report 13

6.11  Grants and Benefits Listing as at 31 March 2019. 14

7.        Committee Action Status Report. 15

7.1     Committee Actions - Status Report 15

8.        Questions without Notice. 15

9.        Closed Portion of the Meeting.. 16

 


 

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

 

14/05/2019

 

 

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 14 May 2019 at 5:10 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, Aldermen J R Briscoe and S Behrakis.

 

 

APOLOGIES: Nil.

 

LEAVE OF ABSENCE: Nil.

 

 

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Denison

Harvey

Behrakis

Ewin

Sherlock

 

Alderman Thomas was not present for Part B of the recommendation for item 6.8.

 

Councillor Dutta arrived at the meeting at 5.11pm and was not present for items 1 to 5.

 

Alderman Briscoe was co-opted to the Committee for items 2 to 5 and retired from the meeting at 5.22 pm.

 

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

 

THOMAS

 

That Alderman Briscoe be co-opted to the Committee

 

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

 

 

 

 

2.       Confirmation of Minutes

 

THOMAS

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 9 April 2019, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Briscoe

 

 

 

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      Local Government Association of Tasmania - Membership

            File Ref: F19/49400

DEPUTY LORD MAYOR

That the recommendation contained in the report of the General Manager of 9 May 2019, be adopted.

 

AMENDMENT

THOMAS

 

That part 2 be revised as follows:

 

“2.   The Council pursue opportunities for the formation of a metropolitan councils association as soon as possible.”

 

and a new part 3:

 

“3.   The Council write to the Local Government Association of Tasmania seeking an amendment to the Rules to provide for eligibility for the Hobart City Council for membership of the General Management Committee as a Southern Electoral District nominee.”

 

AMENDMENT CARRIED

 

 

 

 

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

 

SUBSTANTIVE MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That:   1.    The Council remain a member of the Local Government Association of Tasmania.

            2.    The Council pursue opportunities for the formation of a metropolitan councils association as soon as possible.

            3.    The Council write to the Local Government Association of Tasmania seeking an amendment to the Rules to provide for eligibility for the Hobart City Council for membership of the General Management Committee as a Southern Electoral District nominee.

 

Delegation:     Council

 

 

 

6.2      National Redress Scheme - LGAT

            File Ref: F19/43454

SEXTON

That the recommendation contained in the report of the Deputy General Manager of 9 May 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That the Council participate in the National Redress Scheme as part of the Local Government Association of Tasmania’s whole-of-sector response.

 

Delegation:     Council

 

 

 

 

6.3      Insurance Policy

            File Ref: F19/44929

DUTTA

That the recommendation contained in the report of the Deputy General Manager of 9 May 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

 

COMMITTEE RESOLUTION:

The Council approve the Insurance Policy marked as Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 14 May 2019.

 

Delegation:     Council

 

 

 

 

 

 

 

6.4      Social Food Service Delivery

            File Ref: F19/52782; 17/181

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Director City Innovation and the Manager City Parking of 9 May 2019, be adopted as amended by the inclusion of a new clause 3 and 4:

“3. The General Manager provide a report on the capacity for the Council to provide a by-law to regulate the carriage of food in social food delivery vehicles.

 4.   The Council write to the State Government highlighting concerns of the lack of regulation around social food delivery vehicles.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That:   1.    The Council note the actions taken to-date in relation to social food delivery services in North Hobart.

            2.    The City of Hobart continue with the implementation of its own enforcement measures to create additional visitor parking spaces and control the use of social food delivery vehicles in the North Hobart, and other suburban restaurant precincts.

            3.    The General Manager provide a report on the capacity for the Council to provide a by-law to regulate the carriage of food in social food delivery vehicles.

            4.    The Council write to the State Government highlighting concerns of the lack of regulation around social food delivery vehicles.

 

Delegation:     Council


 

 

6.5      Property Valuation Adjustments (Indexation)

            File Ref: F19/46722;  22-1-3

SEXTON

That the recommendation contained in the report of the Group Manager Rates & Procurement and the Deputy General Manager of 9 May 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That the report of the Group Manager Rates & Procurement and the Deputy General Manager titled ‘Property Valuation Adjustments (Indexation)’ be received and noted.

 

Delegation:     Committee

 

 

 

 

 

6.6      2019-20 Fees and Charges - Financial Services

            File Ref: F19/46716; 19/9

THOMAS

That the recommendation contained in the report of the Group Manager Rates & Procurement of 9 May 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

 

 

COMMITTEE RESOLUTION:

That the schedule of fees and charges for Financial Services marked as Attachment A to item 6.6 of the Open Finance and Governance Committee agenda of 14 May 2019, be adopted for the 2019-20 financial year.

 

Delegation:     Council

 

 

 

 

 

6.7      2019-20 Fees and Charges - City Governance

            File Ref: F19/51867

SEXTON

That the recommendation contained in the report of the Deputy General Manager of 9 May 2019, be adopted, as amended by a new clause 3:

“3.   A fees structure be investigated which represents potential full cost recovery or a percentage thereof.”

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That:   1.    The schedule of fees and charges for City Governance, marked as Attachments A, B and C, to item 6.7 of the Open Finance and Governance Committee agenda of 14 May 2019 be adopted for the 2019-20 financial year.

            2.    The basement space below the Town Hall be named the Town Hall Underground.

            3.    A fees structure be investigated which represents potential full cost recovery or a percentage thereof.

 

Delegation:     Council

 

 

6.8      2019-20 Fees and Charges - Parking Operations

            File Ref: F19/33658; 19/9

SEXTON

A:   The recommendation contained in the report of the Manager City Parking and the Director City Innovation of 9 May 2019, be adopted, as amended by the following:

A new clause 3, 4 and 5 to read as follows:

“3.   The following parking initiatives be subject of a workshop in July:

(i)        Early bird parking;

 

(ii)       First 90 minute parking in multi-story car parks;

 

(iii)      Pensioner parking scheme.

 4.   Investigations be undertaken with appropriate hotel and accommodation establishments for the use of the Council’s off street parking facilities outside of normal business hours.

 5.   An appropriate media release be prepared on the abolition of the $3 minimum transaction fee for credit card payments.”

B:   That a further report be provided to a Special Finance and Governance Committee meeting on the 20 May 2019 addressing parking operations.

(PART A)

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

 

(PART B)

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Dutta

 

 

 

 

 

COMMITTEE RESOLUTION:

 

That:   A   1.     The schedule of fees and charges for the City Innovation Division - Parking Enforcement and Off-Street Parking, referenced below and marked as Attachments A-E to item 6.8 of the Open Finance and Governance Committee agenda of 14 May 2019, be adopted for the 2019-20 financial year.

(i)    Parking Enforcement (Attachment A).

(ii)   Off-Street Parking Long Term (Attachment B).

(iii)  Off-Street Parking Short Term (Attachment C).

(iv)  Off-Street Parking Short Term Motor Bikes (Attachment D).

(v)   Meters and Voucher Machines (Attachment E).

2.    In accordance with section 96(1) of the Local Government Highways Act 1982, amendments to the operational hours of Dunn Place, Condell Place, Lefroy Street and Salamanca Square Car Parks be approved.

3.    The following parking initiatives be subject of a workshop in July:

(i)     Early bird parking;

 

(ii)    First 90 minute parking in multi-story car parks;

 

(iii)  Pensioner parking scheme.

4.    Investigations be undertaken with appropriate hotel and accommodation establishments for the use of the Council’s off street parking facilities outside of normal business hours.

5.    An appropriate media release be prepared on the abolition of the $3 minimum transaction fee for credit card payments.

 

 

B:           A further report be provided to a Special Finance and Governance Committee meeting on the 20 May 2019 addressing parking operations.

 

Delegation:  Part A Council / Part B Committee

 


 

 

6.9      2018-19 Annual Plan - Progress Report
Period Ended 28 February 2019

            File Ref: F19/52738

SEXTON

That the recommendation contained in the report of the Manager Future, Engaged and Active Communities and the Director Community Life of 9 May 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

COMMITTEE RESOLUTION:

That:   1.    The Council endorse the Annual Plan Progress Report for the period ending 28 February 2019, marked as Attachment A to item 6.9 of the Open Finance and Governance Committee agenda of 14 May 2019.

            2.    The Council endorse a change to the reporting periods for the Annual Plan progress reports for 2019/20 to quarterly with detailed reports being provided for the second and fourth periods and summaries only provided for the first and third periods.

 

Delegation:     Council

 

 

 

 

6.10    Procurement - Quotation Exemption Report

            File Ref: F19/46718;  18/311

THOMAS

That the recommendation contained in the report of the Group Manager Rates & Procurement and the Deputy General Manager of 9 May 2019, 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 Exemption Report’.

2.    The Committee note the exemption granted from the requirement to seek 3 written quotations for the period 1 January to 31 March 2019. 

 

Delegation:     Committee

 

 

 

 

6.11    Grants and Benefits Listing as at 31 March 2019

            File Ref: F19/46723;  25-2-1

THOMAS

That the recommendation contained in the report of the Group Manager Rates & Procurement and the Deputy General Manager of 9 May 2019, 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 31 March 2019.

 

Delegation:     Committee

 

 

 

7.       Committee Action Status Report

 

7.1      Committee Actions - Status Report

            File Ref: F19/53906

SEXTON

That the information be received and noted

MOTION CARRIED

VOTING RECORD

AYES

NOES

Zucco

 

Deputy Lord Mayor Burnet

 

Sexton

 

Thomas

 

Dutta

 

 

 

 

  

 

 

 

8.       Questions without Notice

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

File Ref: 13-1-10

 

8.1      Alderman Behrakis - Parking Meters - Performance

            File Ref: 13-1-10

 

Question:    Could the General Manager please advise:

a)    Have you or other Council staff been in communication with the prime contractors regarding the performance of the new parking meters?

b)    If so, what were the outcomes of said conversations?

Answer:       The General Manager took the question on notice.

 

 

 

 


 

 

8.2      Alderman Behrakis - Parking Meters - Integration Enhancements

            File Ref: 13-1-10

 

Question:    Could the General Manager please advise:

a)    Have you or other Council staff been in communication with the prime contractors regarding integration enhancements to allow further process automation that may restrict the possibility of, or support the reduction of unauthorised or unlawful on street parking?

b)    If so, what, if any solutions have been identified?

c)    What are the expected costs of such solutions?

d)    What are the expected timeframes in relation to the implementation of any identified solutions?

Answer:       The General Manager took the question on notice.

 

 

 

 

 

8.3      Deputy Lord Mayor Councillor Burnet - Car Park Rollout

            File Ref: 13-1-10

 

Question:    Could the General Manager please advise whether the issue raised by Alderman Briscoe relating to the car park rollout is being considered by the Risk and Audit Panel?

Answer:       The General Manager advised that Alderman Briscoe raised the issue of overstays and whether it was legal for the new parking meters to accept payment for overstays. This is the matter that will be referred to the Risk and Audit Panel meeting in June.

 

 

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:  

 

 

 

·         the disposal of land

·         legal action involving the Council

·         tender for the supply of goods

·         information of a personal and confidential

 

The following items were discussed: -

 

Item No. 1          Minutes of the last meeting of the Closed Portion of the Committee 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       Local Government Association of Tasmania - 2019 President Election

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

Item No. 4.2       Sale of Land for Unpaid Rates

LG(MP)R 15(2)(f), (i) and  (j)

Item No. 4.3       Estates - Rates Penalty and Interest

LG(MP)R 15(2)(g) and  (j)

Item No. 4.4       Contract Extension - Contract No. 5837 - Panel of Providers for Records Support & Digitisation Services

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

Item No. 4.5       479 Sandy Bay Road Sandy Bay - Small Portion of Highway Reservation - Proposed Sale to Adjoining Landholder

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

Item No. 5          Committee Action Status Report

Item No. 5.1       Committee Actions - Status Report

LG(MP)R 15(2)(a), (c)(ii), (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

 

 

   

 

There being no further business the open portion of the meeting closed at 6:18 pm.

 

 

 

 

 

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
12th DAY OF JUNE 2019.

CHAIRMAN