Agenda of Finance and Governance Committee Meeting

Agenda (Open Portion)

Finance and Governance Committee Meeting

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Finance and Governance Committee Meeting (Open Portion) held Tuesday, 12 November 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, 15 October 2019 and the Special Finance and Governance Committee meeting held on Monday, 4 November 2019, 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?

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Memorandum: Finance and Governance Committee

Elected Members Development and Support - Policy

At the Finance and Governance Committee meeting of 17 September 2019 the Council’s suite of policies was submitted for review.

While the policies were reviewed and proceeded to Council, the Finance and Governance Committee resolved the following in relation to the Elected Members Development and Support policy:

“That the Elected Members’ Development and Support policy be referred back to committee for further consideration to include investigation of the policy positions of other capital cities with regards international travel.”

As a result of further comments and debate at the meeting the following issues raised have been incorporated:

· $10,000 budget allocation over two years, not to be rolled-over.

· Class of travel may be determined by the elected member.

A marked up version of the policy is at Attachment A.

In addition the Capital City Councils were contacted to ascertain their policy positions in relation to international travel which concludes in the majority that all international travel requires the approval of the Council refer Attachment B.

REcommendation

That the Council adopt the Elected Members’ Development and Support policy as shown in track changes and marked as Attachment A to this report.

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.

Heather Salisbury

Deputy General Manager

Date: 7 November 2019

File Reference: F19/138642

Attachment a: Elected Members Development and Support Policy - Marked Up Version ⇩

Attachment b: International Travel - Capital City Councils ⇩

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Memorandum: Finance and Governance Committee

Council of Managers of National Antarctic Programs (COMNAP) - Annual General Meeting - August 2020 - Request to Use City Hall

In 2018, the Council of Manager of National Antarctic Programs (COMNAP) requested support from Council to host its Annual General Meeting 2-7 August 2020. At the time the Town Hall was identified as an appropriate location to hold this meeting.

On 23 July 2018, the Council approved the use of the Town Hall at no charge. The General Manger was authorised to waive the hire fees. The fee waiver was to be reported in the 2020-21 Annual Report.

At the time the indicative cost was estimated to be $4,300, including hire fees and internal cost.

Kim Ellis the Director of the Antarctic Division has contacted the Lord Mayors Office and advised that the due to the steady growth of the COMNAP delegation the Town Hall will not be big enough.

A request has been made to move the AGM to the City Hall, Council has again been asked to consider waiving the increased fees.

The updated indicative cost for this event would be $7,308, which includes the increased hire fee plus internal costs.

REcommendation

That:

1. The Council approve the request from the Australian Antarctic Division to use the City Hall for the 2020 COMNAP Annual General Meeting, to be conducted from 2-7 August 2020, at no charge.

2. The General Manager be authorised to waive the hire fees associated with the use of the City Hall for the event.

3. Details of the fees waived be included in the 2020-21 Annual Report, in accordance with the Council’s policy in relation to grants and benefits.

Anna Holland

Principal Advisor - Customer Relations and Hallkeeping

Heather Salisbury

Deputy General Manager

Date: 7 November 2019

File Reference: F19/139774

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Memorandum: Finance and Governance Committee

Financial Report as at 30 September 2019

The purpose of this memorandum is to present Council’s Financial Report for the period ending 30 September 2019 and to seek approval for changes to the 2019-20 Estimates (budget). It should be noted that this report shows the City’s financial position for the first 3 months of the year.

The Financial Report as at 30 September 2019 is attached, refer Attachment A. The Financial Report provides details of:

· The Council’s financial position as at 30 September 2019;

· The result of operations for the first three months of the 2019-2020 financial year;

· Forecasts for 30 June 2020; and

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

Highlights from the 30 September 2019 financial report are provided as follows:

Item	Commentary
Operating result	· The revised forecast for the 30 June 2020 underlying result is currently a surplus of $0.41M being $0.14M less than the original budget. · The main reasons for the decline are the inclusion of the 2018-19 operating carry forwards of $0.22M and a decrease to expected net interest revenue $0.11M, partially offset with savings due to cost transfers to the capital budget for the Navision Implementation project $0.19M. · Year to date Expenses overall are $460K (1.4%) unfavourable to budget. · In more detail: · Labour costs are favourable due to lower than expected wages and salaries including delayed EA increase and external labour. o Materials and Services are unfavourable due to the impact of 2018-19 year end expense accruals and prepayments, overhead recovery and minor equipment capitalisation timing variances and insurance costs. · Revenues overall are $337K (1.0%) unfavourable to budget. This includes offsetting favourable and unfavourable variances: o Favourable variances include fees and charges and operating grants. o Unfavourable variances include rates, fines, car parks, on-street parking and rents. · The final operating result may differ from the current forecast for the following reasons: o Current budget variances which are assumed to be timing variances (and therefore forecasts have not been amended) may prove to be permanent variances; and o Further variances could arise during the remainder of the year.
Capital expenditure	· With 25% of the year elapsed, capital expenditure is under spent for Plant and Equipment (20.8% of budget spent) and for Projects (11.2% of budget spent).
Budget changes	· As noted above, requested budget changes will result in a net decrease of $0.14M in the forecast operating result (from a surplus of $0.55M to $0.41M). · Operating changes include increases for other expenses $10K, rates revenue $11K, fees and charges revenue $19K and operating grants $31K and decreases for labour $19K, materials and services $44K, financial costs $391K, on street parking revenue $100K, interest revenue $500K and rent revenue $50K. · Changes in projects total $0.55M are numerous and most are either reallocations or offset capital grant income/contributions. Costs associated with the South Hobart Community Centre $286K offset grant revenue carried forward from 2018-19. Costs associated with Navision Implementation $193K offset savings included in the operating budget. · Changes in PPE net to a decrease of $17K and includes a transfer of the art prize to projects for public art for children $20K, offset with $3K transferred from the operating budget to fund additional PPE requirements for Arboricultural Services.
Cash position	· The cash balance at 30 June 2020 is expected to be $25M, although this will depend on final capital expenditure. · The proposed changes to the Estimates will result in net expenditure increasing and the forecast cash balance decreasing by $0.67M, primarily due to increased capital expenditure and increased operating costs.
KPIs	· Budget targets for three of Council’s eight financial sustainability indicators are not forecast to be met. o Indicator 1 – Underlying Surplus and indicator 2 – Underlying Surplus ratio are not expected to be met due to the reduced forecast. o Indicator 5 – Net Interest Expense Cover ratio is not expected to be met due to a reduction in net interest revenue. · Despite not meeting targets, indicators 1, 2, and 5 will still be well within accepted benchmarks
Other Matters	· Impact of some potential headwinds currently not included in forecasted result which may affect the final underlying operating result and/or additional capital spend including: o Depreciation costs potentially increasing due to revaluations, o Expected increases for workers compensation and insurance costs, o The impact of additional interest rate reductions, o Flood event projects which may not be currently included in forecasts, and o Any further general rate exemptions.

REcommendation

That the Council approve the changes to the 2019-20 Estimates listed in tables 4, 5, 7 and 9 of Attachment A, the financial impacts of which are to decrease the underlying surplus by $0.14M, and to decrease the cash balance by $0.67M.

Karelyn Stephens

Budget and Reporting Manager

Heather Salisbury

Deputy General Manager

Date: 6 November 2019

File Reference: F19/140680; 18/17

Attachment a: Financial Report ending September 2019 ⇩

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REPORT TITLE: Grants and Benefits Listing as at 30 September 2019

REPORT PROVIDED BY: Group Manager Rates & Procurement

Deputy General Manager

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 to 30 September 2019.

2. Report Summary

2.1. A report outlining all grants and benefits provided by Council Committees and Council for the period 1 July to 30 September 2019 is attached.

2.2. It is proposed that the Committee note the listing of grants and benefits provided for the period 1 July to 30 September 2019, 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 2019’.

4. Background

4.1. A report outlining the grants and benefits provided for the period 1 July to 30 September 2019 is provided at Attachment A.

4.2. 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.

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

5. Proposal and Implementation

5.1. It is proposed that the Committee note the grants and benefits listing as at 30 September 2019.

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 City of Hobart Capital City Strategic Plan 2019-2029 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 2019-2029 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 2019 were funded from the 2019-20 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:

8.1.1. 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 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 by 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.

Lara MacDonell

Group Manager Rates & Procurement

Heather Salisbury

Deputy General Manager

Date: 7 November 2019

File Reference: F19/143162; 25-2-1

Attachment a: Grants and Benefits Listing as at 30 September 2019 ⇩

Attachment b: Council Policy - Grants and Benefits Disclosure ⇩

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REPORT TITLE: 2019-20 Annual Plan - Summary Report
Period Ended 30 September 2019

REPORT PROVIDED BY: Senior Advisor Strategic Planning

Manager Economic Development, Engagement and Strategy

1. Report Purpose and Community Benefit

1.1. The purpose of this report is to present the 2019-20 Annual Plan summary report for the period ended 30 September 2019 (refer Attachment A).

1.2. The Annual Plan summary report provides information for the community on the City’s progress of the major actions and initiatives in the annual plan.

2. Report Summary

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

2.2. The Annual Plan sets out the major actions and initiatives for the
2019-20 financial year and is aligned with the City’s strategic plan.

2.3. The 2019-20 Annual Plan has 136 major actions and initiatives listed with 126 initiatives (93 per cent) commencing in the first three months of 2019-20.

2.4. The summary report for the period ending 30 September 2019 provides a snapshot of progress against the major actions and initiatives in the annual plan and provides highlights for the period (refer
Attachment A).

3. Recommendation

That the Council endorse the Annual Plan 2019-20 summary report for the period ending 30 September 2019, 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. It describes the major actions and initiatives 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.

4.2.1. A review of the strategic plan was undertaken following the endorsement of the community vision in July 2018. The review commenced in September 2018 with the new plan, City of Hobart Capital City Strategic Plan 2019-29, being endorsed by Council September 2019.

4.2.2. For the purposes of the 2019-20 Annual Plan the major actions and initiatives are aligned with the Capital City Strategic Plan 2015-25 as the annual plan is developed with the budget estimates and had to be finalised before the start of the
2019-20 financial year.

4.3. The 2019-20 Annual Plan has 136 major actions and initiatives listed with 125 initiatives (92 per cent) commencing in the first three months of 2019-20.

4.3.1. Four 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 2019-20 Annual Plan are as follows:

Summary report – period ending 30 September

Progress report – period ending 31 December

Summary report – period ending 31 March

Final report (Annual Report) – period ending 30 June.

4.3.2. Accordingly, this report is the first summary report for the
2019-20 Annual Plan and provides a snapshot of progress against the major actions and initiatives in the annual plan and highlights for the period (refer Attachment A). The report also indicates the major actions and initiatives that will be delivered across multiple-years or are ongoing programs and projects.

4.3.3. It is worth noting that as this report is a summary report only comments in the body of the report are limited and are provided by exception only. Full comments will be provided in the progress report for the second quarter of 2019-20 which covers the period 1 October to 31 December. Quarterly highlights are provided at the beginning of the attached report.

4.3.4. In 2019-20 the City is continuing to progress a number of its major medium-term projects which include the capital works program Transforming Hobart, the ongoing implementation of new business systems (Project Phoenix), implementation of actions from the Connected Hobart Framework and leading discussions in relation to the implementation of the Hobart City Deal.

4.3.5. Transforming Hobart projects underway for 2019-20 include the Brooker Highway all abilities shared access bridge; the upgrade of Kemp Street (including a commercial waste and recycling receiving facility); local retail precinct upgrades and several public toilet upgrades.

5. Strategic Planning and Policy Considerations

5.1. The preparation of the report provides an account of the major actions and initiatives identified for the 2019-20 financial year as set out in the Annual Plan.

5.2. The Annual Plan Progress Report aligns with the following pillars and outcomes in the Strategic Plan :

Capital City Strategic Plan 2019-29

Pillar 8: Governance and civic involvement

Outcome 8.1: Hobart is a city of best practice, ethical governance and transparent decision-making.

8.1.2 Practise and communicate good city governance and decision-making.

8.1.3 Ensure systematic and useful measurement of community outcomes and the City’s performance.

6. Delegation

6.1. This matter is delegated to the Council.

Paula Gudgeon

Senior Advisor Strategic Planning

Luke Doyle

Manager Economic Development, Engagement and Strategy

Date: 7 November 2019

File Reference: F19/142810

Attachment a: Annual Plan 2019-20 - Summary Report for the Period Ended 30 September 2019 ⇩

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Memorandum: Finance and Governance Committee

Parking in North Hobart - Hours of Operation of Car Parks

At its meeting held on 20 May 2019, the Council resolved the following:

“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.”

In response to the above resolution and with regard to parking in North Hobart, City officers increased the enforceable hours of parking operations in North Hobart to 10pm.

Following a review of this new operating model, officers have identified that by 9pm the occupancy of the car parks ranges from 5% to 20% from Sunday through to Wednesday, and 20% to 35% from Thursday through to Saturday.

Therefore, officers recommend a 1-hour reduction in the sign-posted and enforceable times for paid parking in both the Condell Place and Lefroy Street Car Parks in North Hobart.

· Current paid parking times: 8.30 am – 10.00 pm

· Recommended paid parking times: 8.30 am – 9.00 pm

Dynamic pricing (the use of different fees levied at different times of the day) will be the subject of a future report to Committee.

REcommendation

That the sign-posted and enforceable times for paid parking in both the Condell Place and Lefroy Street Car Parks in North Hobart be reduced from 8.30am - 10pm to 8.30am - 9pm.

Peter Carr

Director City Innovation

Date: 6 November 2019

File Reference: F19/142712; 17/181

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8. Responses to Questions Without Notice

Regulation 29(3) Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10

The General Manager reports:-

“In accordance with the procedures approved in respect to Questions Without Notice, the following responses to questions taken on notice are provided to the Committee for information.

The Committee is reminded that in accordance with Regulation 29(3) of the Local Government (Meeting Procedures) Regulations 2015, the Chairman is not to allow discussion or debate on either the question or the response.”

8.1 Elector Poll

File Ref: F19/111160

Memorandum of the Manager Legal and Governance of 7 November 2019.

8.2 Town Hall Reception

File Ref: F19/136414

Memorandum of the Manager Community and Culture of 30 October 2019.

8.3 Rates Exemptions - Charitable Living Units

File Ref: F19/136423

Memorandum of the Group Manager Rates & Procurement of 12 November 2019.

8.4 Long Term Parking Occupancy

File Ref: F19/136425

Report of the Director City Innovation of 12 November 2019.

Delegation: Committee

That the information be received and noted.

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Memorandum: Lord Mayor

Deputy Lord Mayor

Elected Members

Response to Question Without Notice

Elector Poll

Meeting: Finance and Governance Committee

Meeting date: 16 July 2019

Raised by: Alderman Behrakis

Question:

In regards to the Height Limit elector poll and the $200k of ratepayers funds spent, can a breakdown be provided from the TEC as to what that money was spent on? What percentage was for advertising, and what forms of advertising were used?

Response:

Further to the memorandum included on the Finance and Governance Committee agenda of 13 August 2019, the Council has now received the final accounts from the Tasmanian Electoral Commission for conducting the building height elector poll. The final cost was $118,516.13 and is broken down as follows:

Returning Officer and election staff – postal voting and scrutiny	$16,000.00
TEC Administration	$500.00
Printing brochures and instruction sheets	$6,873.45
Inserting Ballot Material	$1,550.00
Postage Out	$17,500.00
Return Postage	$8,000.00
Envelopes	$2,002.00
Insertion and addressing Ballot Paper envelopes	$1,260.83
Ballot Papers	$3,473.65
Advertising	$10,000.00
Returning officer and election staff – postal voting and scrutiny	$15,477.49
TEC Administration & IT	$2,566.69
Postage Out	$17,406.15
Return Postage	$3,563.86
Advertising	$12,342.01
Total	$118,516.13

Advertising represents 18.85% of the total cost and the following forms of advertising were used:

Press

Mercury newspaper

Radio

Triple M

Hit FM

7HO FM

Digital

Spotify

Facebook and Instagram video

YouTube

Page Search (SEM)

Paul Jackson

Manager Legal and Governance

Date: 7 November 2019

File Reference: F19/111160

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Memorandum: Lord Mayor

Deputy Lord Mayor

Elected Members

Response to Question Without Notice

Town Hall Reception

Meeting: Finance and Governance Committee

Meeting date: 15 October 2019

Raised by: Alderman Briscoe

Question:

A reception is proposed to be held for the new initiative “Night Shelter” for the Salvation Army and the Hobart City Mission. How much would this reception cost?

Would it be better to donate the reception costs to the Salvation Army and the Hobart City Mission?

Response:

A request was received by the Lord Mayor from The Salvation Army to host a briefing on the Safe Night Space project.

Whilst the Lord Mayor is hosting the event in her Court Room over drinks and canapes, the format is unlike a traditional Lord Mayoral Reception. It is being held in partnership with the Salvation Army and Hobart City Mission and the purpose is to bring together key people in the community to raise awareness of and provide a briefing on the program, seeking their support - moral, communal and financial.

The proposed program for the evening includes a welcome by the Lord Mayor, a video presentation and address from The Salvation Army, an address by a donor - ‘A donor’s perspective’ and the opportunity for The Salvation Army and Hobart City Mission staff to speak to potential donors with the view of securing funding for the program.

The invitation list, developed by the Salvation Army and Hobart City Mission, is made up of 60+ potential donors, being predominately Tasmanian business people and local philanthropists.

The estimated cost of the event is $1,500.

Kimbra Parker

Manager Community and Culture

Date: 30 October 2019

File Reference: F19/136414

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Memorandum: Lord Mayor

Deputy Lord Mayor

Elected Members

Response to Question Without Notice

Rates Exemptions - Charitable Living Units

Meeting: Finance and Governance Committee

Meeting date: 15 October 2019

Raised by: Deputy Lord Mayor Burnet

Question:

Can the General Manager advise what is the total value of the rates exemptions for charitable living units and what is the bottom line impact on the budget?

Response:

The total value of the rates exemptions granted for charitable (independent) living units in 2019-20 was $324,311.

There is no impact on the budget as the City has raised the amount of rates it requires for the budget using the total rateable municipal Assessed Annual Value (AAV).

Lara MacDonell

Group Manager Rates & Procurement

Date: 6 November 2019

File Reference: F19/136423

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Memorandum: Lord Mayor

Deputy Lord Mayor

Elected Members

Response to Question Without Notice

Long Term Parking Occupancy

Meeting: Finance and Governance Committee

Meeting date: 15 October 2019

Raised by: Alderman Briscoe

Question:

Can the General Manager advise what the current usage status of the Council’s long term car parking spaces is?

What is the demand for spaces and is there a waiting list. If so how many are on the list?

Response:

The City of Hobart currently operates seven (7) long term car parks with a total of 836 spaces available for permit holders. All of these car parks are currently fully occupied and have been since early 2019.

Each car park has a waiting list, and currently there is a combined total of 146 names on the waiting lists, with Salamanca Square and Hobart Central Car Parks having the largest lists.

The table below provides actual details on the current status of each car park.

Car Park Name	No. of Spaces	Current Occupation	Number on Waiting List
Argyle Street	45	45	17
Elizabeth Street	27	27	17
Lefroy Street	12	12	15
Liverpool/Barrack	38	38	24
Hobart Central	44	44	25
Trafalgar	544	544	22
Salamanca Square	126	126	26

Total Count	836	836	146

A further report is the subject of a current Finance and Governance Committee status report action.

Peter Carr

Director City Innovation

Date: 6 November 2019

File Reference: F19/136425

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9. Questions Without Notice

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

File Ref: 13-1-10

An Elected Member may ask a question without notice of the Chairman, another Elected Member, 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 Elected Member 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, Elected Members, 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 Elected Members, at the appropriate time.

(iii) upon the answer to the question being circulated to Elected Members, 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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10. 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:

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

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

· 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 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 Request to Waive Requirement to Tender - The Mercury Newspaper Advertising

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

Item No. 4.2 Derwent Sailing Squadron - Council Loan Guarantee - Loan Arrangements

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

Item No. 4.3 Hobart Council Centre - Renewal of Existing Lease - Derwent Estuary Program

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

Item No. 4.4 Sale of Council Property - 89 Doyle Avenue, Lenah Valley

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)(i), (f), (i), (j) and e(ii)

Item No. 6 Questions Without Notice

People	We value people – our community, our customers and colleagues.
Teamwork	We collaborate both within the organisation and with external stakeholders drawing on skills and expertise for the benefit of our community.
Focus and Direction	We have clear goals and plans to achieve sustainable social, environmental and economic outcomes for the Hobart community.
Creativity and Innovation	We embrace new approaches and continuously improve to achieve better outcomes for our community.
Accountability	We work to high ethical and professional standards and are accountable for delivering outcomes for our community.