Agenda of Council Meeting - Monday, 12 October 2020

Agenda (Open Portion)

Council Meeting

Page 6

12/10/2020

A meeting of the Open Portion of the Council will be held on Monday, 12 October 2020 at 5:00 pm.

N D Heath

General Manager

This meeting of the Council is held in accordance with a Notice issued by the Premier on 3 April 2020 under section 18 of the COVID-19 Disease Emergency (Miscellaneous Provisions) Act 2020.

ELECTED MEMBERS:

Lord Mayor A M Reynolds

Deputy Lord Mayor H Burnet

Alderman M Zucco

Alderman J R Briscoe

Alderman Dr P T Sexton

Alderman D C Thomas

Councillor W F Harvey

Alderman S Behrakis

Councillor M S C Dutta

Councillor J Ewin

Councillor Z E Sherlock

Councillor W N S Coats

APOLOGIES:

LEAVE OF ABSENCE: Nil.

1. Confirmation of Minutes

The Chairman reports that she has perused the minutes of the meeting of the Open Portion of the Council meeting held on Monday, 21 September 2020, finds them to be a true record and recommends that they be taken as read and signed as a correct record.

2. Transfer of Agenda Items

Are there any items, which the meeting believes, should be transferred from this agenda to the closed agenda or from the closed agenda to the open agenda, in accordance with the procedures allowed under Section 15 of the Local Government (Meeting Procedures) Regulations 2015?

3. Communication from the Chairman

4. Notification of Council WorKshops

In accordance with the requirements of the Local Government (Meeting Procedures) Regulations 2015, the General Manager reports that no Council workshops have been conducted since the last ordinary meeting of the Council.

5. Public Question Time

6. Petitions

7. Consideration of Supplementary Items

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

RECOMMENDATION

That the Council resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager in accordance with the provisions of the Local Government (Meeting Procedures) Regulations 2015.

8. Indications of Pecuniary and Conflicts Of Interest

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

Elected members 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 Council has resolved to deal with.

Agenda (Open Portion)

Council Meeting

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12/10/2020

Reports of Committees

City Planning Committee

9. Council Acting as Planning Authority

In accordance with the provisions of Part 2 Regulation 25 of the Local Government (Meeting Procedures) Regulations 2015, the intention of the Council to act as a planning authority pursuant to the Land Use Planning and Approvals Act 1993 is to be noted.

In accordance with Regulation 25, the Council will act as a planning authority in respect to those matters appearing under this heading on the agenda, inclusive of any supplementary items.

The Council is reminded that in order to comply with Regulation 25(2), the General Manager is to ensure that the reasons for a decision by a Council or Council Committee acting as a planning authority are recorded in the minutes.

9.1 202 - 206 Macquarie Street & Adjacent Road Reserve
New Building for 40 Multiple Dwellings, Educational and Occasional Care (Childcare Centre), and General Retail and Hire, Business and Professional Services and Food Services

PLN-20-104 - File Ref: F20/107319

Ref: Special Open CPC 2.1.1, 12/10/2020

Application Expiry Date: 13 October 2020

A recommendation will be submitted to the meeting.

10. Urban Design Advisory Panel - Membership

File Ref: F20/101778

Ref: Closed CPC 5.1, 28/09/2020

That: 1. In respect to the nominee for the Urban Design Advisory Panel as chairperson with urban design and public administration experience the Council appoint George Wilkie.

2. Given the absence of a nomination for the member who is a current urban design academic the Council amend the terms of reference and appoint two members with both planning and urban design experience.

3. In respect to the nominee for the Urban Design Advisory Panel with both planning and urban design experience the Council appoint:-

(i) Lucy Burke-Smith

(ii) Ian James

4. In respect to the nominee from the Tasmanian Australian Institute of Architects the Council appoint Keith Drew.

5. In respect to the nominee from the Tasmanian Australian Institute of Landscape Architects the Council appoint Susan Small.

6. The Lord Mayor on behalf of the Council formally thank both Peter Curtis and Jamieson Allom for their significant service as members of the Urban Design Advisory Panel.

Agenda (Open Portion)

Council Meeting

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12/10/2020

Motions of which notice has been given

IN ACCORDANCE WITH REGULATION 16(5) OF THE LOCAL GOVERNMENT (MEETING PROCEDURES) REGULATIONS 2015

11. Ronald McDonald House Charity - Parking Spaces in Argyle Street Carpark

File Ref: F20/106882; 13-1-9

Alderman Behrakis

Motion:

“That: 1. Council note the work Ronald McDonald House Charity (RMHC) Hobart undertakes in providing accommodation and support services to families of hospitalised children.

2. Council delegate authority to the General Manager to make available 7 parking spaces in Argyle Street Carpark for families utilising the services of the RMHC for the next 3 months.

3. Long term provision of these spaces to RMHC be considered once a report is prepared to assess financial implications, as well as appropriate guidelines and any other issues that might arise.”

BACKGROUND

Ronald McDonald House Charities (RMHC) is a not-for-profit organisation providing housing support programmes for families of seriously ill children. The RMHC house situated in Collins Street is an 11 bedroom facility that houses approximately 220 families each year for times ranging from a few days to several weeks. The facility is staffed by a mix of permanent employees and a significant volunteer workforce. Under a pre-existing arrangement between RMHC and Sultan Holdings, RMHC was provided several spaces in the Market Place Car Park; however, this has been reduced by Sultan Holdings to a maximum of 4 individual car parking spaces.

Recently I was contacted by RMHC to discuss options for provision of car parking for house occupant families and volunteer staff. I met with RMHC with Council Officers on 03 Sep 2020 to discuss RMHC requirements and assess whether City of Hobart could provide car parking.

· Contacted by RMHC to discuss options for provision of car parking for house occupant families and volunteer staff.

· Met with RMHC with Council Officers on 03 Sep 2020 to discuss RMHC requirements and assess whether City of Hobart could provide car parking.

· Requirements are for provision of 14 non-assigned spaces in ASCP for use by resident families and volunteer staff only.

ANALYSIS

ASCP operates from 7am-10pm and is situated 110 meters from the RMHC house on Collins Street. After specific discussion with RMHC regarding movements of families and volunteer staff it was determined that the “typical” RMHC house resident parks in the Market Place Car Park and leaves their vehicle for the majority of their stay. Volunteer staff attend the RMHC house in 3 shifts and the timings are as follows:

· Morning shift 7:30am – 2pm

· Afternoon shift 2pm – 9pm

· Overnight shift 9pm – 7:30am

Occupancy rates for ASCP are currently depressed due to the continuing effect of COVID19; however, pre-COVID19 modelling indicates peak occupancy of 83% between 12pm-1pm with an average of 1,007 vehicle spaces turning over in that period.

After preliminary conversations with Council officers it seems appropriate to grant RMHC 7 parking spaces for use by families for the next 3 months, and for a longer term arrangement, including the provision of spaces to volunteers/staff to be considered once a report detailing the practicality and feasibility of the suggested arrangements, as well as any appropriate guidelines and other considerations be presented to the Finance and Governance Committee.

The General Manager advises:

“The provision of seven (7) non-dedicated spaces in the Argyle Street carpark, for an initial period of 3-months, represents a subsidy of approximately $6,250.

As the subsidy requires no cash outlay for Council, foregone fees and charges could be characterised as a sunken or opportunity cost of managing the Argyle Street facility.

The initial service would need to exclude 24-hour access while a full assessment was undertaken.”

Agenda (Open Portion)

Council Meeting

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12/10/2020

City Infrastructure Committee

12. Asset Management Policy and Strategy - Updates

File Ref: F20/91508; 15/127-026-07; 16/335

Ref: Open CIC 6.1, 23/09/2020

That the updated Asset Management Policy and Strategy, referred to as Attachment A and B to item 6.1 of the Open City Infrastructure Committee agenda of 23 September 2020, be approved.

13. Appointment - Deputy Municipal Emergency Management Coordinator

File Ref: F20/100661; 14/141

Ref: Open CIC 6.2, 23/09/2020

That: 1. The Council endorse the nomination of Mr Russell Dowd as the Deputy Municipal Emergency Management Coordinator for the City of Hobart.

2. The Director State Emergency Service and the State Emergency Management Controller be so advised.

14. Hobart Rivulet - Potential as a Pedestrian Walkway and Cycleway

File Ref: F20/58739

Ref: Open CIC 6.3, 23/09/2020

That: 1. The enclosed sections of the Hobart Rivulet not be considered for use as a public thoroughfare or commuter route, noting the significant workplace health and safety controls required to mitigate the extreme risk associated with such a stormwater facility, including the specialist training and accreditation required by those entering the enclosed sections.

2. As part of the City’s Honour Student Program with the Engineering Faculty of the University of Tasmania, the City seek an expression of interest from potential students on the following project:

“Theoretical investigation into the viability of retrofitting a cycle/pedestrian way into the underground urban section of the Hobart Rivulet”.

15. Elizabeth Street Midtown Retail Precinct Upgrade - Results of Key Stakeholder Engagement

File Ref: F20/99965

Ref: Open CIC 6.4, 23/09/2020

That: 1. The Council note the feedback provided by key stakeholders in regard to the draft concept design for the Elizabeth Street Retail Precinct upgrade.

2. Broader community consultation now be undertaken on the draft concept design for the Elizabeth Street Retail Precinct upgrade, followed by a further report to include a summary of all feedback received, officer responses to the feedback and a revised draft concept including any proposed changes in response to feedback received.

3. A detailed report addressing the potential loss of car parking within the Elizabeth Street Precinct be referred to the Finance and Governance Committee at the appropriate time.

Agenda (Open Portion)

Council Meeting

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12/10/2020

Community, Culture and Events Committee

16. Social Inclusion Index - Connected Community Program

File Ref: F20/98921; 19/109

Ref: Open CCEC 6.1, 24/09/2020

That: 1. The Council endorse publication of the pilot dashboards shown in Attachment B to item 6.1 of the Open Community Culture and Events Committee agenda of 24 September 2020 on the City of Hobart public website.

2. The Council endorse the ongoing maintenance of the pilot socio-economic digital dashboards (and datasets).

3. The Council not endorse the curation of the identified and future data sources into a single index at this time.

17. Social Inclusion Policy Update

File Ref: F20/100406

Ref: Open CCEC 6.2, 24/09/2020

That: 1. The Council rescind the City of Hobart Policy, Cultural Diversity Inclusion marked as Attachment B to item 6.2 of the Open Community Culture and Events Committee agenda of 24 September 2020.

2. The Council endorse and adopt the new City of Hobart Policy, Social Inclusion marked as Attachment C to item 6.2 of the Open Community Culture and Events Committee agenda of 24 September 2020.

3. A subsequent Social Inclusion Framework be developed for the Council’s endorsement at the appropriate time.

18. City of Hobart Grants Program - Annual Program 2020 Recommendations

File Ref: F20/92939; 20/69-0003

Ref: Open CCEC 6.3, 24/09/2020

That: 1. The Council approve the recommended level of funding to the respective applicants for assistance under the 2020-21 City of Hobart Grants Program, marked as Attachment A to item 6.3 of the Open Community Culture and Events Committee agenda of 24 September 2020, under the stream of Event Partnership.

2. The value of the combined recommended projects is noted as $192,885 for Event Partnership.

3. The unallocated funds of $12,115 be classified as an underspend for the program and recognised as savings.

4. The funding for the grants be attributed to the Community Events - Grants and Assistance Budget Function in the 2020-21 Annual Plan.

5. All funding applicants be advised accordingly.

6. The total grant provision be recorded in the ‘Grants, Assistance and Benefits provided’ section of the City of Hobart’s Annual Report.

Item No. 19

Agenda (Open Portion)

Council Meeting

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12/10/2020

Memorandum: Council

Future Meeting Arrangements and Annual General Meeting Update

The purpose of this report is to provide an update on the status of the Councils 2019-20 Annual General Meeting (AGM) and for the Council to review the arrangements in relation to the conduct of meetings of Council and Committees.

Future Meeting Arrangements

In July 2020, the Council resolved that;

Given the measures necessary to ensure the safe conduct of Council and Council Committee meetings, the maximum density and social distancing requirements along with the public health advice, meetings for Council and Council Committees continue to be held via Zoom and this be reviewed in three months’ time.

Since that time, there has been no change in regards to public health advice. We are still advised to maintain physical distancing of 1.5 metres with a density limit of 1 person per 2 square metres.

The public health emergency declared by the Director of Public Health under the Public Health Act 1997 has been extended until 26 October 2020 with the borders remaining closed until 1 December 2020, at this stage.

Council will recall that the Notice that was Gazetted pursuant to the COVID-19 Disease Emergency (Miscellaneous Provisions) Act 2020 providing for on-line meetings remains in force for 60 days after the “emergency cessation day”. The emergency cessation day is a day declared by the Minister by notice and can be up to 90 days after the Director of Public Health issues a notice to the Minister saying that the emergency circumstances are over.

It could therefore be up to 150 days after the emergency circumstances have ceased, but that is subject to the Minister. Once the Notice expires, the Council must revert to in-person meetings, which would require adherence to all the usual requirements – provision for public attendance, no virtual participation etc.

As previously advised, in preparation for the resumption of physical meetings, a COVID Safe Plan is being developed in relation to Council and Committee meetings. This is consistent with the Council’s operations generally, and will ensure that adequate measures are taken in the resumption of physical meetings.

The Plan identifies that some changes will be necessary to resume physical meetings. It will not be possible to conduct Committee meetings in the Lady Osborne Room nor conduct Council meetings in the Chamber as it is not possible to accommodate all necessary attendees, given the permanent furniture in those rooms, while also maintaining 1.5m distancing between individuals. Provision for public attendance would also not be possible in those locations.

This will result in Committee meetings being held in the Lord Mayor’s Courtroom, with a limit on attendance numbers and Council meetings being held in the Town Hall Ballroom. These clearly pose some logistical challenges and it should be noted that due to infrastructure and budget constraints, meetings held in these locations will not have the capacity to stream (audio or visual) to the public.

There is currently no imperative to return to physical meetings. The virtual meetings through Zoom are working well and they have provided for greater access by the community to meetings by having Committee meetings as well as Council meetings streamed on the internet. Advice on the Tasmanian Coronavirus and WorkSafe Tasmania websites is that large meetings should still be deferred or held by phone and video conferencing for essential meetings.

Given there has been no change to public health advice in the past three months, it is proposed that Council and Committee meetings continue to be held virtually for a further three months. This will allow time for the outcome of the review of the state of emergency to be known and any possible announcements in regards to physical distancing and density limit relaxations to be accommodated within our COVID Safe Plan for physical meetings.

Annual General Meeting (AGM)

As Elected Members would be aware, the Local Government Act 1993 requires Councils to hold an AGM no later than 15 December each year.

Initial advice received indicates that as a result of competing priorities in the Office of the Auditor-General, audited financial statements will likely not be returned to the Council and subsequently included in the City’s Annual Report, within a timeframe that meets the requirements of the Act in regards to holding the AGM prior to 15 December 2020.

As this delay impacts all Tasmanian Councils, it is understood that an Order is being considered to extend this timeframe by three months. Given this, planning for the City’s AGM will be delayed with the intent of scheduling the AGM early in the New Year.

REcommendation

That: 1. Given the measures necessary to ensure the safe conduct of Council and Council Committee meetings, the maximum density and social distancing requirements along with the public health advice, meetings for Council and Council Committees continue to be held via Zoom and this be reviewed in three months’ time.

2. The Council note the likely delay in receiving the City’s audited 2019-20 financial statements and subsequent postponement of the City’s 2019-20 Annual General Meeting until early 2021.

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

N D Heath

General Manager

Date: 6 October 2020

File Reference: F20/100366; 16/119

Agenda (Open Portion)

Council Meeting

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12/10/2020

20. Closed Portion Of The Meeting

RECOMMENDATION

That the Council resolve by absolute 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:

· Leave of Absence

· Minutes of the Closed Meeting

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 Communication from the Chairman

Item No. 3 Leave of Absence

Item No. 4 Consideration of supplementary Items to the agenda

Item No. 5 Indications of pecuniary and conflicts of interest