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City of hobart

 

 

 

 

AGENDA

Parks and Recreation Committee Meeting

 

Open Portion

 

Thursday, 18 August 2022

 

at 5:15 pm

Council Chamber, Town Hall


 

 

 

 

THE MISSION

Working together to make Hobart a better place for the community. 

THE VALUES

The Council is:

 

People

We care about 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 are transparent, work to high ethical and professional standards and are accountable for delivering outcomes for our community. 

 

 


 

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 3

 

18/8/2022

 

 

ORDER OF BUSINESS

 

Business listed on the agenda is to be conducted in the order in which it is set out, unless the committee by simple majority determines otherwise.

 

APOLOGIES AND LEAVE OF ABSENCE

1.        Co-Option of a Committee Member in the event of a vacancy  4

2.        Confirmation of Minutes. 4

3.        Consideration of Supplementary Items. 4

4.        Indications of Pecuniary and Conflicts of Interest. 5

5.        Transfer of Agenda Items. 5

6.        Reports. 6

6.1     General Deputation - Hobart Football Club - Sportsgrounds Fees and Charges  6

6.2     General Deputation - 1st Derwent Sea Scout Group - Relocation. 11

7.        Committee Action Status Report. 14

7.1     Committee Actions - Status Report 14

8.        Responses to Questions Without Notice. 17

8.1     Pink Boxes Update. 18

9.        Questions Without Notice. 19

10.     Closed Portion Of The Meeting.. 20

 


 

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 5

 

18/8/2022

 

 

Parks and Recreation Committee Meeting (Open Portion) held Thursday, 18 August 2022 at 5:15 pm in the Council Chamber, Town Hall.

 

This meeting of the Parks and Recreation Committee 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.

 

The title Chief Executive Officer is a term of reference for the General Manager as appointed by Council pursuant s.61 of the Local Government Act 1993 (Tas).

 

COMMITTEE MEMBERS

Alderman J R Briscoe (Chairman)

Deputy Lord Mayor Councillor H Burnet

Alderman D C Thomas

Councillor J Fox

Councillor Dr Z E Sherlock

 

NON-MEMBERS

Lord Mayor Councillor A M Reynolds

Alderman M Zucco

Alderman Dr P T Sexton

Councillor W F Harvey

Alderman S Behrakis

Councillor M S C Dutta

Councillor W N S Coats

Apologies:

 

 

Leave of Absence: Nil.

 

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 Parks and Recreation Committee meeting held on Thursday, 14 July 2022, 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 Chief Executive Officer.

 

 

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)

Parks and Recreation Committee Meeting

Page 6

 

18/8/2022

 

 

6.       Reports

 

6.1    General Deputation - Hobart Football Club - Sportsgrounds Fees and Charges

          File Ref: F22/80644

Memorandum of the Director City Life of 11 August 2022.

Delegation:     Committee


Item No. 6.1

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 10

 

18/8/2022

 

 

 

 

Memorandum: Parks and Recreation Committee

 

General Deputation - Hobart Football Club - Sportsgrounds Fees and Charges

 

The purpose of this memorandum is to provide information on the fees and charges levied at users of the City’s sporting facilities.

The City owns and manages 19 sporting facilities across the City that are used for a variety of different sporting clubs and associations.  Our aim when providing grounds is to maximise the amount of hours and feet on the surfaces whilst sustaining the playing surface so that it is safe and usable for the entire season.

The City charges an hourly rate of hire for use of its sporting facility that is reviewed annually and considers a number of factors when determining the charge, including:

-     The quality of the playing surface.

-     The availability of change rooms and public amenities.

-     The provision of sports field lighting.

-     The capacity to secure the facility – i.e can income be generated by charging patrons to enter.

-     Access to kiosk and catering facilities.

-     Provision of covered spectator areas.

-     The standard of sports fields irrigation and drainage infrastructure.

-     Provision of a turf or synthetic cricket wicket.

-     The presence of additional infrastructure including pavilions and scoreboards.

A seasonal lump sum rate has been considered in the past, however due to the extensive amount of use the City’s sportsgrounds receive and the fact that most grounds are shared between Clubs, having an hourly based booking system enables management of the amount of usage on grounds and increases the chances of surfaces getting through the season in a usable condition.

Each ground has separate hourly rates depending on a number of factors:

1)   Summer or winter – generally grounds with turf wickets have a higher hourly rate over summer, whereas most other grounds have a higher winter rate due to the wear and tear cause by winter sports.

2)   Senior/Junior – a higher rate is charged for senior sport due to the increased wear on the playing surface.

3)   Match/training – a higher rate is charged for matches.

A lighting surcharge of 15% is charged for use of sportsground lighting, which subsides the energy costs for use of the lighting to a small degree.

A 25% discount is provided to seasonal hirers, on the condition that the City does not refund for ground closures.  Most seasons this condition works in the favour of users of the grounds, however it is noted the current winter season has been challenging.  This discount saves the City time administratively as having to cancel bookings and therefore adjust invoices for closures of different facilities is time consuming.

The City also provides associated building facilities at sportsgrounds at a highly subsidised rental in many cases.  This rental is usually set at $50 per annum and includes facilities such as function rooms, kiosks and change rooms.  The reduced rental for these facilities allows clubs to pay minimal rental on facilities where they can earn an income.

An example of the table below shows fees and charges approved for 22/23 for the TCA Ground.

The City last undertook benchmarking on fees in around 2017 where it was noted that the fees and charges were re-cooping around 15% of the total expenditure on sporting grounds, which did not including any expenditure on asset replacement or subsidised rentals.

Maintenance of sporting facilities can be a costly exercise, with large costs attributed to:

Labour – required for mowing, linemarking, turf wicket preparation, turf maintenance renovation.

Equipment – operation and maintenance of equipment such as mowers, tractors, linemarkers, renovation equipment, spray buggy.

Materials – costs including grass seed, fertiliser, pesticides, herbicides, irrigation materials.

Contractor costs- for repairing lighting systems, irrigation controls.

Electricity and gas – costs for electricity for sportsground lighting, change rooms, hot water.

Water and sewer – costs for service cost of toilets and change rooms as well as water usage.

Cleansing – cleaning of change rooms on a weekly basis and toilets on a daily basis across facilities.

Building maintenance – the city has over 80 buildings at sporting facilities each require regular maintenance.

Asset replacement – there are over 1500 assets across the City’s sporting facilities that require replacement and there are extensive costs in major upgrades to drainage, irrigation, change rooms, sportsground lighting which are required to maximise hours of use and provide a good experience for ground users.

Officers consider that a 15% contribution from ground users, and an 85% subsidy from ratepayers is equitable.

It is noted that officers have not received any complaints from clubs around the level of charges levied toward them.

The letter from Hobart Football Club about the City having in place ‘a small number of ad-hoc arrangements in place supporting a select number of sporting clubs in the region for no apparent rationale’.  It is uncertain as to the exact nature of this allocation as there are no hirers that receive any reduction or discount in fees unless signed off under the Director delegation, and this is exclusively for charitable events.

 

 

REcommendation

That:

1.      The Committee notes the information contained in the memorandum of the Director City Life titled, “General Deputation – Hobart Football Club – Sportsgrounds – Fees and Charges” and the deputation provided by the Hobart Football Club

 

 

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.

 

Neil Noye

Director City Life

 

 

Date:                            11 August 2022

File Reference:          F22/80644

 

 

 


Item No. 6.2

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 11

 

18/8/2022

 

 

6.2    General Deputation - 1st Derwent Sea Scout Group - Relocation

          File Ref: F22/80647

Memorandum of the Director City Life of 11 August 2022.

Delegation:     Committee


Item No. 6.2

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 13

 

18/8/2022

 

 

 

 

Memorandum: Parks and Recreation Committee

 

General Deputation - 1st Derwent Sea Scout Group - Relocation

 

The 1st Derwent Sea Scout Group have been a long time tenant of TasPorts at the Queens Domain facility adjacent to the Domain Shipyards.  TasPorts have given the scout group notice to vacate the premises and while TasPorts have attempted to find alternative premises within its land holdings it has not been able to do so. 

On Thursday 23 June, a committee from Derwent and the President and Chief Commissioner of Scouts Tasmania met with the Hon. Madeleine Ogilvie to discuss their options and seek support from the Tasmanian Government.  At that meeting, Minister Ogilvie agreed to support a Working Group including relevant State Government Departments and GBE’s.  Scouts Tasmania and Derwent Sea Scouts will also be included. 

 

The Scout Group have previously approached the Council to have a Council staff representative on this Working Group.  The Council has nominated a representative from the Sport and Recreation unit to participate and assist where possible. 

 

 

REcommendation

That:

1.      The Committee notes the information contained in the memorandum of the Director City Life titled, “General Deputation – 1st Derwent Sea Scouts – Relocation” and the deputation provided by the 1st Derwent Sea Scouts.

 

 

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.

 

Neil Noye

Director City Life

 

 

Date:                            11 August 2022

File Reference:          F22/80647

 

 

 


Item No. 7.1

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 14

 

18/8/2022

 

 

7.       Committee Action Status Report

 

7.1      Committee Actions - Status Report

A report indicating the status of current decisions is attached for the information of Elected Members.

REcommendation

That the information be received and noted.

Delegation:      Committee

 

 

Attachment a:             PRC Status Report OPEN July 2022    


Item No. 7.1

Agenda (Open Portion)

Parks and Recreation Committee Meeting - 18/8/2022

Page 16

ATTACHMENT a

 

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Item No. 8.1

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 17

 

18/8/2022

 

 

8.       Responses to Questions Without Notice

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

 

The Chief Executive Officer 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    Pink Boxes Update

          File Ref: F22/59299; 13-1-10

Memorandum of the Director Connected City of 11 August 2022.

 

 

That the information be received and noted.

 

 

Delegation:      Committee

 


Item No. 8.1

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 18

 

18/8/2022

 

 

 

memorandum:      Lord Mayor
Deputy lord Mayor
Elected members

 

Pink Boxes Update

 

Meeting: Parks and Recreation Committee

 

Meeting date: 16 June 2022

 

Raised by: Councillor Fox

 

Question:

 

Can the Director advise if data has been collected in relation to the Pink Boxes that were installed in Council maintained facilities?

 

Response:

 

Between the start of January 2022 and the end of July 2022, 334 packets were dispensed (average of approximately 11 per week) from the Argyle Street Carpark machine and 711 packets were dispensed (average of 23-24 packets a week) from the Franklin Square facility.

 

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.

 

Jacqui Allen

Director Connected City

 

 

Date:                            9 August 2022

File Reference:          F22/59299; 13-1-10

 

 

 


 

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 19

 

18/8/2022

 

 

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 Chief Executive Officer or the Chief Executive Officer’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, Chief Executive Officer or Chief Executive Officer’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.

 


 

Agenda (Open Portion)

Parks and Recreation Committee Meeting

Page 20

 

18/8/2022

 

 

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:  

 

·         Confim the minutes of the Closed portion of the meeting

·         Questions without notice in the Closed portion

·         Committee action status report

 

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          Committee Action Status Report

Item No. 4.1       Committee Actions - Status Report

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

Item No. 5          Questions Without Notice