City
of hobart
MINUTES
Governance Committee Meeting
Open Portion
Tuesday, 28 November 2017 at 5:00 pm
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Minutes (Open Portion) Governance Committee Meeting |
Page 2 |
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28/11/2017 |
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APOLOGIES AND LEAVE OF ABSENCE
1. Co-Option of a Committee Member in the event of a vacancy
3. Consideration of Supplementary Items
4. Indications of Pecuniary and Conflicts of Interest
6.1 Stakeholder Relations and Advocacy with Local, State and Federal Tiers of Government
6.2 Amdendments to the Local Government (General) Regulations 2015
6.3 2017-18 Annual Plan - Progress Report Period Ended 31 October 2017
6.4 Volunteer Participation in City of Hobart Programs
6.6 Study Tour Reporting - North America - Portland Calgary Vancouver - September 2017
7 Committee Action Status Report
7.1 Committee Actions - Status Report
8. Responses to Questions without Notice
10. Closed Portion of the Meeting
11 Council and Committees - Structure and Governance Matters
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Minutes (Open Portion) Governance Committee Meeting |
Page 3 |
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28/11/2017 |
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Governance Committee Meeting (Open Portion) held on Tuesday, 28 November 2017 at 5.00 pm in the Lady Osborne Room, Town Hall.
COMMITTEE MEMBERS Ruzicka (Chairman) Deputy Lord Mayor Christie Cocker Thomas Reynolds
PRESENT: Alderman E R Ruzicka (Chairman), the Deputy Lord Mayor Alderman R G Christie and Aldermen P S Cocker, D C Thomas, A M Reynolds and the Lord Mayor Alderman S L Hickey.
APOLOGIES: Nil.
LEAVE OF ABSENCE: Nil.
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ALDERMEN Lord Mayor Hickey Zucco Briscoe Sexton Burnet Denison Harvey
The Lord Mayor arrived at 5:02 pm, co-opted for item 6.1 and retired from the meeting at 5:40 pm.
Alderman Cocker arrived at 5:07 pm and was not present for Items 1 to 6.1.
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DEPUTY LORD MAYOR
That the Lord Mayor be co-opted to the Committee for item 6.1.
MOTION CARRIED
VOTING RECORD
AYES |
NOES |
Ruzicka |
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Deputy Lord Mayor Christie |
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Thomas |
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Reynolds |
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The minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 10 October 2017, be confirmed as an accurate record.
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MOTION CARRIED VOTING RECORD
The minutes were signed. |
Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.
That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.
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MOTION CARRIED VOTING RECORD
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Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.
Aldermen 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.
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.
Delegation: Committee
6.2 Amendments to the Local Government (General) Regulations 2015 |
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THOMAS That 1. The Council consider its position with respect to the following issues in respect to the provisions around gifts and benefits contained in the proposed changes to the Local Government (General) Regulations 2015: (i) The minimum threshold for disclosure for gifts and benefits be set at $50.00; (ii) The timing of disclosure of gifts or donations be a maximum of 7 days; and (iii) The timing of making the register public be monthly. 2. In addition to the above, the Council provide feedback to the Local Government Association of Tasmania in relation to the proposed changes to the Local Government (General) Regulations 2015 in the following terms: (i) The Council supports the increases to electoral advertising limits for an aldermanic/ councillor candidate to $6,500 and $10,500 for an aldermanic and mayor or deputy mayor candidate; (ii) The Council supports the proposed inclusions to the Declaration of Office provided that the term ‘professional development’ is defined and, in this respect, the Local Government Division of the Department of Premier and Cabinet develop, in consultation with councils and other relevant stakeholders, a model professional development policy that provides clear guidance as to its requirement; and (a) In the interest of good governance, the Declaration of Office process be accompanied by the attestation of compliance with the Good Governance Guide for Local Government in Tasmania. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That 1. The Council consider its position with respect to the following issues in respect to the provisions around gifts and benefits contained in the proposed changes to the Local Government (General) Regulations 2015: (i) The minimum threshold for disclosure for gifts and benefits be set at $50.00; (ii) The timing of disclosure of gifts or donations be a maximum of 7 days; and (iii) The timing of making the register public be monthly. 2. In addition to the above, the Council provide feedback to the Local Government Association of Tasmania in relation to the proposed changes to the Local Government (General) Regulations 2015 in the following terms: (i) The Council supports the increases to electoral advertising limits for an aldermanic/ councillor candidate to $6,500 and $10,500 for an alderman and mayor or deputy mayor candidate; (ii) The Council supports the proposed inclusions to the Declaration of Office provided that the term ‘professional development’ is defined and, in this respect, the Local Government Division of the Department of Premier and Cabinet develop, in consultation with councils and other relevant stakeholders, a model professional development policy that provides clear guidance as to its requirement; and (a) In the interest of good governance, the Declaration of Office process be accompanied by the attestation of compliance with the Good Governance Guide for Local Government in Tasmania. |
Delegation: Council
6.3 2017-18 Annual Plan - Progress Report |
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THOMAS That the recommendation contained in the report of the Group Manager Executive & Economic Development of 23 November 2017, be adopted. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That the Council endorse the 2017–18 Annual Plan Progress Report: period ended 31 October 2017, marked as Attachment A to Item 6.3 on the Open Governance Committee meeting agenda of 28 November 2017. |
Delegation: Council
DEPUTY LORD MAYOR That the recommendation contained in the memorandum of the Manager Human Resources Operations of 23 November 2017, be adopted. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That the information contained in the memorandum, titled ‘Volunteer Participation in City of Hobart Programs’, of the Manager Human Resources Operations of 23 November 2017 be received and noted. |
Delegation: Committee
DEPUTY LORD MAYOR That the recommendation contained in the memorandum of the General Manager of 23 November 2017, be adopted, and any further actions, relating to the TasWater takeover, be undertaken in conjunction with the Local Government Association of Tasmania. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That the information contained in the memorandum, titled ‘TasWater Update’, of the General Manager of 23 November 2017 be received and noted and any further actions, relating to the TasWater takeover, be undertaken in conjunction with the Local Government Association of Tasmania. |
Delegation: Committee
6.6 Study Tour Reporting - North America - Portland Calgary Vancouver - September 2017 |
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REYNOLDS That the recommendation contained in the memorandum of the General Manager of 20 November 2017, be adopted. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That the information contained in the memorandum, titled ‘Study Tour Reporting - North America - Portland Calgary Vancouver - September 2017’ of the General Manager of 20 November 2017 be received and noted.
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Delegation: Committee
THOMAS |
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That the information be received and noted.
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MOTION CARRIED VOTING RECORD
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Delegation: Committee
Regulation 29(3) Local Government
(Meeting Procedures) Regulations 2015.
File Ref: 13-1-10
8.1 Anonymous Ratepayer Requests
File Ref: F17/139400; 13-1-10
Memorandum of the General Manager of 23 November 2017.
REYNOLDS |
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MOTION CARRIED VOTING RECORD
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Delegation: Committee
Section 29 of the Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10
No questions were asked at the meeting.
Item 11 was then taken.
The following items were discussed: -
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 Committee Action Status Report Item No. 4.1 Committee Actions - Status Report LG(MP)R 15(2)e(i) Item No. 5 Questions Without Notice
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THOMAS That the items be noted. |
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MOTION CARRIED VOTING RECORD
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11 Council and Committees - Structure and Governance Matters |
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REYNOLDS That in relation to the public question time forum, notice period for lodgement of questions be reduced from seven to two clear days. Questions accepted from the floor during the forum, subject to being put in writing and where a response cannot be provided, will be provided a written response as soon as possible.
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MOTION CARRIED VOTING RECORD
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REYNOLDS That in respect to Notices of Motions, the current format be changed to include the additional requirement that all NOMs be accompanied by preliminary commentary provided by the General Manager on relevant issues, to potentially allow the subject matter to be dealt with, at the meeting without the requirement for a further report. 1. The General Manager’s commentary include the status of any action pending, underway or completed and any other matters relevant to the subject matter, including whether a report is required and if so, an estimated timeframe and any forseen resourcing or cost implications. 2. In order to facilitate the provision of additional information, the notice period for Notices of Motions be lengthened from the current seven clear days of the intended meeting, to up to ten clear days, depending on the complexity of the topic (i) The Notices of Motions procedures be varied to accommodate this requirement. |
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MOTION LOST VOTING RECORD
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REYNOLDS That in respect to deputations: 1. the discretion of committee chairmen to consider a deputation to address a meeting, as a supplementary agenda item, without the need to include a report on the agenda for the meeting, be endorsed 2 a further report be prepared on an appropriate framework to facilitate such a process which ensures good governance and the effective functioning of council committees. |
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MOTION CARRIED VOTING RECORD
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REYNOLDS That further consideration of the strategic realignment of its existing committee structure occur after the completion of the Council’s visioning project. |
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MOTION CARRIED VOTING RECORD
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REYNOLDS That in respect to Questions Without Notice, the guidelines, as shown as attachment C to item 11 of the Supplementary Open Governance Committee agenda of 28 November 2017, be adopted |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That 1. In relation to the public question time forum, notice period for lodgement of questions be reduced from seven to two clear days. (i) Questions accepted from the floor during the forum, subject to being put in writing and where a response cannot be provided, will be provided a written response as soon as possible. 2 In respect to deputations: (i). the discretion of committee chairmen to consider a deputation to address a meeting, as a supplementary agenda item, without the need to include a report on the agenda for the meeting, be endorsed (ii) a further report be prepared on an appropriate framework to facilitate such a process which ensures good governance and the effective functioning of council committees. 3. Further consideration of the strategic realignment of its existing committee structure occur after the completion of the Council’s visioning project. 4. In respect to Questions Without Notice, the guidelines, as shown as attachment C to item 11 of the Supplementary Open Governance Committee agenda of 28 November 2017, be adopted |
Delegation: Council
The Chairman adjourned the meeting at 6:12 pm to conduct the closed portion of the meeting.
The meeting reconvened at 6:13 pm.
Item 10 was then taken.
There being no further business the meeting closed at 6:14pm.
TAKEN AS READ AND SIGNED AS A CORRECT RECORD
THIS
30th DAY OF January 2018.
CHAIRMAN