Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

17/4/2018

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

17/04/2018

DEPUTY LORD MAYOR

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Wednesday, 14 March 2018, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

6.1      Procurement Strategy

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Rates and Procurement and  Director Financial Services of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the City of Hobart Procurement Strategy 2018 – 2022 be approved and made available from Council’s website.

6.2      Outstanding Long Term Permit Parking Debts as at 28 February 2018

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Finance and  Director Financial Services of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information contained in the memorandum of the Manager Finance and Director Financial Services of 6 March 2018 titled “Outstanding Long Term Parking Debts as at 28 February 2018” be received and noted.

6.3      3 Morrison Street - Australian Antarctic Festival 2018

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Legal and Governance of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    The Council grant the Hobart Antarctic Festival Pty Ltd use of the property at 3 Morrison Street under licence until 31 August 2018 at no charge.

2.    The Council’s contribution will be noted in the Council’s annual report in accordance with Council policy.

6.4      Council and Committee Meetings - Publication of Arrival and Departure Times

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager City Government & Customer Relations of 12 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    The Council note that it is complying with the requirements of the Local Government (Meeting Procedures) Regulations 2015 in that the minutes of meetings of all Council and Council committee meetings record the attendance of Aldermen, including the times of all arrivals and departures which occur during a meeting.

2.    The minutes of all open Council and Council committee meetings are made available on the Council’s website.

6.5      Facilitating Deputations as Supplementary Items on Council Committee Agendas

COCKER

That the Council policy titled “Meetings: Procedures and Guidelines”, as marked in Attachment A to the memorandum of the Acting General Manager of 11 April 2018, Item 6.5 of the Open Finance and Governance Committee agenda of 17 April 2018, be approved with the following amendments:

1.      That the following clause (b) be added to section (iii):

“Where the chairman decides the deputation not be received, the Committee will be advised.”

2.    That section (iv) (b) be amended to read as follows:

“is limited to a duration of 5 minutes in total.”

3.    That a clause (c) be added to section (iv) to read as follows:

“time may be extended at the discretion of the Committee.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council policy titled “Meetings: Procedures and Guidelines”, as marked in Attachment A to the memorandum of the Acting General Manager of 11 April 2018, Item 6.5 of the Open Finance and Governance Committee agenda of 17 April 2018, be approved with the following amendments:

1.      That the following clause (b) be added to section (iii):

“Where the chairman decides the deputation not be received, the Committee will be advised.”

2.    That section (iv) (b) be amended to read as follows:

“is limited to a duration of 5 minutes in total.”

3.    That a clause (c) be added to section (iv) to read as follows:

“time may be extended at the discretion of the Committee.

6.6      Solar Panels - Additional Installations on City of Hobart Buildings

THOMAS

That the recommendation contained in the report of the Group Manager Infrastructure Planning and  Director City Infrastructure of 12 April 2018, be adopted with an additional clause to read as follows:

“An appropriate media release be prepared and forwarded to relevant media organisations.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    Solar photovoltaic systems to a total capacity of about 175 kilowatts be installed at the following sites in the 2018-2019 year:

(i)      Town Hall Annex;

(ii)     Clearys Gates Depot;

(iii)    McRobies Gully Waste Management Centre;

(iv)    North Hobart Oval

(v)     Bushland Operations Depot

(vi)    City Hall;

(vii)   Mathers House; and

(viii)  Mornington Nursery.

2.      A sum of $187,000 be allocated to this project, with $100,000 to be transferred from the Energy Savings Action Plan works funding allocation in 2018-2019 year and $87,000 be transferred and brought forward from the Energy Savings Action Plan works funding allocation in 2019-2020 year, subject to final approval of the 2018-2019 budget.

3.      An appropriate media release be prepared and forwarded to relevant media organisations.

6.7      Local Government Association of Tasmania General Meeting Motions

LORD MAYOR

That the recommendation contained in the report of the Acting General Manager of 12 April 2018, be adopted with the inclusion of the addition of two motions to read as follows:

·         “The LGAT urgently consider through its appropriate body a response to the recent increase in costs of recycling to local government as a consequence of changes to the Chinese government’s policies and consider development of a range of responses, including collective negotiations between the Federal and State Governments and other stakeholders, to prompt a market response for recycling opportunities in Tasmania.

·         The LGAT lobby all councils to adopt the use of reusable and compostable items for use in council sponsored events.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    The Council submit the following motions to the Local Government Association of Tasmania’s (LGAT) July General Meeting:

·                The LGAT lobby the State Government for the introduction of legislation to ban the provision of petroleum-based single-use take-away food packaging currently used to enable prepared food or beverages to be carried from the retailer’s premises.

·                The LGAT lobby the State Government to remove the ‘materiality’ test as it relates to conflict of interest set out in Part 2 of the Model Code of Conduct.

·                The LGAT urgently consider through its appropriate body a response to the recent increase in costs of recycling to local government as a consequence of changes to the Chinese government’s policies and consider development of a range of responses, including collective negotiations between the Federal and State Governments and other stakeholders, to prompt a market response for recycling opportunities in Tasmania.

·                The LGAT lobby all councils to adopt the use of reusable and compostable items for use in council sponsored events.

2.    The Council determine whether it wishes to submit any other motions to the Local Government Association of Tasmania’s (LGAT) July General Meeting.

7.1      Tax for Vacant or Unused Residential/Housing Accommodation

ZUCCO

That in accordance with Council’s policy, the following Notice of Motion which was adopted by the Finance and Governance Committee , be considered by the Council.

MOTION CARRIED

VOTING RECORD

Motion

“That an urgent report be prepared that considers a rate or tax that maybe implemented for approved but vacant and unused residential/housing accommodation in the city of Hobart, and that the report will include the findings from any previous reports prepared by Council officers on the matter.

That the report also consider writing to the State Government to also consider a vacant land tax similar to the Victorian model and raising the issue with the Local Government Association of Tasmania.”

8.1      Committee Actions - Status Report

LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

12       Anonymous Information Requests - Policy Position

COCKER

That the Council adopt a policy position of not responding to anonymous requests for information.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council adopt a policy position of not responding to anonymous requests for information.

13       Town and City Halls and Waterside Pavilion - Council Policy on Usage

COCKER

That the recommendation contained in the report of the Acting General Manager and  Group Manager City Government & Customer Relations of 16 April 2018, be adopted with an additional clause to read as follows:

“A review of the guidelines relating to the use of the Town Hall be undertaken to ensure the appropriate use of the building and its facilities.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That    1.    Council’s policy titled Use of Town Hall, City Hall and Waterside Pavilion which outlines restrictions on the use of these venues, be rescinded on the basis that it is no longer relevant.

2.    In line with the desire of the Council to encourage the use of City of Hobart venues for activities which specifically align with and support the organisation’s strategies, this occur through relevant promotion on Council’s website, in advertising and associated materials which support the City’s grants and assistance policies and programs.

3.    In accordance with usual practice, where an application is received for use of these venues, which in the opinion of the General Manager is contentious or of concern, details be provided to the Finance and Governance Committee to enable consideration of the application, and subsequent determination by the Council.

4.    A review of the guidelines relating to the use of the Town Hall be undertaken to ensure the appropriate use of the building and its facilities.