Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

15/5/2018

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

15/05/2018

DEPUTY LORD MAYOR

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 17 April 2018, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

6.1      Outstanding Parking Debt December 31, 2017

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Parking Operations and Director Financial Services of 9 May 2018, be adopted, be amended with the addition of three clauses to read as follows:

“2.   The General Manager investigate owners of vehicles who have at least 3 outstanding infringements of 90 days old to have their vehicles clamped.

 3.   Costs associated with the clamping of vehicles and subsequent recoveries be charged to the owner of the vehicle.

 4.   A warning be included in the second notice that the Council will clamp vehicles in the instance where 3 or more infringements exceeding 90 days are currently on the vehicle.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    In accordance with the Council policy, Outstanding Debts – Collecting, Reporting and Writing Off, approval be given to write off a total of 1,795 unpaid parking meter and traffic fines, valued at $110,465.10 which are over two years old, have a status of ‘No Further Action’, and have been deemed ‘non-collectable’.

2.    The General Manager investigate owners of vehicles who have at least 3 outstanding infringements of 90 days old to have their vehicles clamped.

3.    Costs associated with the clamping of vehicles and subsequent recoveries be charged to the owner of the vehicle.

4.    A warning be included in the second notice that the Council will clamp vehicles in the instance where 3 or more infringements exceeding 90 days are currently on the vehicle.

6.2      Occupancy Rates - Multi-Storey Car Parks

REYNOLDS

That the recommendation contained in the report of the Operations Manager - Car Parks, the Group Manager Parking Operations and the Director Financial Services of 10 May 2018, be adopted as amended with an additional clause to read as follows:

“2.     Additional incentives be investigated for early bird parking and multiple occupancy vehicles in Council’s multi-story car parks namely utilisation outside of normal operating hours”.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The information contained in the memorandum of the Operations Manager – Car Parks, the Group Manager Parking Operations and the Director Financial Services of 10 May 2018 titled “Occupancy Rates – Multi-Storey Car Parks” be received and noted.

2.    Additional incentives be investigated for early bird parking and multiple occupancy vehicles in Council’s multi-story car parks namely utilisation outside of normal operating hours.

6.3      Grants and Benefits Listing as at 31 March 2018

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Finance and Governance Committee receive and note the information contained in the report titled “Grants and Benefits Listing as at 31 March 2018”.

6.4      2018/19 Fees and Charges - Financial Services

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 27 April 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the schedule of fees and charges (marked as Attachment A to item 6.4 of the Open Finance and Governance Committee agenda of 15 May 2018) for financial services be adopted for the 2018/19 financial year.

6.5      2018-19 Fees and Charges - Parking Operations

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager Parking Operations and the Director Financial Services of 9 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the schedule of fees and charges for the 2018-19 financial year, as referenced below and attached to item 6.5 of the Open Finance and Governance Committee agenda of 15 May 2018, be approved.

1.      Parking Enforcement (Attachment A)

2.      Off-Street Parking Long Term (Attachment B)

3.      Off-Street Parking Short Term (Attachment C)

4.      Off-Street Parking Short Term Motor Bikes (Attachment D)

5.      Meters and Voucher Machines (Attachment E)

6.6      Financial Report as at 31 March 2018

REYNOLDS

That the recommendation contained in the report of the Budget and Reporting Manager, the Manager Finance and the Director Financial Services of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council approve the changes to the 2017/2018 Estimates listed in tables 4, 5, 7 and 9 of Attachment A to item 6.6 of the Open Finance and Governance Committee agenda of 15 May 2018, noting that the financial impacts of which are to increase the underlying surplus by $0.99M, and to decrease the cash balance by $1.25M.

6.7      City of Hobart Rates and Charges Policy Amendment - Landfill Rehabilitation Service Charge

COCKER

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council adopt the amended City of Hobart Rates and Charges policy marked as Attachment A to item 6.7 of the Open Finance and Governance Committee agenda of 15 May 2018.

2.    The General Manager be authorised to finalise the City of Hobart Rates and Charges Policy and arrange for it to be made available to the public in a paper format from the Council’s Customer Service Centre and in an electronic format from Council’s website.

6.8      Lease 12 Selfs Point Road

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Legal and Governance of 10 May 2018, be adopted and the quantum of the grant, being $30,000 be noted in clause 3.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Hobart Cat Centre Inc., known as Ten Lives Cat Centre, be granted a further term of its lease at 12 Selfs Point Road New Town, on the expiration of its current lease in December 2025, for a term of five(5) plus five(5) years, at a nominal rent.

2.    The General Manager be authorised to finalise the terms and conditions of the agreement and to execute the agreement on the Council’s behalf.

3.    The lease and the quantum of the grant, being $30,000 be recorded in the City’s Annual Report in accordance with its policy on “Leases to Non-Profit Organisations”

6.9      Local Government (General) Regulations 2015

DEPUTY LORD MAYOR

That the recommendation contained in the report of the General Manager of 8 May 2018, be adopted as amended with an additional clause to read as follows:

“(b)    The General Manager write to the Director of Local Government seeking clarity on the issue of the threshold limit of $50.00 for gifts and donations, as it relates to political donations.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council make a submission to the Local Government Association of Tasmania that the Council supports the inclusion to the Declaration of Office that an Alderman declare they will engage in ongoing professional development 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.

(b)       The General Manager write to the Director of Local Government seeking clarity on the issue of the threshold limit of $50.00 for gifts and donations, as it relates to political donations.

6.10    TasWater Update

COCKER

That the recommendation contained in the memorandum of the General Manager of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council provide in principle support for the proposed changes to TasWater, subject to it being satisfied with the legislation, any changes to the TasWater Constitution and the TasWater briefing by the Chairman and Chief Executive Officer on 29 May 2018.

6.11    2017-18 Annual Plan - Progress Report
Period Ending 28 February 2018

COCKER

That the recommendation contained in the report of the Associate Director City Economy, Tourism and Events of 7 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council endorse the 2017–18 Annual Plan Progress Report: period ended 28 February 2018, marked as Attachment A to item 6.11 of the Open Finance and Governance Committee agenda of 15 May 2018.

6.12    Draft Vision Document - Hobart: A Community Vision for our Island Capital

COCKER

That the recommendation contained in the report of the Project and Research Officer and the Acting Associate Director Community Development of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council receive and note the draft Hobart: A community vision for our island capital document and it be endorsed for release for broad community engagement for the period of a month until mid-June 2018.

2.    A further report be provided detailing the outcome of the community engagement, and the final document for approval.

6.13    Draft Public Spaces By-law

DEPUTY LORD MAYOR

That:   1.    The Council not proceed to amend the draft Public Spaces By-Law marked as Attachment B to item 6.13 of the Open Finance and Governance Committee meeting of 15 May 2018 and therefore promulgate the By-Law as approved by the Council at its meeting of 18 September 2017, without change.

2.    The Council delegate authority to the General Manager to prepare a Regulatory Impact Statement for the by-law and present it to the Director of Local Government for a certificate of approval pursuant to section 156A of the Local Government Act 1993.

3.    Subject to a certificate of approval from the Director of Local Government the Council delegate authority to the General Manager to give notice of the proposed by-law in order to advertise a further public consultation process, whereby the by-law and regulatory impact statement is made available for inspection and comment.

4.    An Aldermanic workshop be scheduled at a date to be determined to discuss the By-Law.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council not proceed to amend the draft Public Spaces By-Law marked as Attachment B to item 6.13 of the Open Finance and Governance Committee meeting of 15 May 2018 and therefore promulgate the By-Law as approved by the Council at its meeting of 18 September 2017, without change.

2.    The Council delegate authority to the General Manager to prepare a Regulatory Impact Statement for the by-law and present it to the Director of Local Government for a certificate of approval pursuant to section 156A of the Local Government Act 1993.

3.    Subject to a certificate of approval from the Director of Local Government the Council delegate authority to the General Manager to give notice of the proposed by-law in order to advertise a further public consultation process, whereby the by-law and regulatory impact statement is made available for inspection and comment.

4.    An Aldermanic workshop be scheduled at a date to be determined to discuss the By-Law.

6.14    Draft Parking By-law

DEPUTY LORD MAYOR

That the recommendation contained in the memorandum of the Manager Legal and Governance of 10 May 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council resolve its intention to make the Parking By-law marked as Attachment C to item 6.14 of the Open Finance and Governance Committee agenda of 15 May 2018.

2.    The Council delegate authority to the General Manager to prepare a Regulatory Impact Statement for the by-law and present it to the Director of Local Government for a certificate of approval pursuant to section 156A of the Local Government Act 1993.

3.    Subject to a certificate of approval from the Director of Local Government the Council delegate authority to the General Manager to give notice of the proposed by-law in order to advertise a further public consultation process, whereby the by-law and regulatory impact statement is made available for inspection and comment.

7.1      Committee Actions - Status Report

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

8.1      Alderman Reynolds - Macquarie Street Roadworks Costs

Question:    Who is paying for the resurfacing works in Macquarie Street?

Answer:       The Director City Infrastructure advised the Council’s contractor is undertaking the works with the State Government funding half the cost of the works within the travelling lanes, in accordance with the existing cost share arrangement.

8.2      Alderman Reynolds - Macquarie Street / Davey Street Road Transfer

Question:    Can the costs of the Macquarie Street roadworks be factored into the negotiation for the transfer of Davey and Macquarie Streets to the State Government.

Answer:       The General Manager took the question on notice.

10       City of Hobart - Customer Service Charter

COCKER

That the recommendation contained in the report of the Acting Director Corporate Services of 14 May 2018, be adopted as amended to include reference to an afterhours service contact.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The text for the final customer service charter, shown as Attachment B to supplementary item 10 of the Open Finance and Governance Committee agenda of 15 May 2018, be approved with the inclusion of an afterhours service contact.

2.    The charter be further reviewed in the first quarter of 2019 following the implementation of the Council’s customer request management system, to reflect the increased functionality available from that system and to enhance customer relationship management.

3.    All contributors to the consultation be advised of the outcome.