Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 12

8/12/2020

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 8 December 2020 at 4:32 pm.

This meeting of the Finance and Governance 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.

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor Burnet

Sexton

Thomas

Coats

PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Aldermen Dr P T Sexton, D C Thomas, Councillor W Coats and the Lord Mayor Councillor A M Reynolds.

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Sherlock

Ewin

The Deputy Lord Mayor left the meeting at 5:04 pm, returning at 5:04 pm.

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

No Elected Members were co-opted to the Committee.

2. Confirmation of Minutes

THOMAS

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 17 November 2020, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

The minutes were signed.

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 General Manager.

No supplementary items were received.

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 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.

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?

No items were transferred.

6. Reports

6.1 Finance and Governance Committee - COVID-19 Format - Outcome of Consultation

File Ref: F20/130170

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the memorandum of the General Manager of 2 December 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Finance and Governance Committee continue to conduct its meetings via a virtual meeting platform in accordance with and subject to the Notice issued by the Premier on 3 April 2020 under section 18 of the COVID-19 Disease Emergency (Miscellaneous Provisions) Act 2020.

Delegation: Committee

6.2 2020-21 Annual Plan Progress Report
Period Ended 30 September 2020

File Ref: F20/118132

THOMAS

That the recommendation contained in the report of the Senior Advisor Strategic Planning, the Manager Economic Development Engagement and Strategy and the Deputy General Manager of 27 November 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan Progress Report for the period ended 30 September 2020, marked as Attachment A to item 6.2 of the Open Finance and Governance Committee agenda of 8 December 2020.

Delegation: Council

6.3 City of Hobart Financial Hardship Assistance Policy

File Ref: F20/129081

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the memorandum of the Manager Rates, Procurement and Finance Operations and the Deputy General Manager of 3 December 2020, be adopted, as amended the substitution of clause 2 to read as follows:

2. The granting of remission of rates under the City of Hobart Financial Hardship Assistance Policy cease as of 31 March 2021, to be reviewed if deemed necessary.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. The memorandum ‘City of Hobart Financial Hardship Assistance Policy’ marked as item 6.3 of the Open Finance and Governance Committee agenda of 8 December 2020 be noted.

2. The granting of remission of rates under the City of Hobart Financial Hardship Assistance Policy cease as of 31 March 2021, to be reviewed if deemed necessary.

Delegation: Council

6.4 Financial Report as at 30 September 2020

File Ref: F20/128331; 16/163

THOMAS

That the recommendation contained in the report of the Chief Financial Officer and the Deputy General Manager of 3 December 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council approve the following changes to the 2020-21 Estimates listed below which will result in a deterioration of the underlying result by $0.672M to a deficit of $12.478M.

(i) Labour expenses reduction $0.044M

(ii) Materials & Services increase $0.910M

(iii) Depreciation expense increase $0.300M

(iv) Other expenses reduction $0.012M

(v) Fees and charges revenue reduction $0.166M

(vi) Operating grants increase $0.130M

Delegation: Council

6.5 2019-20 Financial Statements

File Ref: F20/127096

THOMAS

That the recommendation contained in the report of the Financial Operations Manager, the Manager Rates, Procurement and Finance Operations, the Chief Financial Officer and the Deputy General Manager of 3 December 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council note that in accordance with section 84(4) of the Local Government Act 1993 that the General Manager tables the certified financial statements for the year ended 30 June 2020 marked as Attachment A to item 6.5 of the Open Finance and Governance Committee agenda of 8 December 2020.

Delegation: Council

6.6 Former Magistrates Court Summons Write Off

File Ref: F17/58560; 20-10-1/21

THOMAS

That the recommendation contained in the report of the Principal Advisor Commercial Parking Operations and the Director City Innovation of 3 December 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council approve off-setting the established impairment against accounts receivable to correct the accounting position of the outstanding parking infringements balances relating to statute-barred infringements.

Delegation: Council

6.7 Outstanding Long Term Parking Permit Debts as at
31 October 2020

File Ref: F20/128900

SEXTON

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Deputy General Manager of 3 December 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the information contained in the memorandum of the Manager Rates, Procurement and Finance Operations and the Deputy General Manager of 3 December 2020 titled ‘Outstanding Long Term Parking Permit Debts as at 31 October 2020’ be received and noted.

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F20/130246

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

8. Questions without Notice

Section 29 of the Local Government (Meeting Procedures) Regulations 2015.

File Ref: 13-1-10

No questions were asked at the meeting.

9. Closed Portion of the Meeting

SEXTON

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:

· Commercial lease;

· Potential disposal of Council property; and

· Information of a personal and confidential nature.

The following items were discussed: -

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 Reports

Item No. 4.1 Lease - Lutana Quarry - Southern Waste Solutions

LG(MP)R 15(2)(f)

Item No. 4.2 Lease of Office Space - 5 Morrison Street

LG(MP)R 15(2)(c)(ii) and (g)

Item No. 4.3 Potential Sale of Council Property - 72 Forster Street, New Town

LG(MP)R 15(2)(f) and (g)

Item No. 4.4 Outstanding Sundry Debts as at 31 October 2020

LG(MP)R 15(2)(g)

Item No. 5 Committee Action Status Report

Item No. 5.1 Committee Actions - Status Report

LG(MP)R 15(2)(b), (c)(i), (c)(ii), (d), (f), (g), (i) and (j)

Item No. 6 Responses to Questions Without Notice

Item No. 6.1 Elected Member Code of Conduct

LG(MP)R 15(2)(i)

Item No. 6.2 Financial Hardship - COVID-19

LG(MP)R 15(2)(j)

Item No. 7 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

10. Responses to Questions without Notice

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

6.1 Elected Member Code of Conduct

File Ref: F20/102995; 13-1-10

Memorandum of the Manager Legal and Governance of 2 December 2020.

6.2 Financial Hardship - COVID-19

File Ref: F20/128000; 13-1-10

Memorandum of the Deputy General Manager of 3 December 2020.

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Attachments

a. Elected Member Code of Conduct ⇨

b. Financial Hardship - COVID19 ⇨

Delegation: Committee

There being no further business the Open portion of the meeting closed at 5:05 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
19^th DAY OF JANUARY 2021.

CHAIRMAN