Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 14

16/02/2021

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 16 February 2021 at 4:30 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 and Councillor W Coats.

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Sherlock

Ewin

Alderman Behrakis joined the meeting at 4:34 pm and was not present for items 1 to 5.

Alderman Behrakis left the meeting at 4:35 pm, returning at 4:36 pm.

Alderman Thomas left the meeting at 4:39 pm, returning at 4:40 pm.

Alderman Behrakis left the meeting at 4:41 pm, returning at 4:42 pm.

The Deputy Lord Mayor left the meeting at 5:07 pm, returning at 5:08 pm.

Alderman Behrakis retired from the meeting at 5:09 pm and was not present for items 7.1 to 10.

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, 19 January 2021, 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.

DEPUTY LORD MAYOR BURNET

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

DEPUTY LORD MAYOR BURNET

That supplementary item 11 be taken after item 6.5.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

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 Financial Report as at 31 December 2020

File Ref: F21/11659

SEXTON

That the recommendation contained in the memorandum of the Chief Financial Officer and the Deputy General Manager of 11 February 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. That the information be received and noted.

2. 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 a further $0.153M from the changes put forward in September to a deficit of $12.624M.

Ø Labour expenses reduction $0.686M

Ø Materials & Services reduction $2.255M

Ø Energy Costs expense reduction $0.023M

Ø Finance Costs expense reduction $0.025M

Ø Other expenses reduction $0.062M

Ø Rates and charges revenue increase $0.102M

Ø Fees and charges revenue reduction $2.673M

Ø Operating grants reduction $0.031M

Ø Interest revenue reduction $0.04M

Ø Rents revenue reduction $0.597M

Ø Capital expenditure for new assets $0.519M

Ø Reduction in renewal capital works $0.050M

3. The Council conduct a workshop in late February / early March to consider the long-term financial options for the City of Hobart.

Delegation: Council

6.2 Ronald McDonald House Charity - Parking Spaces in Argyle Street Car Park - Long Term Provision

File Ref: F20/122498; 3260764R

SEXTON

That the recommendation contained in the report of the Principal Advisor Commercial Parking Operations and the Director City Innovation of 11 February 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. The provision of seven (7) free parking spaces to Ronald McDonald House Charity in the Argyle Street Car Park be discontinued, on the provision of 30-days written notice, following the conclusion of the initial 3-month period on 3^rd February 2021.

2. A new Patient Assisted Travel Scheme rate of $5 per day, or other similar contribution, be established to replace the Special Circumstances Rate of $8 per day.

3. A simple process be implemented by Council officers to provide Ronald McDonald House Charity guests with access to the new Patient Assisted Travel Scheme rate of $5 per day equalling a total annual benefit of approximately $10,757.

Delegation: Council

6.3 Policy for Lobbyists and Developers

File Ref: F20/119380; S13-001-09/10

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the General Manager of 11 February 2021, be adopted:

AMENDMENT

THOMAS

That Clause 1 be amended as follows:

That the word and developer be inserted after lobbyist in Clause 1.

That Clause 2 be deleted and substituted with the following:

2. The Council write to the Minister for Local Government in regard to developing a statewide legislative approach for the registration of local government lobbyists and developers for elected members during the consultation process for the Draft Local Government Bill.

AMENDMENT CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

SUBSTANTIVE MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. The Council endorse a holistic statewide approach to the registration of lobbyist and developer contact with Tasmanian elected representatives.

3. A report be provided to the Council on the outcome, at the appropriate time.

Delegation: Council

6.4 Procurement - Quotation Exemption Report

File Ref: F21/7534; 18/311

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Deputy General Manager of 11 February 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. The Finance and Governance Committee receive and note the report titled ‘Procurement – Quotation Exemption Report’.

2. The Committee note the exemption granted from the requirement to seek 3 written quotations for the period 1 October to 31 December 2020.

Delegation: Committee

6.5 Grants and Benefits Listing as at
31 December 2020

File Ref: F21/7726; 25-2-1

SEXTON

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Deputy General Manager of 11 February 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

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 December 2020’.

Delegation: Committee

Supplementary item 11 was then taken.

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F21/11608

DEPUTY LORD MAYOR BURNET

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

8. Responses to Questions without Notice

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

8.1 Planning Authority - Decisions

File Ref: F21/5541; 13-1-10

Memorandum of the General Manager of 11 February 2021.

8.2 Rates Expenditure - Suburb

File Ref: F21/5543; 13-1-10

Memorandum of the General Manager of 4 February 2021.

8.3 Grants Program - Community Housing

File Ref: F21/5546; 13-1-10

Memorandum of the General Manager of 5 February 2021.

DEPUTY LORD MAYOR BURNET

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

9. Questions without Notice

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

File Ref: 13-1-10

9.1 Alderman Sexton – Rates Collection and Capital Works Expenditure by Suburb

File Ref: 13-1-10

Question: Can Council Officers provide to Elected Members a table of rates collected by suburb and capital works expenditure by suburb?

Answer: The General Manager took the question on notice.

9.2 Councillor Coats - Debt Profile and Maturities

File Ref: 13-1-10

Question: Could the General Manager please advise if it is possible for the Elected Members to be provided with the total debt facilities that the City of Hobart has and any maturities and interest rates?

Answer: The General Manager took the question on notice.

10. Closed Portion of the Meeting

DEPUTY LORD MAYOR BURNET

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:

· Extension of a contract;

· Information of a personal and confidential nature;

· Personnel matters relation to employees of the Council.

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 Reports

Item No. 4.1 Contract Extension - P17/85 Leadership Development Program - City of Hobart Managers

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

Item No. 4.2 Establishment of the Trees for the Future Fund

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), (f) and (g)

Item No. 6 Responses to Questions Without Notice

Item No. 6.1 Vacant Positions - Advertising

LG(MP)R 15(2)(a)

Item No. 7 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Supplementary Item

11. Tasmanian Boxing League - Request for Community Rate to Hire City Hall

File Ref: F21/11604

THOMAS

That the recommendation contained in the memorandum of the General Manager of 11 February 2021, be adopted, as amended by the addition of two Clauses to read as follows:

2. The General Manager be authorised to negotiate a sponsorship arrangement between City of Hobart and the Tasmanian Boxing League for the event, with the value of the arrangement to be discounted from the non-community rate of $5,808 applying to the Tasmanian Boxing League for the hire of City Hall.

3. In accordance with the Council Policy ‘Grants and Benefits Disclosure’ the in-kind benefit to the Tasmanian Boxing League from reduced venue hire fees be disclosed in the City’s Annual Report.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. Given the commercial nature of the event, the non-community hire rate be applied to the Tasmanian Boxing League’s world title fight to be held on 27 March 2021, to wit $5,808.

Item 7.1 was then taken.

There being no further business the Open Portion of the meeting closed at 5:11 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
16^th DAY OF MARCH 2021.

CHAIRMAN