Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

18/5/2021

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 16

18/05/2021

SEXTON

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 20 April 2021, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

6.1      Financial Report as at 31 March 2021

SEXTON

That the recommendation contained in the memorandum of the Chief Financial Officer of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council approve the following changes to the 2020-21 Estimates listed below which will result in an improvement of the underlying result by $4.807M from the changes put forward in December and approve an increase of $0.397M in capital expenditure.

(i)      Labour expenses reduction $0.829M

(ii)     Materials and services increase $0.008M

(iii)    Deprecation increase $3.333M

(iv)    Other expenses reduction $0.459M

(v)     Decrease in rates financial hardship remissions $3.4M

(vi)    Increase in rates and charges $2.175M

(vii)   Fees and charges revenue increase $1.25M

(viii)  Rent revenue increase $0.035M

(ix)    Capital works program increase of $0.397M for the Central Hobart Precinct Plan, South Hobart Community Centre redevelopment, replacement flag poles, Customer Services Centre upgrade, recognition of grant funding and offsetting capital expenditure and transfer of funds between projects.

6.2      2019-20 Financial Statements Update

SEXTON

That the recommendation contained in the memorandum of the Chief Financial Officer of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The information be received and noted.

            2.    The 2019-20 comparative underlying result in the notes to the
2020-21 financial statements be restated to the correct value of a $9.317M deficit.

6.3      2021-22 Fees and Charges - City Innovation and
Further Information on Long Term Parking Fees

SEXTON

That the recommendation contained in the memorandum of the Director City Innovation of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:  1.     The schedule of fees and charges for the City Innovation Division marked as Attachments A-F to item 6.3 of the Open Finance and Governance Committee agenda of 18 May 2021, and as referenced below, be adopted for the 2021-22 financial year:

(i)      Parking Enforcement (Attachment A);

(ii)     Off-Street Parking Long Term (Attachment B);

(iii)    Off-Street Parking Short Term (Attachment C);

(iv)    Off-Street Parking Short Term Motorbikes (Attachment D);

(v)     Meters and Voucher Machines (Attachment E); and

(vi)    Smart and Sustainable City (Attachment F).

2.    Council approve the reduction of the 90-minute free off-street parking services to 60-minutes commencing 1 July 2021.

6.4      2021-22 Fees and Charges - City Governance

LORD MAYOR REYNOLDS

That the recommendation contained in the memorandum of the Manager Legal and Governance of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the schedule of fees and charges for City Governance, marked as Attachments A, B and C to item 6.4 of the Open Finance and Governance Committee agenda of 18 May 2021, be adopted for the 2021-22 financial year:

(i)    Venues - Fees and Charges 2021-22 (Attachment A);

(ii)    Customer Services - Fees and Charges 2021-22 (Attachment B);

(iii)   Risk Management - Fees and Charges 2021-22 (Attachment C).

6.5      Grants and Benefits Listing as at 31 March 2021

SEXTON

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Director Community Life of 11 May 2021, 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 2021.

6.6      Procurement - Quotation Exemption Report

SEXTON

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Director Community Life of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

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 January to 31 March 2021.

6.7      Hobart City Mission - Short Term Licence Extension Safe Space

SEXTON

That the recommendation contained in the memorandum of the Manager Community and Culture and the Director Community Life of 11 May 2021, be adopted, as amended by the following:

1.    That the words or until such time as planning / building approval has been resolved (whichever is later), with the Chief Executive Officer delegated authority to extend the licence agreement if deemed necessary. after the number 2021 in clause 1.

2.    The addition of a further clause to read as follows:

4.    The licence agreement to Hobart City Mission for the usage of the Youth ARC facility for the operation of the overnight Safe Space program, be referred back to the Council for further consideration if a third party appeal is lodged in respect to the development application for a proposed new site which will accommodate the Safe Space program.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    Approval be given to extend the current licence agreement to Hobart City Mission for the usage of the Youth ARC facility for the operation of the overnight Safe Space program until 30 June 2021 or until such time as planning / building approval has been resolved (whichever is later), with the Chief Executive Officer delegated authority to extend the licence agreement if deemed necessary.

            2.    The licence extension be on the same basis as the previous agreement with a rental cost of $558 per week (GST exclusive).

            3.    The Chief Executive Officer be authorised to finalise the terms and conditions of the licence agreement.

4.    The licence agreement to Hobart City Mission for the usage of the Youth ARC facility for the operation of the overnight Safe Space program, be referred back to the Council for further consideration if a third party appeal is lodged in respect to the development application for a proposed new site which will accommodate the Safe Space program.

6.8      Lease of Part of the Level 4 Council Centre

SEXTON

That the recommendation contained in the memorandum of the Manager Community and Culture and the Director Community Life of 13 May 2021, be adopted, as amended by the following:

1.    The words two year lease be substituted with six month lease with a further six month option, after the word a in clause 1.

2.    The addition of the words and provides evidence of appropriate insurance policies and any other requirements of the Hobart City Council’s lease agreement. after the word area in clause 1.

3.    An additional clause to read as follows:

4.    A further report be provided on appropriate Expression of Interest processes in respect to community organisations leasing temporary office space in the Hobart Council Centre.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Culturally Diverse Alliance Tasmania be granted a six month lease with a further six month option, at the nominal rent of fifty dollars ($50.00) per annum for that part of the fourth floor of the Council Centre enclosed in red on the plan (marked as Attachment C to item 6.8 of the Open Finance and Governance Committee agenda of 18 May 2021) on the condition that CDAT bear the costs associated with installing the partition to enclose the lease area, and provides evidence of appropriate insurance policies and any other requirements of the Hobart City Council’s lease agreement.

2.    The Chief Executive Officer be authorised to finalise the terms of the lease.

3.    The reduction in rent be recorded in the Council’s Annual Report in accordance with the Council’s Policy for Leases to Non-Profit Organisations.

4.    A further report be provided on appropriate Expression of Interest processes in respect to community organisations leasing temporary office space in the Hobart Council Centre.

6.9      New Policy - Chief Executive Officer - Exercise of Powers

SEXTON

That the recommendation contained in the memorandum of the Manager Legal and Governance of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council adopt the policy titled “Chief Executive Officer – Exercise of Powers” included as Attachment A to item 6.9 of the Open Finance and Governance Committee agenda of 18 May 2021.

6.10    2020-21 Annual Plan Progress Report
Period Ended 31 March 2021

SEXTON

That the recommendation contained in the report of the Senior Advisor Strategic Planning, the Manager Economic Development Engagement and Strategy and the Director Community Life of 13 May 2021, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan 2020-21 progress report for the period ending 31 March 2021 marked as Attachment A to item 6.10 of the Open Finance and Governance Committee agenda of 18 May 2021.

7.1      Committee Actions - Status Report

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

9.1      Alderman Sexton – Breakdown of Rates Collection – Residential Verses Non-Residential by Suburb

Question:    Could the Director please advise if a break down can be provided in relation to rates from residential properties verses non-residential properties by suburb?

Answer:       The Director Community Life took the question on notice.

9.2      Lord Mayor Reynolds - Council Chamber Layout

Question:    Could the Director please provide advice as to the possibility of reconfiguring the layout of the Council Chamber back to its original layout pre COVID-19?

Answer:       The Director Community Life took the question on notice.

9.3      Alderman Sexton – Tasmania’s Own Market Patron Queues

Question:    I note the large number of patrons queuing each Saturday morning to access Tasmania’s Own Market and ask if the Director could please advise if the City is restricting the number of patrons attending the market at one time or is it due to the COVID-19 requirements implemented by the State Government?

If the queuing is a result of COVID-19 restrictions implemented by the State Government, could the City write to the Premier and ask if this could be reviewed?

Answer:       The Director Community Life advised that the Tasmania’s Own Market is still a level 3 registered event with the State Government for COVID-19 purposes, therefore the market is restricted to 4,043 people at any one time.  The queuing is the result of the market reaching its capacity.

The City is more than happy to write to the State Government seeking clarification and as to whether the current restrictions can be reviewed and will provide the advice once it is received.