Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 5

14/09/2021

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 14 September 2021 at 4:30 pm in the Council Chamber, Town Hall.

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.

The title Chief Executive Officer is a term of reference for the General Manager as appointed by Council pursuant s.61 of the Local Government Act 1993 (Tas).

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, Aldermen J R Briscoe, S Behrakis and Councillor M Dutta.

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Sherlock

Ewin

Alderman Briscoe retired from the meeting at 4.39 pm and was not present for items 6.1 to 8 and item 10.

Alderman Behrakis joined the meeting at 4.46 pm and was not present for items 1 to 5, 6.2 and 6.3.

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

SEXTON

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 17 August 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.

Recommendation

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the Chief Executive Officer.

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.

COATS

That item 9 be now taken.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 9 was then taken

6. Reports

DEPUTY LORD MAYOR BURNET

That item 6.1 be deferred until Alderman Behrakis is able to join the meeting.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 6.2 was then taken.

6.1 Patient Assisted Travel Scheme

File Ref: F21/60488; 21/36

SEXTON

That the recommendation contained in the report of the Manager Smart & Sustainable City and the Director City Innovation of 9 September 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. Council support the implementation of a Patient Assisted Travel Scheme at a flat rate of $5 per day, for 1 car only per patient/resident, at the following facilities:

Royal Hobart Hospital	a) Paediatric Oncology Patients b) Children’s Ward Patients c) In-patient (48 hours plus in duration)
Hobart Private Hospital	In-patients (48 hours plus in duration)
John Opie House	Residents Only
Ronald McDonald House Charity	Residents Only
iCon Cancer Centre	Patients Only

2. The Patient Assisted Travel Scheme be implemented within the 2021-22 financial year.

3. In accordance with the Council Policy ‘Grants and Benefits Disclosure’ the annual gross total provision of the Patient Assisted Travel Scheme be disclosed in the City’s Annual Report.

4. The Patient Assisted Travel Scheme be included and communicated through the City of Hobart website and for future consultation in the draft City Parking Policy.

5. The Manager Smart and Sustainable City be authorised to undertake an assessment of applicant providers to determine eligibility for future Patient Assisted Travel Scheme authorisations.

Delegation: Council

Item 7 was then taken.

6.2 Outstanding Long Term Parking Permit Debts as at
31 July 2021

File Ref: F21/87993; 18/17

SEXTON

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Director Community Life of 9 September 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION

That: 1. The information contained in the memorandum titled ‘Outstanding Long Term Parking Permit Debts as at 31 July 2021’ be received and noted.

2. The separate reports titled ‘Outstanding Sundry Debts’ and ‘Outstanding Long Term Parking Permit Debts’ be combined into a single report – Outstanding Sundry Debts.

Delegation: Committee

DEPUTY LORD MAYOR BURNET

That item 6.3 be deferred until after the Closed portion of the meeting for further information.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 6.1 was then taken.

6.3 Grants and Benefits Listing as at 30 June 2021

File Ref: F21/77383; 25-2-1

COATS

That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Director Community Life of 3 September 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 30 June 2021’.

Delegation: Committee

The meeting then closed at 5:32 pm.

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F21/90667

SEXTON

That the recommendation contained in the report of the Executive Officer Community Life of 8 September 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the information be received and noted.

Delegation: Committee

8. Responses to Questions without Notice

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

8.1 Costs of Development Application Process for Cable Car Assessment

File Ref: F21/71553

Memorandum of the Director City Planning of 8 September 2021.

8.2 Code of Conduct Costs

File Ref: F21/71556

Memorandum of the Manager Legal and Governance of 7 September 2021.

8.3 Salamanca Market Marketing

File Ref: F21/89335; 18/17

Memorandum of the Director Community Life of 7 September 2021.

THOMAS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 9 was then reconvened at item 9.5.

9. Questions without Notice

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

File Ref: 13-1-10

9.1 Alderman Briscoe - Lord Mayor's Office - Communication

File Ref: 13-1-10

Question: The Lord Mayor’s office is funded generously to facilitate the organisation of the ceremonial and statuary functions of the Lord Mayor. In the last years it my belief with considerable evidence that it has been used increasingly as an electoral office of the current Lord Mayor.

Accordingly in the last three years of the current Lord Mayor’s tenure

1. What letters have been sent to school, colleges, parents’ organisations, school associations or other institutions or organisations that have gone out under the signature of the Lord Mayor (excluding official communication)? Please provide copies of these letters. These should include those that offer for Lord Mayor to attend and speak at school assemblies and offers to do other activities such as personal tours of the town hall.

2. What is the cost (or estimate) in terms of officer time, postage or otherwise to facilitate these communications?

3. What policies of the HCC that enables the Lord Mayor to generate such personal political communications and what contributions has the Lord Mayor made to the cost of these communications and is the same service available to other elected members?

4. What communications has been made to government department when in the Lord Mayor letters reference is made to state government initiatives but not acknowledged in such letters?

5. In light that the Lord Mayor has only one vote (out of 12) what office resources are used to facilitate “mayor in the chair” events which are clearly political events?

6. What cost has been incurred to produce and circulate the Lord Mayor’s report that was posted out to various political figures and organisations? This is not referring to the HCC’s annual report that contains statements from the Lord Mayor?

Answer: The Director City Amenity took the question on notice.

Attachment

a Example of Lord Mayor Communication ⇨

9.2 Councillor Dutta - Lord Mayor - Correspondence

File Ref: 13-1-10

Question: 1. Can you provide advice as to whether it has been normal practice since the city was established in 1853 for Hobart Mayors to send correspondence signed by the Mayor?

2. Can the staff please advise if it is common practise in every Australian Council for Mayors to send correspondence, signed by the Mayor, to stakeholders and city partners?

3. Can staff identify any Council in Australia that requires general civic and community correspondence to be vetted by a Council chamber?

4. Can advice be provided as to how the City of Hobart's Lord Mayoral budget compares to those in other Australian capital cities?

5. Can you confirm if under section 27 of the Local Government Act that the Mayor has additional duties when compared to those of Councillors, and if these duties include the Lord Mayor being required to:

(a) to act as a leader of the community in the municipal area?

(b) to carry out civic and ceremonial functions?

(c) to represent the Council on regional organisations and at intergovernmental forums at regional, state and federal levels?

Answer: The Director City Amenity took the question on notice.

9.3 Councillor Coats - Lord Mayor's Budget

File Ref: 13-1-10

Question: Can the Director please provide a comparison of the Lord Mayor’s budget in comparison to councils of a similar size and scale to Hobart, as opposed to capital cities?

Answer: The Director City Amenity took the question on notice.

9.4 Alderman Zucco - Elected Members' Parking Deck

File Ref: 13-1-10

Question: Recently works were completed on the Elected Members’ parking deck behind Town Hall.

Can the Director advise:

1) Who sought the implementation of an electric car charging facility on the Elected Member parking deck?

2) Who approved the installation of the charging facility station?

3) Who sought the removal of the charging facility?

4) Who sought the implementation of the new power point to be implemented on the deck?

5) What was the cost for the implementation on the charging station?

6) What was the cost of the removal of the charging facility and replacement with the power point?

Answer: The Director City Amenity took the question on notice.

THOMAS

That item 9 be suspended until Alderman Behrakis is able to join the meeting.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 6 was then taken.

9.5 Alderman Behrakis - Business Consultation Process

File Ref: 13-1-10

Question: What is the process for consultation with the small business community when major decisions or projects are being considered? What groups/peak bodies are consulted with? In which cases are businesses directly consulted with?

Answer: The Director City Amenity took the question on notice.

9.6 Alderman Behrakis - Lord Mayor's Entitlements

File Ref: 13-1-10

Question: In regards to the entitlements of the Lord Mayor's office, how are they broken down, and how they differ from the Lord Mayor’s individual aldermanic entitlements? In regards to the communications entitlements set aside for the Office for the Lord Mayor, what is that allocated to be used for.

Also, were any staff working in the Office of the Lord Mayor involved in the preparation or distribution of the letters Ald Briscoe was referring to?

Answer: The Director City Amenity took the question on notice.

10. 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:

· Information likely to confer a commercial advantage

· Proposals for the Council to dispose of land

· Supply of goods and services and their terms and conditions

· Personal hardship

· 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 Giblin Street Quarry Site - Expressions of Interest to Sell or Lease Land

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

Item No. 4.2 Sandy Bay Bathing Pavilion Update - Expression of Interest Process

LG(MP)R 15(2)(b)

Item No. 4.3 Outcomes from 2020-21 COVID-19 Rates Support Package

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

Item No. 4.4 Rates Remission Request - 281 Liverpool Street

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

Item No. 4.5 Write-Off of Debt

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

Item No. 4.6 Review of Rates Late Payment Fees and Credit Card Payment Limit

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

Item No. 4.7 Outstanding Sundry Debts as at 31 July 2021

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 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

The Chairman adjoined the Open portion of the meeting at 4:59 pm to conduct the Closed portion of the meeting.

The meeting was reconvened at 5.31 pm and item 6.3 was then taken.

There being no further business the meeting closed at 5:32 pm.

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

CHAIRMAN