Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 11

23/08/2022

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 23 August 2022 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 31 March 2022 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

Alderman M Zucco (Chairman)

Deputy Lord Mayor Councillor H Burnet

Alderman Dr P T Sexton

Alderman D C Thomas

Councillor W Coats

PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Councillor W Coats, the Lord Mayor Councillor A M Reynolds and Councillor W Harvey

APOLOGIES:

Alderman Dr P T Sexton

Alderman D C Thomas.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Councillor A M Reynolds

Alderman J R Briscoe

Councillor W Harvey

Alderman S Behrakis

Councillor M Dutta

Councillor J Fox

Councillor Dr Z Sherlock

Councillor Harvey arrived at the meeting at 4.34pm and was co-opted for items 6.6 to 9 inclusive.

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

COATS

That the Lord Mayor be co-opted to the Committee.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats

2. Confirmation of Minutes

LORD MAYOR REYNOLDS

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 26 July 2022, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

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.

6. Reports

6.1 2021-22 Annual Plan - Final Report
Period Ended 30 June 2022

File Ref: F22/78888

LORD MAYOR REYNOLDS

That the recommendation contained in the report of the Senior Advisor - Strategic Planning and the Head of Intergovernmental Relations and Partnerships of 9 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Deputy Lord Mayor Burnet	Zucco
Coats
Lord Mayor Reynolds

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan final report for the year ending 30 June 2022, marked as attachment A to item 6.1 of the Open Finance and Governance Committee agenda of 23 August 2022.

Delegation: Council

6.2 Revised City of Hobart Code for Tenders and Contracts

File Ref: F22/78746

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Rates, Procurement & Finance Operations of 8 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

COMMITTEE RESOLUTION:

That: 1. The Council adopt the revised City of Hobart Code for Tenders and Contracts marked as Attachment A to item 6.2 of the Open Finance and Governance Committee agenda of 23 August 2022.

2. The Chief Executive Officer be authorised to finalise the City of Hobart Code for Tenders and Contracts and arrange for it to be made available to the public in paper format from the Council’s Customer Service Centre and in electronic format from Council’s website.

Delegation: Council

6.3 Procurement - Quotation Exemption Report

File Ref: F22/78737; 18/311

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Rates, Procurement & Finance Operations of 7 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

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 three written quotations for the period 1 April to 30 June 2022.

Delegation: Committee

6.4 Grants and Benefits Listing as at 30 June 2022

File Ref: F22/78739; 25-2-1

COATS

That the recommendation contained in the report of the Manager Rates, Procurement & Finance Operations of 8 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

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 2022’.

Delegation: Committee

6.5 Customer Service Complaints and Compliments Report

File Ref: F22/76978

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Principal Advisor - Customer Relations and the Director City Futures of 9 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

COMMITTEE RESOLUTION:

That in accordance with Section 339F (5) of the Local Government Act 1993 the Council note the report marked as item 6.5 of the Open Finance and Governance Committee agenda of 23 August 2022, provided in respect of the complaints and compliments received during the 2020-21 financial year.

Delegation: Council

LORD MAYOR REYNOLDS

That Councillor Harvey be co-opted to the Committee

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds

6.6 Annual Elected Member Representation on External Bodies

File Ref: F22/77209

LORD MAYOR REYNOLDS

That the recommendation contained in the report of the Chief Executive Officer of 18 August 2022, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That the information contained in the verbal reports provided by Councillor Coats, the Lord Mayor Councillor Reynolds, the Deputy Lord Mayor Councillor Burnet, Councillor Harvey and Alderman Zucco on their member representation to external bodies be received and noted with Officers to conduct a review of the current external bodies listing.

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report - OPEN

File Ref: F22/78868

LORD MAYOR REYNOLDS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds
Harvey

Delegation: Committee

8. Questions without Notice

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

File Ref: 13-1-10

8.1 Councillor Coats - Election Signage

File Ref: 13-1-10

Question: Can the Director advise what if any action Council Officers have taken in relation to election signage being erected outside of the prescribed period?

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

8.2 Councillor Coats - Public Relations Firm - Appointment

File Ref: 13-1-10

Question: Can the Director advise in relation to the appointment of a Melbourne based public relations firm Ziller and Brook, how much did we pay for this?

Did we test the local market before we appointed an interstate firm?

Given the circumstance around the appointment did we attempt to procure a first nations firm?

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

8.3 Deputy Lord Mayor Burnet - First Nations - Procurement Policy

File Ref: 13-1-10

Question: Can the Director advise if the Council has a first nations procurement policy or have we considered that previously?

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

9. Closed Portion of the Meeting

LORD MAYOR REYNOLDS

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:

· Confirm the minutes of the Closed portion of the meeting

· Questions without notice in the Closed portion

· Request to waive requirement to Tender

· Contract extension

· Outstanding rates

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 Request to Waive Requirement to Tender - Australia Post PostBillPay Services

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

Item No. 4.2 Contract Extension - Provision of GIS Product and Services

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

Item No. 4.3 Outstanding Rates as at 30 June 2022

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

Item No. 5 Responses to Questions Without Notice

Item No. 5.1 Enforcement Action - Blue Truck

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

Item No. 6 Committee Action Status Report

Item No. 6.1 Committee Actions - Status Report - CLOSED

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

Item No. 7 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Coats
Lord Mayor Reynolds
Harvey

Delegation: Committee

There being no further business the Open portion of the meeting closed at 5.00pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
20^th DAY OF FEBRUARY 2023.

CHAIRMAN