Minutes (Open Portion)

The Hobart Workshop Committee Meeting

Page 0

14/7/2025

Minutes (Open Portion)

The Hobart Workshop Committee Meeting

Page 0

14/07/2025

Elliot

The minutes of the Open Portion of the Hobart Workshop Committee meeting held on Monday, 23 June 2025, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

Committee Resolution:

The minutes were signed.

6.1      City Economy Committee

Bloomfield

That the recommendation contained within the officer report, marked as item 6.1 of the Open Hobart Workshop Committee Agenda of 14 July 2025, be adopted.

MOTION CARRIED

VOTING RECORD

Committee Resolution:

That the Hobart Workshop Committee receive and note of the City Economy Committee of 29 April 2025, marked as Attachment A to item 6.1. of the Open Hobart Workshop Agenda of 14 July 2025.

6.2      City Transport Committee

Posselt

That the recommendation contained within the officer report, marked as item 6.2 of the Open Hobart Workshop Committee Agenda of 14 July 2025, be adopted.

MOTION CARRIED

VOTING RECORD

Committee Resolution:

That the Hobart Workshop Committee receive and note of the City Transport Committee of 13 May 2025, marked as Attachment A to item 6.2 of the Open Hobart Workshop Agenda of 14 July 2025.

7.1      City Venues Policy

The Manager Legal and Corporate Governance and the Manager Creative City presented Elected Members with the draft ‘City Venues Policy’.

The Manager Creative City summarised the key changes to the policy which included:

·         Strengthening the framework of acceptable legal risk, the updated policy reserves the right of the City to refuse a booking if there is significant risk determined as a part of the Council’s risk assessment process for the event supported by the Anti-Discrimination Act 1998, the Work Health and Safety Act 2012, or the Emergency Management Act 2006.

·         The hire rates for booking community and non-community events and when these fees apply. The community rate is intended to support community groups in hiring the City’s venues for events that offer broad community benefit.

·         The reasons for refusal of a booking are clarified by the policy. A perceived inconsistency between a policy position of the City and the nature of the proposed booking is not in itself a valid reason for the refusal of the booking, noting the requirements of Anti-Discrimination Act (Tas).

·         If it is determined by the risk assessment process that a booking cannot be held safely, the Council’s Chief Executive Officer must communicate the reasons for decision and the hiring party has 14 days to respond.

Elected Members discussed and asked questions of officers in relation to when the risk assessments would be required, the valid and non-valid reasons for refusing a booking, the possibility of being able to see venue ‘availability’ online and how the policy protects the City from legal liability.

It was noted the policy would now be progressed to a future Council meeting for final endorsement.

7.2      Memorials Policy

The Manager Creative City and Director Community Development presented Elected Members with a draft of the ‘Memorials Policy’.

The Manager Creative City outlined the purpose of the new ‘Memorials Policy’ which is to provide a framework for the management of proposals for the establishment, maintenance, relocation and removal of memorials on land or assets managed or owned by the City.

The policy establishes an advisory group, led by the Director Infrastructure and Assets which would meet twice a year and provide guidance on the applications for memorials in the City. The applications would then be sent to Council for approval.

The ‘Memorials Policy’ is intended to replace the, City of Hobart Donation of Park Furniture and Equipment, Memorial Plaques and Tree Plantings in Parks, Bushland and Reserves Policy (marked as Attachment E to the report) and it is proposed on the adoption of the ‘Memorials Policy’, they be rescinded by the Council.

Members of the Committee discussed:

·         The criteria for new memorials and how it may be difficult for smaller memorials to meet them, the language in the policy around posthumous memorials and the scope of the Council to accept proposals which do not meet the criteria. The Manager Creative City provided advice on the purpose of the policy which is to assist Council with these decisions.

·         Business engagement undertaken for the development of the policy.

·         The removal of any monuments including the possibility of relocating them.

·         How this policy interacts with the memorials review proposed as a part of Country, Culture, People 2025-2028; Building Cultural Safety within the City of Hobart with Aboriginal People (CCP).

·         The requirements for a person or event to be memorialised. The Manager Creative City explained that living people are not excluded from being memorialised if they meet the criteria.

·         The possibility of people who wish to have a person or event memorialised, contributing to a bigger project, e.g. one sculpture / plaque with all of the contributors listed (rather than lots of plaques) what to do with potential clutter.

Dutta

That in accordance with the Regulation 10(5) of the Local Government (Meeting Procedures) Regulations 2025, item 7.4 be taken before item 7.3.

MOTION CARRIED

VOTING RECORD

Committee Resolution:

Item 7.4 was then taken.

7.3      Funding Programs Policy

The Manager Economic Development and Director Community Development presented Elected Members with a draft of the ‘Funding Programs Policy’.

It was noted that the updates to the policy mainly relate to the funding structure and approval processes currently managed through the ‘Inbound Requests for Sponsorships’ and ‘Grants Program’.  These changes were recommended by KPMG as part of their review of the City’s funding model for grants, sponsorships and partnerships.

There are three categories of grant funding available under the policy, Open Competitive Grant Rounds, Open Non-Competitive Grant Rounds (e.g. Quick Response Grants) and Closed Non-Competitive Grant Rounds.

Members of the Committee discussed:

·           The process for, and importance of, grant acquittals.

·           Concerns that ongoing partnerships create an uncompetitive culture.

·           Opportunities to provide grants to other organisations and to encourage more new and innovative events - such as introducing thresholds or caps.

·           The possibility of providing support to events by purchasing a broad insurance policy that covers supported events (rather than supplying grant funds which are then used to purchase insurance).

·           The management of Conflicts of Interest where an Elected Member is a member or board member of a community organisation submitting a grant application.

·           Publishing information about the supported events on the grant page, to ensure transparency and to provide more vibrant communications about how the City’s grants assist the community.

·           The eligibility of government organisations such as UTAS and the Tasmanian Museum and Art Gallery for grant funding.

·           How event partnerships are treated differently and should be branded ‘in partnership’ with the City.

·           The value of the ‘quick response grants’ specifically for Christmas events and if this category should be rescinded.

The Manager Economic Development thanked members for input and advised  that the policy will be provided to Council for endorsement on 28 July 2025.

Attachments

a    Presentation - Funding Programs Policy ⇨  

7.4      Policy Manual Review - Round 2 - August 2025

The Acting Chief Executive Officer provided an overview of the 26 policies to be reviewed as part of round two of the Policy Manual Review. The Elected Members had the opportunity to comment on each of the policies, their comments are summarised below:

1.         Tenancies – Payment of Rents – No comment

2.         ‘Deferral of  Planning Applications’ : LUPPA to be added to the relevant legislation section of the policy.

3.         ‘Positive Provisioning for Cyclists’ The policy is to be proactively shared with Cycling South once endorsed. The formatting of this policy is to be made consistent all other policies when published.

4.         Waste and Recycling from Private Residential Housing Estates’ (rescind): The use of ‘Operational Guidelines’ and ‘Standard Operational Procedure’ to be standardised.

5.         ‘Removal of Street Trees’: Committee members queried if the 2017 Street Trees policy referred to in this new policy is current, the Manager Open Space confirmed that the 2017 policy is current and is being reworked.

6.         ‘Disposal of Excess Horticulture Plant Material’  Only changes position titles.

7.         ‘Council Tree Compensation’ No comment.

8.         ‘Donation of Park Furniture and Equipment for Installation in City Parks, Bushland and Reserves’ It was noted the when the memorial policy comes in this will be rescinded.

9.         ‘Charges – Occupation Licences’ No comment.

10.      ‘Kunanyi/ Mount Wellington Observational Shelter Hire Use Guidelines’:  Committee members discussed how this policy fits into the venue hire policy, the Manager Open Space explained that it is booked through the parks booking system rather than as a venue.

11.      ‘Naming of Public Facilities, Parks or Reserves’  No comment.

12.      ‘No Spray Register’: It was confirmed that members of the public must confirm their addition to the register every twelve months.

13.      ‘Queens Domain Vegetation Management Policy’ No comment.

14.      ‘Doone Kennedy Hobart Aquatic Centre Lane Space Allocation’ Members agreed that hire of a swim lane doesn’t require Council approval.

15.      ‘Nature Strip Policy’ No comment.

16.      “Fire Management’ No comment.

17.      ‘Insurance Policy’ No comment.

18.      ‘Disposal of Surplus Goods and Equipment Policy’ No comment.

19.      ‘Elected Member Development and Support’: Members discussed ‘subscriptions’ and it being renamed ‘communications reimbursement’, the possibility of it being capped and the rules applied for what these funds cover.    

20.      The policies, ‘Closure and Reserving of Car Parking Spaces’, ‘Parking in Car Parks’, ‘Parking – Voluntary Organisations’, ‘Residential Parking Permits in Metered Areas’ and ‘Residential Parking Permits for Residents of the CBD and Immediate Adjacent Areas’ and ‘Residential Parking Permits in Non-Metered Areas’: Have been updated to reflect the organisational re-alignment but are also currently undergoing further review.

21.      ‘Christmas Pageant – Off Street Parking Charges’: Elected Members requested that this policy is to be reviewed again alongside the Christmas Pageant Review.

Members provided the following feedback:

·         All Council Policies are available on the Website. 

·         Formatting of the Policies will the same (font, layout etc).

·         Where appropriate any legislation that is relevant to the policy is added under ‘the legislation’ section of the policy.

·         Consistent language be used – what’s the difference - Procedure, Standard Operational Procedure, Operational Guidelines.

·         Is it possible for a parking permits to be allocated to Elected Members for their council term, rather than it requiring renewal annually.

·         In relation to Elected Member Support, can the CEO review and modify caps in line with CPI increases (e.g. baby sitters now cost more than $25 per hour).

Posselt

That the information contained within the following response to questions without notice, marked as item 8.1 of the Open Hobart Workshop Committee Agenda of 14 July 2025, be received and noted.

MOTION CARRIED

VOTING RECORD

Committee Resolution:

That the information contained in the following responses to questions without notice, marked as item 8.1 of the Open Hobart Workshop Committee Agenda of 14 July 2025, be received and noted.

Question:         Why does council pay for 85% of the lift maintenance contract on a part of the building that we have nothing to do with, namely the lifts that go to the Wellington Centre which is not our strata? 

Answer:            The Acting Chief Executive Officer took this question on notice.