Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 3

16/11/2021

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 16 November 2021 at 4:30 pm via Zoom.

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, Councillors W Coats, W F Harvey and M Dutta

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Fox

Sherlock

Alderman Thomas left the meeting at 5.02pm and was not present for the vote on item 6.1 and for items 6.2 and 6.3 due to technical difficulties.

Councillor Coats arrived at the meeting at 4.32pm and was not present for items 1 to 5.

Councillor Coats left the meeting at 4.35pm, returning to the meeting at 5.04pm

Councillor Harvey retired from the meeting at 5.38pm and was not present for items 6.6 to 9.

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

THOMAS

That Councillor Harvey be co-opted to the Committee.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas

2. Confirmation of Minutes

DEPUTY LORD MAYOR BURNET

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 19 October 2021 and the Special Finance and Governance Committee meeting held on Monday, 25 October 2021, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Harvey

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

Ms Charlotte Turner (Minter Ellison) addressed the Committee in relation to item 6.1

6.1 Climate Risk Briefing

File Ref: F21/113495

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Chief Executive Officer of 10 November 2021, be adopted with the presentation being referred to the Risk and Audit Panel.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Coats
Harvey

COMMITTEE RESOLUTION:

That the information contained in the briefing “Climate Risk” be received and noted with the presentation being referred to the Risk and Audit Panel.

Attachments

a Charlotte Turner - Presentation Supporting Information - Climate Risk Briefing ⇨

Delegation: Committee

6.2 Lease Renewal - TasWriters Incorporated - Fourth Floor of the Hobart Council Centre

File Ref: F21/110466

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Community and Culture and the Director Community Life of 11 November 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Coats
Harvey

COMMITTEE RESOLUTION:

That:

1. TasWriters Incorporated be granted a lease renewal for a term of one year, with a further one year option at a nominal rent of $50 per annum (GST exclusive) for office space on the fourth floor of the Hobart Council Centre that it currently occupies.

2. The Chief Executive Officer be authorised to negotiate and agree to the final terms of the lease.

3. The reduced rental be recorded in the Council’s Annual Report in accordance with the Council’s policy ‘Leases to Non-Profit Organisations’.

Delegation: Committee

Ms Amanda French (Chief Executive Officer, Dress for Success) addressed the Committee in relation to item 6.3.

6.3 Lease Renewal - Dress for Success Hobart Incorporated - Fourth Floor of the Hobart Council Centre

File Ref: F21/107787

HARVEY

That the recommendation contained in the report of the Manager Community and Culture and the Director Community Life of 11 November 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Coats
Harvey

COMMITTEE RESOLUTION:

That:

1. The Council grant a lease of the area on level four of the Hobart Council Centre building as shown in the plan at Attachment B to this report to Dress for Success Hobart Incorporated for a term of one year together with a one year option. The rent for the lease to be not less than $9,000 (GST exclusive) per annum.

(i) The cost for the installation of partitioning to delineate the leased area be borne by Dress for Success Hobart Incorporated.

2. The Chief Executive Officer be authorised to negotiate and agree to the final terms of the lease.

3. The reduced rental be recorded in the Council’s Annual Report in accordance with the Council’s policy ‘Leases to Non-Profit Organisations’.

Delegation: Committee

6.4 Financial Report as at 30 September 2021

File Ref: F21/114003; 18/17

SEXTON

That the recommendation contained in the report of the Chief Financial Officer and the Director Community Life of 11 November 2021, be adopted, as amended by the deferment of part (c)

“(c) Requests for additional capital budget

· Aboriginal Acknowledgement Town Hall $5K

· Regatta Grounds Pathway – Path under Bridge of Remembrance $100K”

of the recommendation for further reporting through the appropriate committee.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council approve the following changes to the 2021-22 Estimates listed below which will result in a deterioration of the underlying result by $2.247M from the original budget approved in June and approve an increase of $0.105M in capital expenditure:

(i) Labour expenses increase $0.177M

(ii) Materials and Services decrease $0.713M

(iii) Depreciation expense increase $3.0M

(iv) Other Expenses (finance costs) increase $0.297M

(v) Increase in rates and charges revenue $0.04M

(vi) Fees and Charges revenue for increased DKHAC patronage increase $0.13M

(vii) Increase in Other Revenue (operating grants) $0.344M

(viii) Plant and Equipment budget decrease of $0.014M to allow for plant and equipment requirements arising from reclassification of Plant and Equipment budget for the Aboriginal Acknowledgement at Town Hall and stormwater operational expenditure.

(ix) Capital works program increase of $0.105M as follows:

(a) Grant funded capital works and Plant and Equipment

· Mountain Bike Tracks 1a and 1b – Rocky Wheel’n and Free Wheel’n $200K

· Mountain Bike Tracks 12 and 17 – Upper Luge and Skid Rd $238K

· Fire trail upgrades $150K

· Plant and equipment associated with CityPILOTS RISE grants $25K

· Offsetting grant funding ($613K)

(b) Reallocation of capital funds

· Increase in NEW capital works budget of $480K for various projects

· Reduction in RENEWAL capital works budget ($480K)

· Increase in RENEWAL Regatta Ground Car Park Capital Works budget $1,050K

· Offsetting reduction in NEW Intercity Cycleway extension ($1,050K)

Part (c) of the original recommendation be deferred and referred to the appropriate committee for further reporting.

“(c) Requests for additional capital budget

· Aboriginal Acknowledgement Town Hall $5K

· Regatta Grounds Pathway – Path under Bridge of Remembrance $100K”

Delegation: Council

6.5 2021-22 Annual Plan Progress Report
Period Ended 30 September 2021

File Ref: F21/111734

THOMAS

That the recommendation contained in the report of the Senior Advisor Strategic Planning and the Director Community Life of 9 November 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan Progress Report for the period ended 30 September 2021, marked as Attachment A to item 6.5 of the Open Finance and Governance Committee agenda of 16 November 2021.

Delegation: Council

6.6 Grants and Benefits Listing as at 30 September 2021

File Ref: F21/112009; 25-2-1

DEPUTY LORD MAYOR

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

Delegation: Committee

The following item was listed as item 4.1 of the Closed portion of the meeting and it was resolved the minute be recorded in the minutes of the Open portion of the meeting.

6.7 Lease Renewal - Wide Angle Tasmania - 6 Washington Street

File Ref: F21/107829

SEXTON

That the recommendation contained in the report of the Manager Community and Culture and the Director Community Life of 11 November 2021, be adopted as amended by the addition of a clause 4 and 5 to read as follows:

“4. Council officers work with Wide Angle Tasmania by providing in kind assistance in the form of facilitating representations for the procurement of funding to assist in sustaining the organisation.

5. The decision of the committee be recorded in the minutes of the Open portion of the meeting.”

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That:

1. Wide Angle Tasmania be granted a lease renewal for a term of one year at $5,000 (GST exclusive) plus $5,000 in-kind support provided to the Council by Wide Angle Tasmania, with a further one year option, for the facility at 6 Washington Street, South Hobart.

2. The Chief Executive Officer be authorised to negotiate and agree to the final terms of the lease.

3. The reduced rental be recorded in the Council’s Annual Report in accordance with the Council’s policy ‘Leases to Non-Profit Organisations’.

4. Council officers work with Wide Angle Tasmania by providing in kind assistance in the form of facilitating representations for the procurement of funding to assist in sustaining the organisation.

5. The decision of the committee be recorded in the minutes of the Open portion of the meeting as item 6.7.

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F21/112734

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

8. Questions without Notice

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

File Ref: 13-1-10

No questions were asked at the meeting.

9. Closed Portion of the Meeting

THOMAS

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:

· Commercial information of a confidential nature that, if disclosed is likely to prejudice the commercial position of the person who supplied it.

· Tenders for services and their terms, conditions, approval and renewal

· Information provided to the Council on the condition it is kept confidential

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 Lease renewal – Wide Angle Tasmania – 6 Washington Street

LG(MP)R 15(2)(c)(i) and (g)

Item No. 4.2 Request to Waive Requirement to Tender

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

Item No. 4.3 Outstanding Sundry Debts as at 31 October 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

There being no further business the Open portion of the meeting closed at 5.20pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
7^th DAY OF DECEMBER 2021.

CHAIRMAN